CRM Cost Calculator

Estimate what a CRM will really cost your team. Enter your number of users, the per-seat monthly price, any add-on modules, and one-time onboarding fees — the calculator shows your monthly, annual, and first-year totals live as you type. Everything runs in your browser; nothing is uploaded.

📖 How it works & FAQ

Number of users (seats)

Price per user per month ($)

One-time onboarding / setup fee ($)

Monthly add-ons (modules, integrations, extra storage)

What a CRM actually costs

CRM pricing pages love to show a tidy per-seat number, but the check you actually write is bigger. The real formula is simple: users × price per user per month + monthly add-ons + a one-time onboarding fee. This calculator does exactly that math and shows three numbers side by side — your recurring monthly cost, the annual run rate, and the first-year total with onboarding baked in. It also derives an effective per-user monthly cost over year one, which is the fairest number to use when comparing vendors with very different setup fees. Every rate is an editable input, so you can model any vendor — from a $12/seat starter plan to a $150/seat enterprise tier. Figures are estimates only, not professional or financial advice; vendor rates, discounts, and fees vary.

How to use it

Enter the number of users (seats) your team needs. Count everyone who will log in, not just salespeople.
Enter the price per user per month from the vendor's pricing page or your quote.
Add each monthly add-on — marketing modules, extra storage, phone integrations — with its own row and cost. Use the + button for more rows and × to remove one.
Enter any one-time onboarding, migration, or setup fee, then read the monthly, annual, and first-year totals. Results update live as you type.

Everything runs locally in your browser. Your headcount and pricing details never leave your device.

FAQ

Should I use monthly or annual per-seat pricing?: Enter the effective monthly rate you will actually pay. If a vendor quotes "$25/user/month billed annually," enter 25 — the calculator's annual figure will match the yearly invoice.
What counts as an add-on?: Anything billed on top of the base seats: marketing automation modules, extra API calls or storage, telephony, premium support tiers, or per-account data enrichment. If it recurs monthly, it belongs in an add-on row.
Why show a first-year total separately?: Onboarding and migration fees are one-time costs, so they inflate year one but disappear afterward. Comparing vendors on first-year total and recurring annual cost prevents a low seat price with a huge setup fee from fooling you.
Does this include taxes or usage overages?: No. Sales tax, currency conversion, and usage-based overages vary too much to predict — treat the totals here as a baseline estimate and pad your budget accordingly.