The Cost of CRM Software: What to Expect and How to Choose the Right Plan
If you’re exploring CRM software as an investment for your business, this guide will help you weigh up the costs and benefits. We’ll help you navigate the variables that influence your CRM search, from financial implications to the long-term returns, so you can make an informed choice that supports your business growth.
Information on this page
- Understanding the True Value of CRM
- Average CRM Software Cost: What You Can Expect to Pay
- CRM Pricing Models
- What’s Features are Included in the CRM Price?
- Factors that Influence CRM Software Costs
- CRM Costs by Industry: Stock-Aware vs. Traditional CRM Systems
- FlightPaths: Understanding CRM Onboarding and Customer Success Plans
- Why Businesses Choose CRM Software
- How to Keep CRM Costs Low and Ensure a Strong ROI
- How to Get Started with CRM Software
Understanding the True Value of CRM
Choosing the right CRM software is a crucial investment for any business, but understanding the costs involved can be challenging. With pricing models varying from per-user subscriptions to feature-based tiers, businesses must navigate a range of options to find the best fit.
Beyond the advertised price, hidden costs like onboarding, integrations, and scaling should also be considered to avoid unexpected expenses down the line. Whether you’re a growing distributor, wholesaler, or manufacturer, selecting a CRM that aligns with your budget and operational needs is key to maximising value.
This guide will break down the cost of CRM software, exploring the different pricing structures, factors that influence pricing, and potential hidden costs. By the end, you’ll have a clear understanding of what to expect and how to make informed decisions when selecting a stock-aware CRM that supports your sales, inventory, and customer relationships.
Average CRM Software Cost: What You Can Expect to Pay
CRM software costs can vary significantly depending on the provider, pricing model, and level of functionality required. Entry-level CRMs can be priced from £10-£30 per user per month, while mid-sized companies typically see costs ranging from £50-£100 per user per month. Enterprise-grade CRMs with extensive customisation and integrations can go beyond £300 per user per month. However, these base prices don’t always reflect the full cost – hidden fees for setup, integrations, or additional users can quickly add up.
While basic CRMs may seem like a cost-effective choice, they often lack the essential features product businesses need, such as inventory visibility, order tracking, and seamless integration with back-office systems. Many companies find themselves outgrowing entry-level solutions quickly, leading to additional costs when switching to a more capable CRM later.
CRM Pricing Models
Here's an overview of the most common CRM pricing models:
- Per User Pricing – A fixed cost per user, per month.
- Tiered Pricing – Features are grouped into tiers, with advanced tools in higher-priced plans.
- Modular Pricing – A flexible model where businesses pay for a base CRM and add optional features as needed.
- Flat-Rate Pricing – A single fee covering unlimited users and features.
What’s Features are Included in the CRM Price?
The features included in a CRM package can vary widely depending on the provider and pricing tier. While most CRMs offer core functionalities as part of their base price, more advanced tools may only be available in higher-tier plans or as paid add-ons. Understanding what’s included – and what might cost extra – can help businesses choose a CRM that delivers the best value.
Common features included in CRM software packages:
- Contact & Account Management – A central database to store and organise customer information.
- Pipeline & Opportunity Tracking – Visibility over sales opportunities and deal progress.
- Task & Activity Management – Tools to schedule follow-ups, log interactions, and automate reminders.
- Basic Reporting & Dashboards – Standard reports to track sales performance and team activity.
Premium features that may increase costs:
- Advanced Reporting & Analytics – Custom fields that elevate reports and dashboards for data-driven decision-making.
- Inventory & Accounting Integrations – A must-have for product businesses, allowing teams to see stock levels and process orders seamlessly.
- AI & Predictive Insights – Tools for cross-sell, upsell, and intelligent recommendations.
- Ongoing Success Plans – Access to customer support, training, and account management to ensure businesses get long-term value from their CRM.
Factors that Influence CRM Software Costs
The cost of CRM software isn’t just about the base subscription price – several factors can impact the total investment required. From the number of users to the level of customisation, these elements play a key role in determining overall costs. Understanding these factors can help businesses budget effectively and choose a CRM that delivers the best value.
- Number of Users - Many CRMs charge per user, meaning costs rise as your team grows. While this model provides flexibility, it can become expensive for larger teams. Some CRMs offer volume discounts or unlimited-user plans, so it’s important to evaluate how pricing scales with your business.
- Level of Customisation - Basic CRMs come with standards features, but businesses with unique workflows may require custom fields, dashboards, or automation. Extensive customisation often requires higher-tier plans or additional development costs. A CRM that balances out-of-the-box functionality with flexibility can help control these expenses.
- Integrations with Other Software - Seamless integration with accounting software, inventory systems, and ERP platforms is crucial for product businesses. Some CRMs offer built-in integrations at no extra cost, while others require third-party connectors or API access, which can add to the total cost. Choosing a CRM with native integrations for your existing tools can help reduce expenses.
- Cloud vs. On-Premise CRM - Cloud-Based CRMs – Lower upfront costs with a subscription model, automatic updates, and remote access. Security and encryption handled by provider. Ideal for growing businesses needing flexibility. On-Premise CRMs – Higher initial investment with ongoing maintenance and IT costs. Security is your own responsibility.
