How much does a CRM cost?
Subscription, setup and custom build costs, explained.
Systems & automation · Costs
CRM cost calculator:
subscription or custom, over 3 years.
A per-user price looks small until you multiply it by your team, 36 months and every new hire. Malta Digital builds custom CRMs as part of our CRM in Malta work, and this free calculator puts both options on the same three-year line, with your own numbers.
Free calculator3 or 5 years, in euro
Short answer
Over three years, a CRM subscription costs users × price × 36, plus setup, add-ons and price rises. A custom CRM costs the build plus hosting and support. Malta Digital builds custom CRMs from €7,500 as part of our CRM in Malta service, and this calculator shows which is cheaper for your team.
Key takeaways
- Is a custom CRM cheaper than a subscription? It depends on team size, growth and workarounds. A small team with a standard process usually pays less on a subscription. A growing team, or one losing hours to workarounds, often pays less with a custom CRM within two to three years.
- When does a custom CRM break even? When its running total drops below the subscription’s. In our made-up example, an 8-user team adding 2 users a year at €39 a seat catches up in month 21. With 4 hours a week of workarounds, it catches up in month 13.
- How much does a custom CRM cost in Malta? Malta Digital’s custom CRM projects start from €7,500 for one team and one clear process, plus hosting and the support plan you choose. You get a fixed quote after we map your process.
The problem
Why the monthly price misleads.
CRM pricing pages show one number: the price per user per month. That number is real, but it is not your bill. Your bill is that price times your users, times every month you stay, plus everything the headline leaves out.
Look at one well-known example. On 10 November 2026, the Pipedrive pricing page listed plans from US$14 to US$79 per seat per month, billed annually. Paying monthly costs more. The Zoho CRM pricing page offered a free plan for up to 3 users, with paid tiers above that. Free and cheap plans are fine, until the team grows or a key feature sits in a higher tier.
Malta businesses already use CRM more than most of Europe. Eurostat’s 2025 survey shows 39.8% of Malta businesses with 10 or more staff use CRM software, against 28.5% across the EU. So the real question is rarely “do we need a CRM?” It is “which kind pays?”
If you are still deciding what kind of CRM you need, try our which CRM is right for me quiz first. This page is about the money.
Free tool
Put your numbers in.
Use your real invoice, not the price on the website. Add the users you plan to hire. If your team keeps side spreadsheets or retypes data, add those hours too. For the custom side, use a real quote. Ours start from €7,500, and running costs depend on hosting and the support you choose.
CRM cost calculator: subscription vs custom
Put in your real invoice and a real quote. Worked out on your device. Nothing is sent anywhere.
Your comparison
This calculator needs JavaScript. Fill in the boxes to see your comparison here.
The calculator runs month by month. Seat prices rise once a year by the percentage you choose. New users join at the start of each year. The month where the custom total drops below the subscription total is your break-even month.
The maths
The maths, line by line.
No magic here. Both totals are simple sums. Seeing them side by side is what changes the decision.
| Line | Subscription | Custom CRM |
|---|---|---|
| Upfront | Setup, migration and training | The build quote |
| Every month | Users × price per user | Hosting and support |
| Every year | Price rise and new users | Usually flat |
| Extras | Add-ons, connectors, higher tiers | Usage fees, such as messaging |
| Hidden | Hours on workarounds × staff cost | Should be close to zero |
| Leaving | Export your data, lose the setup | You keep the system and the code |
One line is missing on purpose: what each option earns you. A CRM that stops leads slipping can pay for itself whatever it costs. Our CRM ROI calculator works that side out.
Want us to check the numbers with you?
Apply now with your current CRM bill and team size. We will tell you honestly if a subscription is the cheaper choice.
Worked example
Three made-up teams, three answers.
Here is the calculator run on three made-up teams over three years. The custom CRM is a €7,500 build with €120 a month running cost. Staff time is €15 an hour. These are example numbers, not quotes.
| Team | Subscription | Custom CRM | Result |
|---|---|---|---|
| 3 users, €14 a seat, no hires, 3% rise, 1 hour a week of workarounds | €3,898 | €11,820 | Subscription cheaper by €7,922 |
| 8 users, 2 hires a year, €39 a seat, 5% rise, €1,500 setup, €60 a month add-ons | €18,510 | €11,820 | Custom cheaper by €6,690, catches up in month 21 |
| Same 8-user team, plus 4 hours a week of workarounds (custom: 30 minutes) | €27,870 | €12,990 | Custom cheaper by €14,880, catches up in month 13 |
The small team should keep its subscription. The growing team saves money with custom, and the workaround hours are what turn a close call into a clear one. Seat count and wasted hours move the answer more than the build price does.
Limits
What the calculator cannot see.
