Guide
What Does CRM Software Really Cost? Pricing, Hidden Costs and a Comparison for SMEs
·5 min read·digitalWAS solutions·Created with AI
CRM software costs a small or medium-sized business anything from a few euros per user per month to several hundred euros monthly, and the licence is rarely the largest item. Setup, training, integrations, data migration and minimum terms come on top. The current plans of digital scaleUp solutions with prices, user limits and included add-ons are on the product page. Below: pricing models, hidden costs and worked examples for 5 and 25 users.
The three pricing models
Per user per month is the most common model: every user costs a fixed amount, tiered into editions. The entry price looks low, but the bill grows with every colleague and add-ons are charged per user on top. Per package means a fixed price for a user band, such as up to 5 or 25 users; a new hire costs nothing until the ceiling. Per module means a cheap core with every module billed separately; the bill tends to double after year one.
| Model | Advantage | Disadvantage | Suits |
|---|---|---|---|
| Per user per month | Low entry price | Grows with every colleague, features in higher editions | Very small teams with a fixed user group |
| Per package | Predictable, everyone included | Jump at the ceiling | Teams that grow or have occasional users |
| Per module | Pay only for what is used | Bill creeps upward | Teams with a clearly bounded need |
Hidden costs of CRM software
- Setup: fields, pipeline, permissions, templates, email. Large systems bill days of consulting; a system built for small teams is set up in an afternoon.
- Training: every hour costs twice, trainer and participants, plus a fortnight of lower productivity.
- Integrations: often only in the top edition or via third-party services with their own subscriptions. Check what is included: CalDAV, sevDesk or lexoffice, 3CX or SIP, webhooks and API.
- Data migration: the import is free, the cleaning is not. Plan one to two days for duplicates and outdated addresses.
- Minimum terms: annual contracts with automatic renewal, price increases after year one, the sixth user triggering a new plan.
- Internal time: the largest item. Double entry between CRM, time tracking and ticketing, and integration upkeep, calculated in all-in-one software or tool sprawl.
Worked example: 5 and 25 users over three years
Assumptions: 30 € per user per month for a mid-level per-user edition, plus time tracking and ticketing add-ons at 8 € each per user per month. Typical market range, not a specific vendor.
| Cost item | Per user, 5 users | Per user, 25 users |
|---|---|---|
| CRM licence per month | 150 € | 750 € |
| Time tracking and ticketing per month | 80 € | 400 € |
| Total per month | 230 € | 1,150 € |
| Total per year | 2,760 € | 13,800 € |
| Total over three years | 8,280 € | 41,400 € |
| Payment method for the trial | depends on vendor | depends on vendor |
In the per-user model the user count and the add-ons matter far more than the entry price. A package price for a user band is predictable, because a new hire within the band does not change the bill; compare the total for your real user count and the modules you need, not the entry price.
What scaleUp covers
digital scaleUp solutions covers these areas in one system; the pricing overview shows which features and add-ons each plan includes: CRM and sales with a pipeline on real process steps (see CRM for small businesses), mobile time tracking, the billing basis handed to sevDesk or lexoffice without retyping, bank reconciliation via finAPI, ticketing with queues, rules and deadlines, leave and absence, tasks and checklists, documents with e-signature, controlling, booking pages with CalDAV sync, telephony with WhatsApp Business and team chat, HR and training, and automation with webhooks, API and n8n.
If no plan fits, we put together an individual offer with you. There is deliberately no invoicing module, because invoicing belongs with sevDesk or lexoffice. AI telephony is an add-on. Hosting in Germany, a data processing agreement under Art. 28 GDPR and development in Berlin are part of the offer (see GDPR-compliant CRM software).
Free CRM trial: what to check
Import real contacts, build the pipeline on your actual process steps, involve the whole team, test the integrations you need and confirm you can export at any time. Check whether the trial needs a payment method and what happens when it ends: if it turns into a paid subscription automatically, note the cancellation date. For digital scaleUp solutions, length and terms of the trial are on the product page. The CRM implementation checklist helps you prepare.
Frequently asked questions
What does CRM software cost per user per month?
From single-digit to three-digit amounts per user. With package prices, divide the monthly price by the users who actually work with it; the plans of digital scaleUp solutions and their user limits are on the product page.
Is there free CRM software?
There are free entry versions with limited scope. Costs arise through user limits, missing integrations and storage caps. Price the edition you actually need.
Which hidden costs are the largest?
Internal time: double entry and integration upkeep. Then onboarding packages and training, then tier jumps.
Try it now
Try digital scaleUp solutions; plans, prices and trial options are on the product page. To calculate the costs for your team size in advance, book a consultation. More answers are in the FAQ or via the contact form.