CRM Implementation Costs: What You Need to Know

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Are you looking to implement a CRM for your business? It can be a great way to manage your customers and potential customers in one application. One of the most important things to consider is the customer relationship management or CRM implementation cost. Some of the most crucial costs to consider are the costs associated with implementation, including subscription costs, training, data migration, configuration and set up, and the often hidden costs of add-ons, customizations, integrations, and certain features. Top CRM softwares will offer a wide variety of services for a reasonable cost, but you might be surprised — CRM market share does not always reflect which platform is the best value for the price.

How Much Does a CRM Cost Per Month?

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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 a CRM System?

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 Other Costs Will You Pay 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

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

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.


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.

The Often Hidden Costs of CRM Implementation

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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

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.

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.

What are some ways a CRM will save you money?

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. A marketing team can also glean a great deal of business intelligence from the CRM and see what campaigns are closing the biggest deals. 

CRM Without the Hidden Costs

Implementing a CRM system can bring many benefits to businesses, from improving customer relationships to increasing productivity and enhancing data management. However, it’s crucial to carefully consider the costs associated with CRM implementation, including subscription fees, training expenses, data migration, configuration, and the often-hidden costs of add-ons, customizations, integrations, and specific features.

When evaluating CRM software options, it’s essential to find a provider that offers transparency and avoids unexpected expenses. Insightly stands out as a CRM platform that prioritizes affordability and simplicity. With Insightly, you can implement a CRM system without breaking the bank or worrying about hidden costs.

Insightly offers straightforward pricing plans starting from just $29 per user per month. This pricing model ensures that businesses of all sizes can access the benefits of a CRM system without straining their budget. 

Moreover, Insightly distinguishes itself by offering a platform without hidden costs. Many CRM providers lure customers in with seemingly low subscription fees but then surprise them with additional charges for essential add-ons, customizations, or integrations. With Insightly, you can have peace of mind knowing that pricing is transparent, and you will receive a comprehensive set of features without hidden expenses.

Insightly’s CRM platform includes powerful functionalities such as contact management, project management, and workflow automation. These features are readily available within the plans without any extra cost. By choosing Insightly, you can leverage a user-friendly interface and robust capabilities to enhance your customer relationships, improve productivity, and streamline your business processes, all without worrying about unexpected financial burdens.

In conclusion, when selecting a CRM platform for your business, it’s vital to assess the total cost of ownership, including both upfront expenses and potential hidden costs. Insightly offers an affordable and transparent CRM solution that allows you to implement a system tailored to your business needs while avoiding the hidden costs associated with other CRM providers. With Insightly, you can embark on your CRM implementation journey confidently, knowing that you are investing in a reliable platform that will drive growth and success for your business.

See CRM implementation costs and more

When you are CRM shopping be sure to choose the rights CRM for you based on all factors, including cost. You can watch a demo on demand of Insightly at your convenience, or request a personalized one-on-one call with a team member. 

Additional helpful links

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