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Checklist · CRM

CRM fundraising checklist — Step by Step 2026

Fundraising is a critical stage for any startup, and your CRM can be a powerful tool to manage investor relations and track your progress. This checklist will guide you through the essential steps to leverage your CRM, whether it's Salesforce, HubSpot, or a lightweight CRM like Close, to maximize your fundraising efforts.

50 checklist items Updated from migrated LaunchTry SEO content

Phase 01

CRM Setup & Data Enrichment

10 tasks
  • 1.1
    critical2 hours

    Define Fundraising Stages in your CRM

    Map out the stages of your fundraising process (e.g., Initial Contact, Pitch Deck Sent, Due Diligence, Term Sheet) in your CRM pipeline. Use custom stages if needed.

  • 1.2
    critical4 hours

    Import & Segment Investor Contacts

    Import your existing investor contacts into your CRM (e.g., Salesforce, Pipedrive). Segment them by investment focus, stage, and past interactions.

  • 1.3
    high3 hours

    Enrich Investor Profiles

    Use tools like Clearbit or ZoomInfo to enrich investor profiles with relevant data points such as investment history, portfolio companies, and contact information.

  • 1.4
    medium2 hours

    Configure Custom Fields for Fundraising

    Add custom fields to your CRM to track fundraising-specific data, such as target investment amount, valuation, lead investor, and legal counsel.

  • 1.5
    medium2 hours

    Set up Lead Scoring for Investors

    Implement a lead scoring system to prioritize investor outreach based on their likelihood to invest. Consider factors like industry alignment and past engagement.

  • 1.6
    medium3 hours

    Integrate CRM with Email Marketing Tools

    Connect your CRM with email marketing platforms like Mailchimp or SendGrid to automate investor communication and track email engagement.

  • 1.7
    low1 hour

    Implement Data Validation Rules

    Create data validation rules to ensure data accuracy and consistency in your CRM. Prevent duplicate entries and enforce required fields.

  • 1.8
    low1 hour

    Configure User Roles & Permissions

    Define user roles and permissions to control access to sensitive investor data within your CRM. Limit access based on team roles and responsibilities.

  • 1.9
    low2 hours

    Document CRM Usage Guidelines

    Create a document outlining CRM usage guidelines for your team, including data entry standards, process workflows, and reporting procedures.

  • 1.10
    high4 hours

    Train Team on CRM Fundraising Processes

    Train your team on how to use the CRM for fundraising activities, including lead management, opportunity tracking, and reporting. Ensure everyone understands the process.

Phase 02

Pipeline Management & Tracking

10 tasks
  • 2.1
    critical1 hour

    Create Investor Opportunity Records

    Create opportunity records for each potential investor in your CRM, linking them to the relevant contact and stage in the fundraising pipeline.

  • 2.2
    critical2 hours

    Track Investor Interactions

    Log all interactions with investors (e.g., meetings, calls, emails) in your CRM, including notes, action items, and next steps. Use integrations for automatic logging.

  • 2.3
    high1 hour

    Update Opportunity Stages Regularly

    Keep opportunity stages up-to-date based on the progress of each investor conversation. Move investors through the pipeline as they advance.

  • 2.4
    high1 hour

    Set Reminders for Follow-Ups

    Set reminders in your CRM to follow up with investors at appropriate intervals. Use automated task creation to ensure timely communication.

  • 2.5
    medium1 hour

    Record Investor Feedback

    Document investor feedback in your CRM, including concerns, questions, and suggestions. Use this feedback to refine your pitch and strategy.

  • 2.6
    medium2 hours

    Monitor Pipeline Velocity

    Track the velocity of your fundraising pipeline to identify bottlenecks and areas for improvement. Analyze the time it takes to move investors through each stage.

  • 2.7
    medium2 hours

    Manage Documents in CRM

    Upload and manage important fundraising documents (e.g., pitch deck, financial model, term sheet) within your CRM. Link documents to relevant investor records.

  • 2.8
    low1 hour

    Collaborate with Team Members

    Use CRM collaboration features (e.g., notes, comments, tasks) to share information and coordinate efforts with your team members.

  • 2.9
    low2 hours

    Automate Task Assignment

    Automate task assignment based on opportunity stage or investor actions. Use workflow rules to trigger tasks for team members.

  • 2.10
    high1 hour

    Review Pipeline Weekly

    Conduct a weekly review of your fundraising pipeline with your team to assess progress, identify challenges, and adjust strategy.

Phase 03

Reporting & Forecasting

10 tasks
  • 3.1
    critical3 hours

    Create Fundraising Reports

    Build reports in your CRM to track key fundraising metrics, such as total amount raised, number of investors, and average investment size.

  • 3.2
    high2 hours

    Monitor Conversion Rates

    Track conversion rates between fundraising stages to identify areas where you can improve your pitch or process. Analyze drop-off points.

  • 3.3
    medium2 hours

    Analyze Investor Engagement

    Analyze investor engagement metrics, such as email open rates and click-through rates, to gauge interest and tailor your communication.

  • 3.4
    medium2 hours

    Forecast Fundraising Outcomes

    Use your CRM data to forecast potential fundraising outcomes based on current pipeline activity and conversion rates. Project realistic timelines.

