It is often the first question asked: "How much does a CRM cost?" And it is also the most poorly answered, because the listed price says almost nothing about the real cost. Let us sort it out.
The three pricing models
1. Free
Some CRMs are free, following two different approaches:
- Freemium: HubSpot offers a very comprehensive free CRM to get started, then charges for advanced features.
- Open source: Twenty, Dolibarr, or Odoo are free if you self-host. The software costs nothing; the hosting and technical upkeep do.
Ideal for getting started, as long as you accept the limits (contact caps, restricted features). See our selection of free CRMs.
2. Per-user subscription
This is the dominant model: roughly EUR 10 to EUR 50 per user per month depending on feature depth. Easy to understand, but with a trap: cost scales mechanically as your team grows and you add modules.
3. Custom-built
A custom CRM works differently: you pay for the development of the features you need, once, rather than a per-seat subscription that inflates every year. At Batemark, the discovery package starts at EUR 70.
Hidden costs to anticipate
The listed price is only the visible part. Add:
- Add-on modules: marketing, invoicing, support, often billed separately.
- Integrations: connecting your CRM to your other tools can cost subscription fees or development time.
- Data migration: importing and cleaning your existing data.
- Training: the time it takes your team to get up to speed.
- Setup: a few hours to a few days depending on complexity.
A "EUR 15" CRM can easily cost several times that amount once everything is factored in. That is not a problem in itself, provided you planned for it.
The only number that matters: ROI
Price means nothing on its own. What matters is return on investment. Ask yourself a simple question:
How many hours per week do you and your team spend on quotes, follow-ups, and re-entering data?
Multiply those hours by your hourly value, over a year. A well-chosen CRM recovers a large share of that time. Against a few hundred euros in annual subscription fees, the math almost always works in your favor.
Our ROI calculator does the math for you with two sliders.
What to budget, concretely
| Profile | Indicative budget |
|---|---|
| Solo entrepreneur / micro-business starting out | EUR 0 to 30/month |
| Small team (2-5) | EUR 50 to 200/month |
| SMB (10 employees) | EUR 150 to 500/month depending on modules |
| Highly specific need | Custom, from EUR 70 (discovery package) |
In summary
A CRM can cost nothing or several hundred euros per month. The listed price is misleading: look at the total cost (modules, integrations, migration, training) and above all the return in time saved. Start with our free calculator to identify the right tool, and keep the custom option in mind if your needs fall outside the beaten path.
Frequently asked questions
Are there truly free CRMs?
Yes. HubSpot offers a very comprehensive free CRM, and open-source options like Twenty or Dolibarr are free if you self-host. Watch out for limitations (contact caps, restricted features) and, for open source, the technical cost of hosting.
Why is CRM pricing shown per user?
Most CRMs charge per user per month. It makes sense for the vendor, but it means your cost scales with your team. Always check the price for your actual user count, not the headline rate.
What are the hidden costs of a CRM?
Add-on modules (marketing, invoicing), integrations, data migration, training, and setup time. A CRM listed at EUR 15 per month can cost much more once everything is included.
Is a custom CRM always more expensive?
Not necessarily. With a model where you only pay for features you actually use, a custom CRM can cost less than a premium subscription you only exploit at 20%, especially over several years, without per-user pricing that balloons.
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