What a CRM Implementation Costs

"How much does it cost to implement a CRM" cannot honestly be answered with one number, but it can be answered with a structure. Here is the invoice broken down by line: what you pay once, what you pay monthly, and where the unpleasant surprises usually hide.

Line 1. Integrator work, one-off

Pipelines, fields, permissions, integrations and team training. We run three packages:

• from €990 — basic implementation, 14 days. One pipeline, core fields, training;
• from €1,690 — standard, 21 days. Several pipelines, automations, channel integration;
• from €2,990 — extended, 21–25 days. Complex processes, non-standard integrations.

The difference between packages is not "more buttons". It is the number of processes that have to be described and moved into the system.

Line 2. Vendor licences, monthly

This goes to the CRM, not to the integrator, and it never stops. Order of magnitude: €15–25 per user per month on European Kommo and Bitrix24 plans. For a team of five, roughly €75–125 a month.

A common budgeting mistake is to count the implementation and forget that licences run forever. Over three years licences usually cost more than the setup did.

Line 3. Channels

Connecting messengers and forms is from €200 per channel when a CRM is already in place. WhatsApp Business Platform usage, which Meta bills per conversation, sits here too.

Line 4. Telephony

If calls have to land on the customer record: from €700 for a basic VoIP setup with integration, from €1,200 with routing and call scenarios. The number provider is separate, typically from €15 a month.

Line 5. Analytics

End-to-end analytics and dashboards, from €1,200. This is its own project: connecting ad spend, leads and revenue so the numbers actually reconcile.

Line 6. Support, monthly

From €500 a month for the basic tier. Not "call us when it breaks", but regular adjustments: the business changes and the pipeline has to change with it. Without support a system drifts away from reality within six months and people quietly stop using it.

What usually lands outside the estimate

• Data migration. If contacts live in a spreadsheet with duplicates and four phone formats, cleaning them is separate work, and its size is only visible once somebody opens the file.
• Integration with ERP, stock or billing. Depends entirely on whether that system has a usable data exchange. Sometimes a day, sometimes two weeks.
• Team resistance. The most underestimated line of all. A configured CRM nobody uses costs exactly as much as an unconfigured one.

What it adds up to

A typical project for a team of five with messengers and telephony: €1,690–2,400 one-off plus €600–650 a month for licences and support. Payback is worth calculating not from the price, but from how many enquiries currently fall through the gaps between channels.

How to read an integrator's proposal

Quotes from different contractors are nearly impossible to compare directly: what one bundles in, another lists as a separate line. Five questions that level the picture.

What does "configuration" include? One pipeline, or every process in the company. That is a severalfold difference, and proposals often leave it unwritten.

Who pays for licences in month one? Sometimes they are inside the project fee, sometimes the invoice arrives separately and becomes an unpleasant surprise.

How many post-launch changes are included? The first two weeks of real use always produce a list of "could we also". If revisions are not specified, they will be billed.

Is team training included? And in what form: a screen recording, a live session, or a PDF. Whether people actually use the system depends on this.

What happens if we part ways? Access to the CRM and the data must sit in your accounts, not the contractor's. That gets verified on day one, not on the last day.

The fifth question matters most and almost nobody asks it.

Ranges reflect our rates and typical projects; the final estimate depends on the number of processes and the state of your data. Prices exclude VAT.