Free CRM planning worksheet
CRM cost calculator: subscription or custom build?
Compare the total cost of your current CRM subscription with a one-time custom build using your own numbers. Include the build, migration, hosting, paid integrations and maintenance over the same period. A custom system can cost less or more; the worksheet shows both outcomes.
Use your own numbers
Enter every cost in the same currency and on the same tax basis. This runs in your browser; no email or account is needed.
Include seats and add-ons you would actually replace.
Use a real quote when you have one.
Enter 0 if already included in the build quote.
Hosting, paid integrations, email/SMS and other usage fees.
Include updates and any planned support or changes. Enter 0 only if intentional.
Your 3-year comparison
Fill in all five cost fields to see the comparison. Use 0 for a cost you have deliberately excluded. No build price is assumed.
Assumes constant bills and usage, no financing or discounting, and annual maintenance spread evenly for payback. Excludes revenue gains, labour savings, downtime and unplanned changes. Lower cost alone does not make a custom CRM the right choice.
How the CRM cost comparison works
Subscription total = current monthly CRM bill × months. Custom total = build quote + migration + (monthly running costs × months) + (annual maintenance × years). Add migration only when it is outside the build quote so you do not count it twice.
For example, a hypothetical 600-per-month subscription costs 21,600 over three years. A 10,000 build, no additional migration charge, 100 per month in running costs and 1,200 per year in maintenance total 17,200. The difference is 4,400, with estimated payback at 25 months. All amounts must use the same currency; these figures are an illustration, not Pavado pricing.
When the cheaper option still needs a closer look
Before replacing a CRM, check whether configuration would solve the problem. A custom build needs a clear workflow, someone responsible for the system after launch, and a realistic budget for upkeep. Keep your accounting or field-service software when it already handles that job well.
Frequently asked questions
- How do I compare a CRM subscription with a custom build?
- Compare both options over the same period and in the same currency. Multiply the current monthly CRM bill by the number of months. For a custom build, add the build quote and migration cost to the hosting, paid integrations and planned maintenance for that period. This worksheet assumes constant costs and does not estimate productivity or revenue gains.
- Does no CRM subscription mean there are no ongoing costs?
- No. Pavado charges a one-time project fee for a custom CRM, with no recurring Pavado CRM licence or per-user fee. Hosting, usage-based services, third-party tools, maintenance and future changes still need to be budgeted. Support from Pavado is optional and quoted separately.
- When does a one-time CRM build pay for itself?
- In this worksheet, payback is the one-time build and migration cost divided by the difference between the existing monthly CRM bill and the custom system's monthly running cost, including an annual maintenance allowance spread across twelve months. If the custom running cost is higher, there is no cost-based payback under these assumptions. This is a simplified estimate, not a promised return.
- Are the example numbers a Pavado quote?
- No. The optional example is hypothetical and is not a price list, customer result or forecast. Enter your own costs or request a scoped proposal from Pavado. Scope, integrations, data migration and support requirements determine the actual quote.