A CRM is a business tool designed to manage daily tasks such as customer tracking, contact organization and data analysis. If you are considering implementing one in your business, you are probably wondering: how much does a CRM cost?
Knowing what influences the cost of a CRM is important to make a good decision. In this post we explain what factors affect its price, examples of rates and how to calculate the return on investment (ROI) so you can choose the CRM that best suits the needs of your business.
Why integrate a CRM into your company
A CRM is more than a tool—it’s a strategic investment for any company aiming to strengthen customer relationships and optimize internal processes. Beyond the initial cost, it’s essential to focus on the benefits a CRM can bring to your business.
Here is some data compiled by Digiexe that demonstrates its impact:
- Increased sales: companies report an average increase of 29% in sales thanks to better follow-up on opportunities and the personalization of unique experiences to close sales faster.
- Increased efficiency in capturing leads: automating repetitive tasks such as sending emails or registering customer data, allows for a 34% improvement in efficiency, freeing up time to apply effective sales closing techniques.
- Improved forecasting accuracy: analysis of historical or current customer data with a CRM achieves a 42% improvement in accuracy, aiding in strategic decision making.
What factors influence the price of a CRM?
In my opinion, before worrying about how much a CRM costs, it is important to identify what your company really needs. These factors will help you better understand how much you could invest:
1. Number of users
Most providers calculate their prices based on the number of users with access to the system. The more users you have, the higher the monthly or annual price. This model is ideal for adjusting the cost according to the size of your team.
2. Level of customization
A standard CRM covers basic functions, but if you need to adapt it to your company’s processes, the costs will be higher:
- Open source CRM: allows full customization, but requires investment in development to configure specific functionalities.
- Closed-price CRM: they are more limited in customization, but their implementation is faster and more accessible.
3. Features and system scope
Basic CRMs include contact management and sales tracking. However, advanced solutions offer more complete functionalities that increase the investment, such as:
- Detailed data analysis: helps make informed decisions based on key metrics such as sales consultant performance or average lead conversion time.
- Integrations with third-party tools: connection with platforms such as e-mail, ERP or marketing software.
- Marketing automation: improve productivity by automating tasks such as scheduling email marketing campaigns or sending personalized reminders to customers.
4. Support and maintenance
The level of support directly influences the price and is a key factor for companies starting to use a CRM.
- Basic support: includes limited assistance, ideal for users with previous experience.
- Advanced support: offers training, frequent updates and customized troubleshooting, which increases costs but ensures a more efficient experience.
5. Pricing model
The payment scheme also affects the final cost. Some pricing models are:
- Subscription-based: monthly or annual payments, popular in cloud solutions.
- Perpetual license: requires a high initial payment, but may be more profitable in the long term.
- Freemium: offers basic functionalities at no cost, with payment options for advanced features.
How much does it cost to implement a CRM?
The final cost of integrating a CRM into your business will depend on the components involved in its implementation, from software to technical support. Here are the main factors to consider and some examples of market rates:
1. Software costs
Refers to the price of the system, which may vary according to the type of license.
- Perpetual licenses: high initial payment, common in local systems, ranging from thousands to tens of thousands of dollars.
- Subscription plans: recurring costs between $10 and $150 per user per month, depending on the functionalities included as cloud solutions.
2. Implementation costs
These expenses may include:
- Customization: adapt the system to your company’s specific processes.
- Integration: connect the CRM with existing tools such as email or accounting software.
- Data migration: transferring information from previous systems to the new CRM.
3. Hardware costs
This cost is unique to local systems, which require investment in physical infrastructure.
- Servers: store data and manage user traffic, with costs ranging from a few thousand to tens of thousands of dollars.
- Network infrastructure: includes equipment such as routers and firewalls that ensure a secure and stable connection.
- Backup and cooling systems: protect stored information and ensure optimal hardware performance.
These costs vary according to the required capacity and technical specifications of the infrastructure, and should be considered both in the initial phase and in long-term maintenance.
4. Training and support costs
These costs include those related to preparing your team and ensuring the ongoing operation of the CRM.
- Initial training: basic training is included in some plans; advanced training usually has additional costs.
- Technical support: technical assistance that varies between basic and advanced plans, with prices adjusted to the needs.
5. Operating and maintenance costs
The maintenance of a CRM involves recurring costs to ensure its proper functioning.
- Software upgrades: function and security enhancements required to keep the system up to date.
- Technical support: technical troubleshooting and assistance, which may include 24/7 support on advanced plans.
