A start-to-finish guide for your implementation manager
Complete before any configuration begins. Estimated time: 1–2 weeks.
Owner: Implementation Manager + Leadership
☐ Assign a dedicated CRM Implementation Manager with protected time for the process
☐ For large teams (15+): identify department leads who will report to the Implementation Manager
☐ Map your current project lifecycle from lead intake through project closeout
☐ Identify your top 3 pain points the CRM should address
☐ Define success milestones:
☐ 30-day milestone defined and documented
☐ 90-day milestone defined and documented
☐ 180-day milestone defined and documented
☐ Decide on rollout approach: which departments go first, second, third
▶ Note: Best practice: Always start with Sales/Estimating. Downstream processes depend on upstream data quality.
☐ Communicate the “why” to your team — what problems the CRM is solving and how it reduces duplicate work
Owner: Implementation Manager
☐ Confirm your accounting/ERP software:
☐ QuickBooks Online or Xero → Integration available in Settings
☐ Any other system → Email crmteam@measuresquare.com and allen@measuresquare.com immediately for Excel integration (4–6 week lead time)
☐ Confirm your takeoff solution and team proficiency level:
☐ MeasureSquare 8 / Mobile / Stone — confirm users are proficient
☐ If not proficient: pause CRM onboarding and complete Estimator Curriculum first
☐ Confirm pricing method: Price Requests (commercial) vs. Price Books / Price Lists / fcB2B (retail/residential)
☐ Confirm laborer type: Installer (internal) vs. Subcontractor (external)
☐ Identify whether your organization uses Microsoft 365 for email (flag IT involvement early for admin consent)
☐ Inventory all software your team currently uses — identify what CRM will replace vs. integrate with
Owner: Implementation Manager or designated data owner
☐ Decide: import historical data or start fresh in the CRM
▶ Note: If legacy data is scattered, incomplete, or unreliable, starting fresh often outperforms a messy import.
☐ If importing, identify which data types need to be migrated:
☐ Contacts
☐ Companies
☐ Vendors
☐ Subcontractors / Installers
☐ Projects
☐ Audit and clean data before export — remove duplicates, standardize naming, fill critical gaps
☐ Export all data into Excel format (CSV, XLS, or XLSX)
☐ Download CRM Import Templates from the CRM
▶ Note: Import order matters: Contacts/Companies first → Vendors/Subcontractors second → Projects last.
Core system configuration. Complete before inviting non-admin users. Estimated time: 1–2 weeks.
Owner: Implementation Manager
☐ Design your role structure before creating any roles:
☐ Small teams (<10): 1–3 roles are usually sufficient
☐ Large teams (10+): Plan 4–8 persona-based roles (Admin, Sales, Estimator, PM, Purchasing, Accounting, Executive)
☐ Design your team structure:
☐ Decide what teams represent (branch/region, market segment, or division)
☐ For large teams: plan overlay teams for cross-functional access (e.g., Estimating – All Branches)
☐ Create teams in the CRM
☐ Create roles with appropriate permissions — default to Team scope where possible
☐ Assign pipeline access by team
▶ Note: Configure roles and teams BEFORE inviting users. Avoid the ‘everyone is Admin’ trap.
Owner: Implementation Manager
☐ Create at least one Sales pipeline (Sales type) with Won and Lost stages
☐ If applicable, create Execution/WIP pipeline(s) (Other type, no Won/Lost)
☐ Define stage names and sequence for each pipeline
☐ For each stage, informally define entry/exit criteria (what must be true to enter and leave that stage)
☐ Consider whether separate pipelines are needed for different workflows (e.g., Residential vs. Commercial)
▶ Note: Simple rule: Not awarded yet = Sales pipeline. Real work after award = Other pipeline.
