License purchase costs
Many people, wondering how much CRM costs , actually think about the costs of purchasing a software license. At the moment, the most popular CRM usage model is actually the SaaS model (Software as a Service), in which you buy access to the service, usually in the form of a monthly or annual subscription. In return, you gain access to tools and data storage, via the network, without the need to maintain and install software, as well as a certain range of service from the supplier: implementation assistance or technical support.
When calculating the cost of a CRM license, there are a few things to keep in mind:
Typically, you need to choose a license level – these vary in terms romania business email list of available features, the number of paid users who gain access to them, and/or the amount of contact records that can be stored.
Therefore, you should not only choose the functions that you will need, but also precisely define who in the company will use CRM - how many people it will be.
The best prices are usually available for an annual commitment, with slightly higher prices available for a monthly purchase.
What amounts are we talking about?
We start with completely free versions, such as those offered by HubSpot (this is not a trial period, but a completely free basic CRM). However, they usually have significant limitations (e.g. supplier branding).
Basic licenses cost in the range of several dozen euros/dollars, e.g. HubSpot Suite Starter – 15€/month per user. Further possibilities, but also costs increase. In mid-level solutions we are talking about an amount closer to, and in the Enterprise class above 100€/month per user.
GROW_banner e-book 3
As you can see, the cost of a CRM license depends on the stage your company is at. However, providers have an offer tailored to the needs and capabilities of their customers - no one starts in a small company with a CRM that costs thousands per month, in this case it is more like a small phone bill.
If you’re interested in a detailed interpretation of CRM pricing, be sure to read my article explaining HubSpot pricing .
Implementation costs
This is the second group of costs that you should never forget about. Unlike license costs, they are usually incurred over a short period of time. They will be your main CRM expense at one time. Meanwhile, entrepreneurs do not always realize how many different components need to be planned when preparing financially for CRM implementation. Here are the main ones:
Preparing to buy
This is the time you will spend preparing the investment and implementation plan, defining goals, potential benefits and costs.
Data preparation
For CRM to operate at full power, it needs the right data, consider:
Will you be feeding the new system with data you already have within your organization?
Does data require fusion from different sources?
Does the data require standardization and cleansing?
Calculate the cost of any cleaning, integration, and loading of data into the new system. Determine whether you will perform these tasks yourself or outsource them to an implementation company.
Integrations
Clearly define which systems and applications your CRM needs to work with. Check if the chosen system has integrations for them. Otherwise, you will have to allocate separate resources for the work of a developer who will prepare the integrations.
Implementation
System configuration, tool setup, personalization – even in the simplest systems you will need support at the start. Find out what scope of onboarding the provider provides, whether they have licensed partners. For example, in HubSpot, starting with the Professional package, onboarding is mandatory included in the price.
Training
Reserve the time of your employees who will need training on new tools if they are to use them willingly and effectively.
As you can see, estimating such a complex amount is not easy and a lot depends on your individual needs. You need to estimate both the time invested and the tasks you will outsource. If you need tips on how to do this, take a look at our article " How to plan a CRM budget? ".
How much does CRM implementation cost?
Professional implementation companies, especially licensed partners , can offer you help with preparing data, creating integrations, setting up the system, and training employees – in other words, most of the above tasks. As well as preparing and implementing sales and marketing processes that will work with the new system.
In such a case, the costs are determined individually, based on the client's needs. Depending on the scale of the project, they will require expenditures ranging from a few to a dozen or so thousand złoty. Of course, these are very rough estimates, but I hope they give you an idea of what to expect.
