Looking to implement a CRM for your business?
It’s a smart move—the right platform helps you manage customer relationships, track sales opportunities, and keep your entire team aligned in one system.
But here’s what catches most businesses off-guard:
The CRM implementation costs.
The monthly subscription fee is just the starting point. You’ll also face costs for training your team, migrating existing data, configuring the system to match your workflows, and getting everything set up properly. Then there are the hidden expenses that only surface after you’ve committed—add-ons for features you assumed were included, customization fees, integration charges, and premium tiers that lock away capabilities you actually need.
In this guide, we’ll look at how much a CRM implementation actually costs and cover what you may need to pay for beyind the monthly sticker price.
Key takeaways
- CRM costs include monthly subscription fees (typically $25-$300 per user), plus additional expenses for training, data migration, configuration, and setup that vary based on business size and complexity.
- Hidden costs often catch businesses off-guard, including charges for add-ons, customizations, integrations, and premium features that aren’t included in advertised base pricing.
- Implementation timelines and total costs vary dramatically between platforms—enterprise solutions like Salesforce can take months and cost $150K-$1.5M for 100 users, while right-sized alternatives deploy in weeks at transparent, predictable rates.
How much does a CRM cost per month?
CRM statistics show that one of the main costs associated with a CRM is the subscription cost. The CRM cost per month will depend on factors such as the number of users, the plan level, and the volume of records and data. For example, Insightly offers a range of plans, starting from $29 per user per month for the Plus plan, up to $99 per user per month for the Professional plan.
Other CRM providers offer plans that range from $25 per user per month up to $300 per user per month for an average CRM cost, depending on CRM pricing models. You can check out CRM software pricing comparisons to determine which provider and plan will best suit your business needs and budget.
CRM software cost for a small business can be expected to be lower than the cost for an enterprise company. Some solutions may be out of budget for a small business — for example, Salesforce CRM pricing tends to be higher than competitors and may price out smaller companies. Luckily, the platform also has many features that are unnecessary for most organizations, so it should be possible for you to find a platform with all of the features you need that won’t break the bank.
What is the average cost of CRM implementation?
The average cost of a CRM system can vary depending on the size of your business and the features you require. Small businesses may opt for a basic plan with limited features, while larger enterprises may require more advanced features and integrations.
According to a CRM pricing comparison by Insightly, a small business with up to five users may expect to pay between $25 to $75 per user per month for a basic plan, while a mid-market business with 10 to 100 users may expect to pay between $50 to $150 per user per month for a more advanced plan. Enterprise businesses with more than 100 users may require a custom plan with pricing based on their specific requirements. CRM price lists should be available by platform on each company’s website.
What additional costs show up when implementing a CRM?
A CRM implementation strategy is an important step in the implementation project. The implementation plan must be set out at the start, with a strong implementation team leading the charge. User training is a key implementation phase that can’t be overlooked.
In addition to the subscription cost, there are other costs associated with implementing a CRM system that you should consider when asking “How much does it cost to build a CRM system?”
CRM training costs
Training is an essential part of CRM implementation to ensure that your team is equipped to use the system effectively. Many CRM providers offer training resources, such as online tutorials and webinars, at no extra cost. However, if you require more personalized training, you may need to pay for additional training sessions.
Some CRMs require more training than others — for example, Salesforce can sometimes require an entire team to implement properly, which could be too costly for many small & mid-sized businesses. Regardless of your CRM choice, user training will be needed, especially for your sales team and project managers. This training is a key part of the implementation process.
CRM data migration costs
If you are migrating from an existing CRM system or other software, you may need to pay for data migration services. The cost of data migration will depend on the amount of data you need to migrate and the complexity of the process.
CRM configuration and set-up costs
Configuring and setting up a CRM system can also incur costs. If you have a dedicated IT team, you may be able to handle this in-house. However, if you require external assistance, you may need to pay for configuration and set-up services.
Time spent (the indirect cost you have to consider)
Finally, it is essential to consider the time and resources required to implement a CRM system. The time taken for implementation can vary depending on the complexity of the system, the size of your business, and the availability of resources.
Some CRMs like Salesforce could take months to complete a complex implementation. Others offer shorter timelines to become productive — for example, with Insightly CRM customers can begin to see benefits within 35-45 days.
What hidden costs pop-up when implementing CRM software?