  • 3.5
    medium2 hours

    Identify Key Influencers

    Identify key influencers within your investor network and leverage their connections to reach potential investors.

  • 3.6
    low1 hour

    Track Investor Demographics

    Track investor demographics (e.g., location, industry) to identify target markets and tailor your outreach efforts.

  • 3.7
    high1 hour

    Monitor Fundraising Progress Against Goals

    Track your fundraising progress against your goals and adjust your strategy as needed. Use dashboards to visualize your progress.

  • 3.8
    medium2 hours

    Create Custom Dashboards

    Create custom dashboards in your CRM to visualize key fundraising metrics and track progress towards your goals. Share dashboards with your team.

  • 3.9
    low1 hour

    Schedule Regular Reporting Cadence

    Establish a regular reporting cadence to review fundraising progress with your team and stakeholders. Share reports weekly or monthly.

  • 3.10
    low1 hour

    Export Data for External Analysis

    Export your CRM data for external analysis and reporting. Use tools like Excel or Google Sheets to create custom reports.

Phase 04

Compliance & Legal

10 tasks
  • 4.1
    critical2 hours

    Ensure Data Privacy Compliance

    Ensure compliance with data privacy regulations (e.g., GDPR, CCPA) when collecting and storing investor data in your CRM.

  • 4.2
    critical2 hours

    Secure Investor Data

    Implement security measures to protect investor data from unauthorized access or breaches. Use strong passwords and encryption.

  • 4.3
    high1 hour

    Obtain Consent for Communication

    Obtain consent from investors before sending them marketing or promotional materials. Use opt-in forms and preference centers.

  • 4.4
    high2 hours

    Document Legal Agreements

    Document all legal agreements with investors in your CRM, including term sheets, investment agreements, and shareholder agreements.

  • 4.5
    medium1 hour

    Track Investor Accreditation Status

    Track the accreditation status of investors to ensure compliance with securities regulations. Use custom fields to record accreditation details.

  • 4.6
    medium2 hours

    Consult with Legal Counsel

    Consult with legal counsel to ensure compliance with all relevant regulations and to review fundraising documents.

  • 4.7
    low1 hour

    Maintain Audit Trail

    Maintain an audit trail of all changes made to investor records in your CRM to ensure accountability and transparency.

  • 4.8
    low1 hour

    Implement Data Retention Policies

    Implement data retention policies to ensure that investor data is retained for the appropriate period of time and then securely deleted.

  • 4.9
    medium1 hour

    Review Compliance Procedures Regularly

    Review your compliance procedures regularly to ensure that they are up-to-date and effective. Adapt procedures to changing regulations.

  • 4.10
    high2 hours

    Train Team on Compliance Requirements

    Train your team on compliance requirements related to investor data and fundraising activities. Ensure everyone understands their responsibilities.

Phase 05

Post-Investment Management

10 tasks
  • 5.1
    critical1 hour

    Onboard New Investors

    Create a process for onboarding new investors into your CRM, including adding them to relevant groups and distribution lists.

  • 5.2
    high2 hours

    Track Investor Equity

    Track investor equity holdings and ownership percentages in your CRM. Use custom fields to record equity details.

  • 5.3
    high2 hours

    Manage Investor Communications

    Manage investor communications through your CRM, including sending regular updates, newsletters, and financial reports.

  • 5.4
    medium1 hour

    Schedule Investor Meetings

    Schedule and track investor meetings through your CRM, including board meetings, advisory board meetings, and one-on-one meetings.

  • 5.5
    medium1 hour

    Track Investor Voting Rights

    Track investor voting rights and proxy information in your CRM. Use custom fields to record voting details.

  • 5.6
    medium1 hour

    Manage Investor Requests

    Manage investor requests through your CRM, including information requests, document requests, and meeting requests.

  • 5.7
    low2 hours

    Monitor Investor Satisfaction

    Monitor investor satisfaction and address any concerns or issues promptly. Use surveys and feedback forms to gather information.

  • 5.8
    low1 hour

    Update Investor Profiles Regularly

    Update investor profiles in your CRM regularly with new information, such as contact changes, investment updates, and feedback.

  • 5.9
    medium1 hour

    Segment Investors for Targeted Communication

    Segment investors based on their investment type, industry, or other criteria to send targeted communications and updates.

  • 5.10
    high2 hours

    Prepare for Future Fundraising Rounds

    Use your CRM data to prepare for future fundraising rounds, including identifying potential investors and tracking past fundraising performance.

Pro tips

  • Leverage sales automation features in your CRM (e.g., HubSpot, Pipedrive) to automate investor follow-ups and nurture relationships.
  • Use CRM integrations (e.g., Zapier) to connect your CRM with other tools, such as LinkedIn Sales Navigator, to streamline your fundraising process.
  • Customize your CRM dashboards to track key fundraising metrics, such as total amount raised, number of investors, and average investment size.
  • Regularly clean and update your CRM data to ensure accuracy and prevent data decay. Remove inactive investor contacts and update contact information.
  • Use a lightweight CRM like Close if you need a simple solution focused on sales and pipeline management without the complexity of Salesforce.