Owner: Implementation Manager
☐ Walk through every section of System Settings
☐ Configure Tax Rates (required before Quotes/Bids calculate correctly)
☐ Configure Terms & Conditions library
☐ Configure Inclusions & Exclusions library
☐ Review and customize Email Templates (General, Quote, Bid)
☐ Review and customize Order Templates (Quote, Bid, PO, WO, Invoice)
☐ Review your personal Profile settings (top-right menu → Profile)
☐ Start a Configuration Log: document each setting, the value chosen, and the reasoning
Owner: Implementation Manager + IT (if applicable)
☐ Enable accounting integration:
☐ QuickBooks Online or Xero: Settings → Integrations
☐ Other ERP: Confirm Excel integration request has been submitted and is in progress
☐ Link MeasureSquare Cloud (Diagrams → Import from M2 Cloud — one-time connection per team member)
☐ If using Stripe for payments: connect in Settings → Integrations
☐ If using Zapier: do NOT configure yet — wait until workflows are stable (Phase 3+)
Owner: Implementation Manager or data owner
☐ Import Contacts using CRM Import Template
☐ Import Companies using CRM Import Template
☐ Import Vendors using CRM Import Template
☐ Import Subcontractors / Installers using CRM Import Template
☐ Import Projects (if applicable) using CRM Import Template
☐ Spot-check imported records: verify 5–10 records per data type for correct associations
☐ Flag any import issues to support@measuresquare.com
Bring users into the system and begin guided training. Estimated time: 2–4 weeks.
Owner: Implementation Manager
☐ Invite team members to the CRM (roles and teams should already be configured)
☐ Ensure every user completes these actions on day one:
☐ Connect Google or Outlook Email integration
☐ Connect Google or Outlook Calendar integration
☐ Bookmark crm.measuresquare.com in their browser
☐ Download the CRM Mobile App
☐ Download MeasureSquare Field (if applicable to their role)
▶ Note: Microsoft 365 users: If email integration fails, provide the Microsoft Exchange365 Integration.pdf document to their IT team.
☐ Confirm all users can log in and see appropriate data based on their role
Owner: Implementation Manager + MeasureSquare Trainer
☐ Self-Onboarding Hub: https://measuresquare.com/m2-crm-ob-milestones/
Owner: Implementation Manager
☐ Sales team trained on: pipeline management, contacts/companies, proposals (Quote or Bid), follow-ups
☐ Estimating team trained on: diagrams, pricing, bid creation, alternates, column configuration
☐ Project Managers trained on: project screen, work orders, scheduling, change orders, submittals
☐ Purchasing trained on: vendor management, purchase orders, procurement workflows
☐ Field/Installers trained on: MeasureSquare Field app, work orders, time tracking, schedules
☐ Accounting trained on: invoicing, billing, expense tracking, accounting integration sync
☐ Identify 1–2 internal power users who will serve as go-to CRM resources after formal training ends
CRM becomes the system of record for sales activity. Estimated time: Weeks 3–6.
Owner: Implementation Manager + Sales/Estimating team
☐ All new opportunities are entered into the CRM (no more spreadsheets or email-only tracking)
☐ All proposals (Quotes or Bids) are generated from the CRM
☐ All follow-ups on sent proposals are tracked within the CRM (tasks, notes, or Zapier)
☐ Won projects are marked as Approved and moved to the Won stage
☐ Lost projects are moved to the Lost stage with a note on why
☐ Pipeline is current and reflects actual status of all active opportunities
Owner: Implementation Manager + Leadership
☐ Identify all legacy tools currently used for sales tracking (spreadsheets, whiteboards, email folders, other CRM)
☐ Communicate retirement date for legacy tools to the team
☐ Confirm leadership is using CRM pipeline data for reviews and decisions (not asking for separate reports)
▶ Note: If the old system is still running alongside the CRM, the CRM will always feel like extra work. Retire legacy tools decisively.
Owner: Implementation Manager
☐ Document pipeline stage definitions: what each stage means, entry/exit criteria
☐ Document proposal workflow: Quote vs. Bid, who creates/reviews/sends
☐ Document naming conventions for projects, contacts, and companies
☐ Document data entry standards: required fields, notes vs. custom fields
☐ Share SOPs with the team and gather feedback
Owner: Implementation Manager + Leadership
☐ All target users are logging into the CRM regularly
☐ Core integrations are functional (email, calendar, accounting)
☐ Pipeline reflects actual business activity
☐ Proposals are being generated from the CRM
☐ Any adoption issues have been identified and addressed
☐ Revisit roles and permissions — adjust if access is too open or too restrictive
☐ Review Configuration Log and update as needed
Extend CRM usage beyond sales into project execution. Estimated time: Weeks 6–12.
