How much a custom CRM costs in 2026, and when off-the-shelf is enough

What a custom CRM price is made of

What similar work costs in Slovakia

What an off-the-shelf CRM costs per month

How we calculate the cost over three years

An off-the-shelf CRM is a subscription: you pay for every person every month, and the bill grows with the team. A custom CRM works differently: a one-off investment plus running costs. That is why comparing prices for a single month is pointless. We count over three years, which is the usual period a company uses a system without a major rebuild. The formula for a subscription is simple: price per user × number of people × 12 months × 3 years. On Raynet's Professional plan (€33, checked on 29.09.2026) for a team of ten that is €33 × 10 × 12 × 3 = €11,880. The formula for development is different: one-off price + monthly running costs × 36 months. We price running costs separately and do not add our own mark-up to them; you can also pay for the server directly. But to make the comparison concrete, we put a model €20 a month into the table (this is not our maintenance price list; the exact amount will be in the quote), which is €720 over three years. With our starting price of €3,000, the three-year cost comes to €3,720. We deliberately added other studios' price lists to the same table so the comparison does not look better than it is: real projects are often more expensive than the starting figure.

Three-year cost comparison

What these numbers tell us

For a team of three, off-the-shelf is almost always cheaper. Three years on FLOWii cost €1,188 and on Raynet Start €1,728, and that is still less than our minimum price for development. With five people the gap narrows, and on the pricier plans it starts to turn the other way. With ten people on the Professional plan, €11,880 builds up over three years, and a custom system is at least worth discussing. The break-even point is easy to work out yourself: divide the three-year cost of development by the price of one user over three years. With our model €3,720 and a €33 plan (€33 × 36 = €1,188 per person) it comes to a little over three users. Put TechWeb's price (€9,900) into the same calculation and it is about eight. The spread is wide, and that is the honest answer: the benefit depends not only on the number of people but, above all, on how complex a system you really need. If you are unsure, start with off-the-shelf. You can always move to your own solution later; the reverse path is usually more expensive. If you are still keeping clients in a spreadsheet, see when a firm can get by with Excel and when it needs a CRM.

When off-the-shelf wins

• Three or four people actually work in the CRM, and you do not expect the team to jump in size in the next year.
• Your process is standard: contact, proposal, reminder, invoice. Ready-made systems have had this polished for years.
• You need to start this week, not in a month: custom development takes us 3–6 weeks.
• The company does not yet have a person who can say exactly how the system should work. Without that, no specification can be written.
• You are still testing whether a CRM will take root at all. FLOWii and HubSpot have free plans (HubSpot for up to two users), which is a cheap way to try.
• You are ready to adapt your processes to the tool rather than the other way round. If that suits you, off-the-shelf is a sensible choice.
• If most of these apply to you, we will say so plainly at the consultation and will not push development.

What raises the price

• The number of roles and different access rights. One salesperson and a director is not the same as five roles with exceptions.
• Integrations with invoicing, a warehouse, an online shop, email or telephony. Each connection is a separate item.
• Migrating data from a messy Excel file. Cleaning up duplicates often costs more than the migration itself.
• Processes that have not settled. If the task changes as the work goes on, the scope and the quote change too.
• Working from a phone in the field, including without a signal.
• Strict data requirements: a GDPR regime, an activity log, backups, access from outside the company.
• A tight deadline. Half the time means more people working at once.
• AI features, which for us are a separate item from €1,500.

Questions and answers

Zdroje

• Raynet CRM — raynetcrm.sk/cena (checked on 29.09.2026)
• FLOWii — flowii.com/sk/cennik (checked on 29.09.2026)
• HubSpot — hubspot.com/pricing/crm, price list of the Starter plan and the free plan (checked on 29.09.2026)
• Agencia — agencia.sk/crm-cena, prices of delivered projects (checked on 29.09.2026)
• TechWeb — techweb.sk/vyvoj-crm-systemu-na-mieru (checked on 29.09.2026)
• Resulty — resulty.sk/sluzby/firemny-system (checked on 29.09.2026)
• Uprise — uprise.sk, price list (checked on 29.09.2026)
• Pellucide — our own price list, valid as of 29.09.2026
• Third-party prices were checked on 29.09.2026 and may have changed since. Check the supplier's website before you decide.

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