CRM Costs by Industry: Stock-Aware vs. Traditional CRM Systems
CRM pricing varies not just by features and user numbers but also by industry needs. Businesses selling products – such as wholesalers, distributors and manufacturers – have different requirements from service-based companies, and that impacts the type of CRM they need.
Stock-Aware CRM vs. Traditional CRM Price & Features Comparison
|
CRM Type |
Average Cost per User |
Key Features |
Best For |
|
Traditional CRM |
£30-£150/month |
Contact management, sales tracking, basic reporting, managing projects/tenders |
Service-based businesses, agencies, B2C sales |
|
Stock-Aware CRM |
£50-£200/month |
Real-time stock visibility, order & back-order tracking, B2B pricing & customer-specific discounts, seamless integration with inventory & accounting systems, product-based sales insights |
Wholesalers, distributors, manufacturers |
While stock-aware CRMs may have a higher starting price, they eliminate inefficiencies and reduce reliance on multiple disconnected systems. With a basic CRM, you can quickly outgrow its limitations, leading to extra costs for add-ons and customisations – but a stock-aware CRM scales with your business, ensuring seamless growth without hidden expenses.
Prospect CRM is designed specifically for wholesalers, distributors, and manufacturers, ensuring sales and stock management work seamlessly together – unlike traditional CRMs that aren’t built for product-led businesses.
FlightPaths: Understanding CRM Onboarding and Customer Success Plans
The upfront cost of a CRM is just one part of the total investment – onboarding and training also play a significant role. Many CRM providers charge additional fees for setup, data migration, and user training, which can range greatly in price depending on the complexity of the system. Some CRMs offer self-service onboarding at no extra cost, while others require paid implementation services to ensure proper configuration and adoption. Businesses should also consider ongoing training costs, as CRM updates, new hires, and evolving processes may require additional support.
At Prospect CRM, we believe onboarding should be structured and stress-free. Our FlightPaths provide a guided setup process with training tailored to B2B product businesses. We also offer ongoing customer success plans to help businesses continuously improve their CRM usage.
Find out more about our Onboarding FlightPaths and Customer Success Plans.
Why Businesses Choose CRM Software
For many small to medium-sized businesses, investing in a CRM is a big decision. While there’s an upfront cost, the long-term benefits – like saving time, increasing sales, and improving customer retention – far outweigh the expense. A well-implemented CRM streamlines processes, reduces manual data entry, and ensures teams always have access to the right customer information at the right time.
The Cost vs. Value Debate
Some businesses hesitate to invest in CRM software due to budget concerns, but the real question is: Can you afford not to have one?
Without a CRM, sales opportunities can be lost, follow-ups missed, and customer relationships weakened. Businesses using spreadsheets or disconnected systems often struggle with inefficiencies that cost far more in lost revenue than a CRM subscription.
Here’s how a CRM delivers real value:
- Saves Time – Automates admin tasks, improves collaboration, and eliminates duplicate data entry.
- Increase Sales – Provides visibility into the sales pipeline, helping teams close more deals faster.
- Improves Customer Retention – Keeps track of customer interactions, ensuring better service and stronger relationships.
For B2B product businesses, choosing the right CRM is even more critical. Traditional CRMs focus on sales tracking, but stock-aware CRMs – like Prospect CRM – connect customer management with inventory, helping wholesalers, distributors, and manufacturers sell more while keeping stock under control. With the right CRM in place, businesses can spend less time on admin and can see their sales double over a 12 month period.
How to Keep CRM Costs Low and Ensure a Strong ROI
A CRM doesn’t have to be expensive, but choosing the wrong one can lead to hidden costs and limited functionality. The key is to find a cost-effective, scalable CRM that delivers real value.
Tips for choosing an affordable CRM without compromising on quality:
- Look for Transparent Pricing – Avoid CRMs with hidden fees for integrations or essential features.
- Prioritise the Right Features – Product businesses need stock-aware functionality, not just basic sales tracking.
- Choose a Scalable Plan – Ensure your CRM can grow with you without expensive upgrades.
- Access Integration Costs – A CRM that connects with your inventory and accounting system saves money on third-party tools.
Ensuring a strong ROI
A good CRM should pay for itself by saving time, increasing sales, and improving customer retention. When evaluating ROI, consider:
- Time Saved – Less admin work and better collaboration.
- Revenue Growth – More deals closed and improved sales tracking.
- Customer Retention – Stronger relationships and repeat purchases.
For B2B product businesses, a stock-aware CRM like Prospect CRM goes even further – preventing stockouts, streamlining orders, and improving efficiency – ensuring maximum return on investment.
How to Get Started with CRM Software
Getting started with CRM software doesn’t have to be overwhelming. The best way to find the right fit for your business is to try it out for yourself. With a free trial, you can explore key features, see how the system integrates with your existing tools, and determine if it meets your needs.
At Prospect CRM, we offer a 14-day free trial so wholesalers, distributors, and manufacturers can experience a stock-aware CRM designed specifically for them. Start your free trial today and see how Prospect CRM can help you sell more while keeping stock under control.