In addition to the costs mentioned above, there are often hidden costs associated with CRM implementation that can catch businesses off-guard.
CRM add-ons
CRM providers may offer additional features and functionalities as add-ons, which come at an extra cost. For example, Salesforce offers add-ons such as the Salesforce CPQ (configure, price, quote) module, which can cost up to $150 per user per month. (Insightly’s products, pricebooks and quotes function is much more economical.)
CRM customizations
Customizing your CRM to suit your business needs can also incur additional costs. Customizations can include creating custom fields, automating processes, and developing custom reports. Depending on the complexity of the customization, the cost can vary. Some systems, like Insightly, offer many customization options for no extra cost.
CRM integrations
Integrating your CRM with other software and tools can also add to the cost of implementation. For example, if you use marketing automation software or an e-commerce platform, you may need to pay for integration services to ensure seamless data flow between the systems.
Certain CRM features locked behind premium tiers
Some CRM features may be included in the subscription cost, but additional charges may apply for more advanced features. For example, Salesforce offers analytics and reporting features as part of its Einstein Analytics module, which can cost up to $75 per user per month.
Get started with Insightly—the CRM without hidden costs
Implementing a CRM brings real benefits—better customer relationships, clearer pipeline visibility, smarter decisions. The challenge is finding one that delivers value without surprising you with hidden costs once you’re committed.
Most CRM providers advertise attractive starting prices, then bury the real costs in add-ons and premium tiers. That’s where Insightly stands out.
Insightly is a modern CRM solution for small to mid-sized teams who want deep functionality without the enterprise complexity or surprise fees. Where platforms like Salesforce require months of implementation and ongoing consultant fees, Insightly delivers a right-sized solution you can deploy in weeks with transparent, predictable pricing.
With Insightly, you can:
- Get started in minutes, not months, with an intuitive platform that doesn’t require consultant hand-holding
- Manage your sales pipeline from first contact to closed deal in one clean, customizable interface
- Automate repetitive work using simple no-code workflow tools your team can own and update without IT support
- Track every customer relationship with integrated project management, so post-sale handoffs actually work
- Customize without consultants using drag-and-drop configuration tools that adapt to how your business operates
- Access performance insights in real time with flexible dashboards that keep leadership aligned on what matters
Plans start at just $29 per user per month. You can explore the platform with a free 14-day trial or request a personalized demo to discuss your specific implementation needs and get straight answers about total costs.
More common questions about CRM pricing and implementation costs
Still have questions about CRM costs? Here are our answers to a couple of common questions we hear about pricing and implementation expenses.
How much does it cost to implement Salesforce?
Salesforce is one of the largest CRM systems in the market. According to Salesforce, the total cost of ownership (TCO) for a 100-user Salesforce implementation over a three-year period can range from $150,000 to $1.5 million.
The TCO includes the subscription cost, implementation cost, and ongoing maintenance and support costs. The implementation cost can vary depending on factors such as the complexity of the implementation and the level of customization required.
Overall, Salesforce pricing and Salesforce onboarding costs tend to be on the higher side when compared with the rest of the market. Not all of these costs are due to the higher Salesforce cost per user — factoring in some of the hidden costs mentioned above is crucial in making sure you don’t end up over budget. Using a Salesforce implementation cost calculator can be useful to factor in things you might not have considered, like a Salesforce developer hourly rate or Salesforce CPG implementation cost.
Comparatively, Insightly offers a low-cost, easy-to-implement CRM solution without the hidden costs associated with some CRM providers. With plans starting from $29 per user per month and features such as contact management, project management, and workflow automation, Insightly is an excellent choice for small and mid-sized businesses looking for an affordable CRM solution.
How can a CRM save you money in the long run?
While a CRM may seem like a large expense – especially if the team is using a free spreadsheet application to manage accounts. However, the right CRM can actually save your business money in the long run across multiple teams.
First, let’s look at sales teams. CRMs help make sales reps and the sales process more efficient – often making sales cycles much shorter. They can help visualize a sales pipeline so it’s easier to predict and forecast revenue.
Next, let’s talk about customer service teams. A CRM can help you understand your customer base better, leading to a better customer experience and improved customer interactions and, ultimately, increased customer retention.
Finally, a marketing team can also glean a great deal of business intelligence from the CRM and see what campaigns are closing the biggest deals.