Owner: Implementation Manager + Operations/PM team
☐ Create or finalize Execution pipeline(s) (Other type) with appropriate stages
☐ Define the handoff process: when and how projects move from Sales to Execution pipeline
☐ Document who is responsible for the pipeline transition and what data must be present
☐ PMs are using the Project Screen as their operational hub: notes, tasks, dashboard, files
☐ Task templates are created for recurring project workflows
Owner: Implementation Manager + Purchasing team
☐ Vendor records have already been imported or created in the CRM (emails, account numbers)
☐ Purchase Order workflow is configured and tested
☐ Purchasing team is generating POs from within the CRM
Owner: Implementation Manager + Field/Operations team
☐ Installer and Subcontractor records are imported or created
☐ Work Order workflow is configured and tested
☐ Scheduling workflow is configured
☐ Field crew has downloaded MeasureSquare Field and can access work orders, schedules, and time clock
☐ Test end-to-end: create Work Order → assign to Installer → verify it appears in MeasureSquare Field
Owner: Implementation Manager + Leadership
☐ Sales, estimating, and operations are all actively working in the CRM
☐ Handoffs between sales and operations are functioning cleanly
☐ Pipeline data is reliable enough for leadership pipeline reviews
☐ Proposal-to-close workflow is fully operational end-to-end
☐ SOPs have been revised based on 60+ days of real usage
☐ Power users are supporting teammates and reducing support ticket volume
☐ Any remaining integration issues (M365, ERP) have been escalated and resolved
PHASE 5: Full Adoption & Optimization
CRM is the system of record across the organization. Estimated time: Months 4–6.
Owner: Implementation Manager + Accounting/Finance
☐ Invoicing workflow is configured and tested
☐ Accounting integration is syncing approved documents correctly
☐ Billing and expense tracking are operational (if applicable)
☐ Reports and dashboards reflect actual business performance
☐ Leadership is using CRM data for decision-making, not separate spreadsheets
Owner: Implementation Manager
☐ SOPs are revised and finalized for all active workflows
☐ Pipeline stage definitions are documented with entry/exit criteria
☐ Handoff protocols between all departments are documented
☐ Configuration Log is complete and up to date
☐ New hire onboarding process includes CRM training steps
Owner: Implementation Manager + Leadership
☐ CRM is the acknowledged system of record across the organization
☐ All legacy tracking tools (spreadsheets, email-based systems) have been retired
☐ Reporting reflects actual business performance and is trusted by leadership
☐ Adoption is high: users log in daily and maintain current data
☐ Feedback loop is in place: users can report issues, suggest improvements, and ask questions
☐ Implementation Manager has a plan for ongoing refinement (CRM management is continuous, not a one-time project)
Owner: Implementation Manager (permanent role)
☐ Review roles, teams, and permissions quarterly or when org structure changes
☐ Review and refine SOPs every 90 days
☐ Onboard new users with correct roles, teams, and training before they start working in the CRM
☐ Monitor adoption metrics: login frequency, pipeline currency, data quality
☐ Stay current with MeasureSquare CRM updates and new features
Owner: Implementation Manager
☐ Core workflows are stable and consistent before introducing automations
☐ Configure priority automations:
☐ Automated follow-up reminders on sent proposals
☐ Automatic stage transitions based on document status changes
☐ Notifications to team members based on pipeline stage changes
☐ Test each automation with real data before enabling for the full team☐ Maintain open communication with MeasureSquare support for questions, issues, and feedback
MeasureSquare CRM Support
Monday – Friday, 7:30am–4:30pm PST: (626) 683-9188 ext. 3 | All Hours: support@measuresquare.com