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Did you know that nearly 70% of small business owners report being frustrated with their current CRM system? For those managing businesses with over $3 million in revenue, the challenges can be even more daunting. Navigating complex customer relationships, optimizing marketing efforts, and tracking sales effectively are all critical for success. Keap has gained popularity as a CRM solution, but with its benefits come distinct pain points that can hinder productivity and growth. In this comprehensive blog post, we will explore the primary frustrations these business owners face while using Keap, and provide insights into how migrating to a more robust platform like HubSpot can alleviate these issues and facilitate smoother operations.
Understanding the CRM Landscape
The CRM landscape can be quite intricate. For small business owners with substantial revenue, the right tools can make all the difference in achieving business goals. The choice between CRM platforms like Keap and alternatives like HubSpot can be influenced by various factors including ease of use, integrations, scalability, and cost. Whether you are new to CRMs or want to reevaluate your current system, it’s important to consider the specific frustrations that may arise from using Keap.
Common Frustrations with Keap
- Poor Reporting Capabilities
A significant frustration reported by small business owners is the lack of robust reporting features in Keap. Many users find it challenging to generate insightful reports, which are essential for data-driven decision-making. Customizing reports can be complicated, requiring advanced skills that many small business owners may not possess.
- Email Deliverability Issues
Effective email marketing is crucial for small businesses, but users have reported ongoing problems with email deliverability from Keap. Whether it’s landing in spam folders or not reaching the intended recipients, these deliverability challenges can directly impact customer engagement and revenue.
- Increased Costs
Business owners managing revenues above $3 million are highly sensitive about costs. Some Keap users find themselves surprised by unexpected fees, leading to budget overruns. As they scale their operations, many feel that Keap is not effectively aligned with their growing needs and costs.
- Limited Feature Set
Another prominent concern is the restricted functionality of Keap. Users have expressed frustration at the absence of features like A/B testing for marketing campaigns and the limited options available for editing order forms. These limitations hinder marketers from optimizing strategies and can result in lost sales opportunities.
- A Cobbled Together System
Ideally, your marketing CRM includes the features you need to do business at scale. We’ve seen it countless times - businesses using Keap rely on a patchwork of other tools to get the job done. Need to edit mobile order forms? You have to purchase GoSpiffy. Need more functionality from your booking calendar? You have to purchase Calendly. Need more functionality from workflows or database actions? You need PlusThis. Need better landing page optimization? You have to purchase Thrivecart. The cost and complexity takes a toll on your business - because with every new system, your costs and your chances for system failure keep going up.
- Customer Support Issues
While customer support is critical for CRM users, frustrations related to Keap’s support have emerged and are often discussed on the Keap Users Facebook Group. Business owners report slow response times and inadequate troubleshooting assistance, leading to prolonged downtime and productivity loss.
The Importance of a Robust Migration Process
As your business grows revenue, the pains of using Keap increase - which is why so many small business owners are exploring migration options. Transitioning from Keap to a more adaptable CRM like HubSpot can bring numerous benefits. However, it’s crucial to approach this migration with careful planning and execution. A well-defined migration process can minimize disruptions and maximize the value and benefits of the new tool.
- Analyze Business Requirements
The first step in your migration journey is understanding your specific business needs. By listing out existing challenges with Keap, you can identify must-have features in a new CRM solution. Determining your ideal functionality before making the switch can make the integration process far more efficient.
- Choose the Right CRM
While HubSpot is a powerful choice, it’s essential to consider other options based on your industry, team size, and specific requirements. Investigate user reviews, schedule demos, and consult experts to weigh the best options for your organization.
- Create a Migration Plan
Building a comprehensive migration plan is fundamental in gaining buy-in from your team and keeping the process efficient. Align all stakeholders by establishing timelines, assigning responsibilities, and determining a way to transfer valuable data without loss.
- Clean Your Data
Before transferring data to your new CRM, it’s crucial to clean it. Remove duplicates, consolidate contacts, and ensure accurate data entries. This will enhance the integrity of your new CRM system and enable you to kickstart operations positively.
- Training Your Team
A common pitfall during CRM migrations is insufficient training. Even with an intuitive interface like HubSpot, human resources still need the proper guidance to utilize it fully. Provide training sessions, access to tutorials, and ongoing support to ensure your team can leverage the CRM efficiently.
- Monitor and Adjust
Once the migration is complete and the new CRM is in use, keep a close eye on user engagement and functionality. Remember that feedback from your team is invaluable for making necessary adjustments early on.
Real Stories from Small Business Owners
The most impactful changes often stem from personal stories. Here we highlight experiences from small business owners that transitioned from Keap to HubSpot, showcasing how it transformed their operations.
Story One: Local Law Firm in Naples, Florida
As a solo attorney and longtime Keap user, the owner of Kushi Law was overwhelmed by rising costs and limited functionality. The challenge? Managing leads and staying on top of follow-ups without dropping the ball. After partnering with Venn Digital, the firm migrated to HubSpot—and everything changed. “Now I can seamlessly communicate with prospects and send them the exact information they need,” the owner shared.
“I no longer worry about someone falling through the cracks.” Their office manager added, “Matt has been fantastic—always available, creating custom video tutorials, and helping us navigate everything from Keap to ActionStep and Calendly. We finally feel confident in our systems.”
Story Two: Natural High – National Nonprofit
Desiree Pavlik, Executive Director at Natural High, was tired of duct-taping tools onto Keap just to make it functional. Between email deliverability issues and the high cost of add-ons, her team needed a smarter solution.
That’s when Venn Digital stepped in. “They helped us transition from Keap and Salesforce to HubSpot, and the difference has been night and day,” Desiree said. “Their team didn’t just offer a cookie-cutter migration—they brought us solutions tailored to our needs. Everything is more streamlined, and we’ve actually saved money. Best of all, they’re clear, responsive, and easy to work with. We finally feel like we have a digital partner who gets it.”
Conclusion: The Path Forward
Navigating the frustrations of CRM platforms like Keap can feel overwhelming, especially for small business owners. By understanding these pain points, you can take proactive steps toward a better operational framework. Migration, particularly to a powerful CRM like HubSpot, can alleviate many of these frustrations and pave the way for greater efficiency and growth.
So now what?
Schedule a Migration Discovery Call to learn more about how transitioning to a robust CRM can revolutionize your business strategy and lead to sustainable growth. Find out just how seamless the transition can be and watch your productivity soar! [Your Link Here]
Remember, the key to success lies in selecting the right tool for your business. The road might be challenging, but the rewards of streamlining your processes are worth every effort.