Custom CRM Software vs Monthly Per-User CRM Licences
Per-user CRMs look cheap at the start. Here is how the numbers change as you grow, and when a custom CRM built around your sales process makes more sense.
Most CRMs are sold per user, per month. It is a simple model and it works well for vendors. Whether it works for you depends on your team size, how your sales process works, and what else the CRM needs to connect to.
How per-user pricing adds up
Illustrative numbers — your tool’s pricing will differ, but the shape of the curve is the same:
| Users | At R250/user | At R500/user | Flat custom system |
|---|---|---|---|
| 5 | R1,250/month | R2,500/month | from R7,500/month |
| 15 | R3,750/month | R7,500/month | from R7,500/month |
| 30 | R7,500/month | R15,000/month | from R7,500/month |
| 60 | R15,000/month | R30,000/month | from R7,500/month |
The fit problem
Generic CRMs are built for a generic sales process. If you sell to mines through tenders, run repeat orders for distributors, or quote on technical service work, you end up with custom fields, workarounds and a spreadsheet next to the CRM. That spreadsheet is a sign the tool does not fit.
What a custom CRM gives you
- Pipeline stages, fields and rules that match how you actually sell.
- Quotes, jobs and projects linked to the customer record.
- No per-user fees — everyone who needs access gets it.
- Reporting that combines sales with delivery and finance.
- Room to add timesheets, approvals and documents in the same system.
The bigger picture: one system
The CRM is rarely the only per-user tool. Add a timesheet app, a project tool and a document store and you are paying several vendors, multiplied by headcount, for systems that do not share data. A single custom system replaces several subscriptions at once. See what a custom business web app can replace and our custom business software overview.
Questions
Can you migrate our existing CRM data?
Yes. Contacts, companies, deals and history can usually be exported from your current CRM and imported into the new system.
Can a custom CRM send emails and reminders?
Yes. Automated follow-ups, reminders and notifications are common parts of a custom CRM.
About the author
Juan Kotzee
Founder & Managing Director — Drivatic
Juan Kotzee is the Founder and Managing Director of Drivatic, a South African software company specialising in custom business applications, analytics, automation and AI.
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