A calculator only knows what you type. Five things matter that it cannot measure for you.
| Factor | Why it matters | What to do |
|---|---|---|
| Fit | A cheap tool that nobody uses costs the most | Ask your team where they work around it today |
| Lost leads | Slow follow-up loses sales either way | Run the numbers in the ROI calculator |
| Learning dip | Any new system slows the team for a few weeks | Plan training and a quiet launch week |
| Lock-in | Leaving a subscription can mean rebuilding your setup | Check the export before you sign |
| Your own time | Mapping and testing need someone from your side | Name one person who owns the project |
Moving data is often the forgotten job. Our CRM data migration guide explains how to move contacts and history without losing anything.
Decision
When each option wins.
Here is the honest summary. We build custom systems, and we still tell most small teams to start with a subscription.
| Your situation | Usually better | Why |
|---|---|---|
| 1 to 5 users, standard sales process | Subscription | Low cost, quick start |
| Growing team, price per seat rising | Custom, check the maths | The subscription line climbs, the custom line stays flat |
| Hours lost to side lists and retyping | Custom | The hidden line is the biggest cost |
| Several tools that do not talk to each other | Custom or a connected setup | One record for leads, jobs and invoices |
| Need it live this week | Subscription | Setup takes days |
Comparing the big subscription names? Read HubSpot vs Zoho vs Pipedrive. For the full price picture, including setup, see how much a CRM costs. If a free plan tempts you, our free CRM guide lists the catches.
Want a second opinion on your CRM bill? Apply now for a CRM
Proof
A custom platform we built.
A childcare and nanny agency came to us with leads, bookings, nanny applications, documents and payments spread across messages, spreadsheets and email. A subscription CRM could hold the contacts. It could not match a parent to a nanny, send the job offer and then pay the nanny.
We built one platform instead: a command centre for the office, a portal for nannies and a guided booking journey for parents. The agency pays no per-seat fee as the team grows, and owns the code.
It is a new system, so there are no results to publish yet, and the screens use sample data. It shows where custom wins: when the CRM is the start of the work, not just a contact list.
Pricing
How we price a custom CRM.
Custom CRM projects start from €7,500 for one team and one clear process. Bigger multi-team work is scoped as a larger project. You get a fixed quote after we map how your enquiries and jobs flow. We start as soon as the first payment is made. A focused system has its first working version in 2–4 weeks. Bigger systems are live within 2–3 months at most.
You own every line of code we build for you. Hosting stays where you want it. Running costs depend on hosting, the support plan you choose and any usage fees, such as messaging.
Larger digital projects may qualify for the Digitalise your SME grant, which has a minimum grant of €25,000. The funding body decides eligibility.
Bring your current CRM bill and team plan to the form below. If the subscription is cheaper for you, we will say so. For our CRM work in general, see CRM in Malta.
A few straight answers
What you might be wondering.
Is a custom CRM cheaper than a subscription?
It depends on team size, growth and workarounds. A small team with a standard process usually pays less on a subscription. A growing team, or one losing hours to workarounds, often pays less with a custom CRM within two to three years.
When does a custom CRM break even?
When its running total drops below the subscription’s. In our made-up example, an 8-user team adding 2 users a year at €39 a seat catches up in month 21. With 4 hours a week of workarounds, it catches up in month 13.
How much does a custom CRM cost in Malta?
Malta Digital’s custom CRM projects start from €7,500 for one team and one clear process, plus hosting and the support plan you choose. You get a fixed quote after we map your process.
What hidden costs does a CRM subscription have?
Extra seats as you hire, yearly price rises, higher tiers for key features, paid add-ons and connectors, setup and training, and staff time spent on workarounds. Monthly billing usually costs more than paying a year upfront.
Do I own a custom CRM?
With Malta Digital, yes. You own every line of code we build for you, and your data stays where you choose to host it. With a subscription, you rent access and should check how to export your data if you leave.
Is a free CRM enough?
For a very small team, often yes. Some CRMs have free plans for a few users. Check the user limit, the export options and what happens to the price when you grow.
Can a grant cover a custom CRM?
Larger digital projects may qualify for Digitalise your SME, which has a minimum grant of €25,000. The funding body decides eligibility. We prepare the technical specification and quote.
Sources
Where these facts come from.
- Eurostat isoc_eb_iipn2 (business software by activity, 2025) (opened 10 November 2026)
- Pipedrive pricing page (opened 10 November 2026)
- Zoho CRM pricing page (opened 10 November 2026)
Keep reading
Related guides.
CRM ROI calculator
What lost leads and admin time cost you, from your numbers.
HubSpot vs Zoho vs Pipedrive
The three CRMs Malta businesses ask about most, compared.
A useful first step
Apply for a CRM cost check
Tell us your team size, what you pay today and where the workarounds are. We reply with a clear view and, if custom fits, a fixed quote after mapping.
Step 1 of 3
Apply now for a CRM
A few quick questions, about a minute. We usually reply within 2–3 hours.