Choosing a CRM · ASRR Tech
What does CRM really cost? Budget for licences, implementation and upkeep
Compare CRM options over the same period and scope. This model covers subscriptions, configuration, migration, integrations, training and internal time, with an explicitly hypothetical calculation.
Updated · 3 min read · ASRR Tech
A monthly price is only one budget line
A low per-user price says little when integrations, training and data cleanup remain separate purchases. A higher subscription may require less manual work. Compare identical users, processes and periods.
Separate external payments from internal hours. Staff time may not create a new invoice, but it consumes capacity. Present both totals so an economic estimate is not mistaken for the immediate cash requirement.
Ask what the proposal includes and which assumptions apply: paid roles, minimum commitments, support, storage, API use and price duration. Compare amounts on the same tax basis.
Use this budget structure
| Item | One-off or recurring? | Question before committing |
|---|---|---|
| Licences | Recurring | Which roles require paid accounts? |
| Configuration | Initially one-off, later changes | Which fields, stages and permissions are included? |
| Migration | Per transfer | Who cleans data and validates historical relationships? |
| Integrations | Build and possibly maintenance | Which directions, fields and failure handling are included? |
| Training | Launch and new staff | Which roles and how many sessions? |
| Internal administration | Recurring | Who owns incidents and change requests? |
| Exit | At a future switch | How are records, documents and relationships exported? |
Migration involves more than importing contacts. Salesforce's migration guide includes processes, settings, validation and training. This supports budgeting for migration scope, not any universal price.
A hypothetical first-year calculation
These figures demonstrate the method. They are not Alpha prices, market averages or a quotation. All example amounts exclude VAT.
| Item | Calculation | Amount |
|---|---|---|
| Licences | 5 users × €40 × 12 months | €2,400 |
| Configuration | Bounded assignment | €2,000 |
| Migration | Cleanup and trial import | €800 |
| Integration | Initial configuration | €1,200 |
| Training | Agreed sessions | €600 |
| External year-one cost | Sum above | €7,000 |
| Internal implementation | 30 hours × €45 internal value | €1,350 |
| Internal upkeep | 2 hours × 12 months × €45 | €1,080 |
| Total including internal time | €7,000 + €2,430 | €9,430 |
With unchanged assumptions, year two excludes the one-off work: €2,400 licences plus €1,080 internal time equals €3,480. Add actual recurring support or integration fees separately; none were assumed here.
Compare cost with testable benefits
A CRM does not purchase guaranteed revenue. Start with an observable issue: duplicate entry, searching for context or missed follow-up. Measure a representative baseline.
Suppose five staff each save fifteen minutes per working day over 220 days. That equals 275 hours annually. At an illustrative internal value of €45, capacity value is €12,375. This is a calculation, not proven savings. Time creates financial benefit only when the capacity is used productively or actual expenditure is avoided.
Do not silently count both hypothetical time savings and extra revenue from the same improvement. For revenue assumptions, include margin, uncertainty and delivery capacity. A conservative scenario often supports decisions better than one optimistic figure.
Calculate three scenarios
Prepare a base case, user growth and one additional integration. Ask which prices change as the pilot expands and which changes create new project work.
A useful budget can be reproduced by a colleague, with each cost attached to a defined scope. Pair it with the CRM scorecard and migration plan. You will compare an executable workflow rather than subscription prices alone.
Sources and editorial approach
Sources consulted on 12 October 2026. Inline references support the stated facts. ASRR compiled the workflows, matrices and fictional examples for this explanation. Example prices and outcomes are not customer results, prices or benchmarks. Other vendors’ documentation does not establish availability in Alpha.