- Infrastructure maintenance: overhauls and replacements of local systems to ensure continuous performance.
6. Pricing models
This refers to the different payment methods that CRM providers offer, adapted to the needs and budget of each company.
- Per account: one-time license fee, useful for companies with specific needs.
- Per user: adjustable payment according to the size of the equipment, common in the SaaS market.
- Modular pricing: pay for specific modules, such as sales, marketing or support.
Examples of CRM pricing
In my experience, prices can change a lot depending on the type of plan you choose and the needs of your company:
- Basic or trialplans: from $7 to $50 per user per month, ideal for small businesses.
- Advanced plans: $50 to $150 per user per month or more, depending on the required functionalities.
Here is a table with CRM price references to make it easier for you to compare:
How much does a CRM cost: examples
| CRM | Basic or trial plan (USD/month) | Full plans (USD/month) |
| Leadsales | $7 for 14 days (trial period) | $83.99 |
| ForceManager | $14.50 | $42.50 |
| Salesforce | $25.00 | $100.00 |
| Pipedrive | $24.00 | $129.00 |
| Zoho CRM | $20.00 | $65.00 |
| Teamleader | $45.00 | $74.25 |
| Zendesk | $19.00 | $115.00 |
How to calculate the ROI of a CRM
Implementing a CRM is a major investment, but how do you determine if it is worth it? Calculating the return on investment (ROI) allows you to evaluate the benefits that this tool brings to your business. Here are the main benefits:
1. Increase in revenues
A CRM improves lead conversion and facilitates cross-selling, boosting revenue. By optimizing personalized follow-up, your company achieves better results without the need for increased sales efforts.
2. Reduction of operating costs
The automation of tasks, such as data entry and mailings, saves teams time and reduces operating costs. In addition, it allows for improved customer segmentation, making marketing campaigns more effective and economical.
3. Savings in customer management time
Access to up-to-date information allows sales and marketing teams to spend less time on administrative tasks and more time on strategic opportunities, increasing productivity.
4. Technological improvements and IT cost reduction.
A CRM in the cloud eliminates the need for local infrastructure, reducing server and maintenance costs. It also improves security and facilitates access from anywhere.
5. Intangible benefits
Integrating a CRM generates intangible benefits such as greater customer satisfaction, thanks to faster response times and personalized attention. It also fosters loyalty, as satisfied customers stay longer and increase their spending, and improves brand perception by offering a superior experience.
Basic formula for calculating ROI
Use this simple formula to measure the ROI of integrating a CRM into your business:
ROI = [(Total Profit – Total Investment) / Total Investment] x 100
Example
If your CRM generated $20,000 in additional benefits and the total investment (including software, implementation and maintenance costs) was $10,000, the ROI would be:
ROI = [($20,000 – $10,000) / $10,000] x 100 = 100%.
This indicates that you obtained a 100% return on your investment.
Choose a CRM like Leadsales for your business
Evaluate how much a CRM costs for your business, considering how it can help you optimize processes, improve efficiency and achieve better business results. Choosing the right CRM can make all the difference in the growth and sustainability of your business.
One of the easiest CRM systems to use and with customizable features is Leadsales, our CRM for WhatsApp, Facebook and Instagram, today used by more than 2,500 companies. With a trial period starting at $7, it offers features such as:
- Unlimited messaging: send messages to all your customers without restrictions.
- Multiple users: connect your entire team in the same workspace.
- Message scheduling: set up automatic reminders for your customers.
- Unlimited funnels: organize conversations and processes into customizable sales funnels.
Frequently Asked Questions (FAQ) on how much does a CRM cost
Are there hidden costs in the implementation of a CRM?
Yes, in addition to the subscription or initial cost, additional expenses may arise when implementing a CRM. For example:
- Customization: adapt the system to your company’s processes.
- Integration: connect the CRM with other tools.
- Data migration: transferring information from previous systems.
- Training: specialized training for the team.
Is a CRM worth the expense?
Yes, a CRM is an investment that improves efficiency, optimizes customer management and increases sales. However, its success will depend on how it is implemented and how you use it in your company, so calculating the ROI will help you make an informed decision.
Is a cloud CRM more expensive than an on-premises CRM?
A cloud CRM has a lower initial cost, as it does not require servers or IT infrastructure, but includes recurring subscription payments. While an on-premise CRM has a higher initial cost, but could be more economical in the long run depending on your company’s needs.
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