CRM cost calculator
Enter your number of users and see the yearly list price of 12 CRMs, at their entry plan and their top plan, sorted from cheapest.
By the PromptLab team6 October 20264 min read
Type in how many people will use the CRM and see what a year costs on 12 different products, cheapest first.
CRM cost calculator
| CRM | Entry plan, a year | Top plan, a year |
|---|---|---|
 HubSpotBilled annually, plus a $1,500–$3,500 onboarding fee | $840 | $18,000 |
| PromptLabBasic to Enterprise, billed yearly; quotes, samples, WhatsApp and recording on every plan | $990 | $9,480 |
 CloseBilled annually | $1,080 | $16,680 |
 GoHighLevelPer account, not per seat. Plus usage for calls, messages and AI | $1,164 | $5,964 |
 monday CRMBilled annually; Ultimate is custom-priced | $1,440 | $3,360 |
 Zoho CRMBilled annually | $1,680 | $6,240 |
 PipedriveBilled annually | $1,680 | $9,480 |
 BreakcoldOne plan with one seat included, 20% less billed annually | $2,268 | $2,268 |
 CopperBilled annually | $2,760 | $11,880 |
 SalesforceBilled annually | $3,000 | $66,000 |
 AttioBilled annually; free plan for 3 seats | $4,200 | $9,480 |
 Dynamics 365Billed annually | $7,800 | $18,000 |
List prices from each vendor's pricing page, checked on 30 September 2026 and 2 October 2026, on the billing each one notes under its name; PromptLab's row is billed yearly. Taxes, add-ons, onboarding fees and usage charges are not included. Proton.ai is priced by quote, so it isn't listed.
How to use the CRM cost calculator
Enter the number of users. That means everyone who will log in and work deals: reps, sales managers and whoever builds quotes. The calculator then shows two yearly figures for each CRM: the entry plan and the top plan. The rows are sorted by the entry plan, cheapest first.
PromptLab's row uses yearly billing: Basic at $99 a user a year and Enterprise at $948 a user a year. Every other price comes from the vendor's own pricing page, and most of them are billed-annually rates. The check dates are printed under the calculator: 30 September 2026 for most vendors and 2 October 2026 for GoHighLevel.
Proton.ai is left out because it only publishes custom pricing.
How the yearly cost is worked out
For most CRMs the formula is plain: the monthly price per user at yearly billing × number of users × 12. PromptLab sets a fixed yearly price, so its row is $99 × users on Basic and $948 × users on Enterprise.
Two products don't work that way:
- GoHighLevel charges a flat price per account, $97 to $497 a month, so the total doesn't change with your headcount. Usage for calls, messages and AI comes on top.
- Breakcold costs $99 a month including one seat, plus $10 a month for each extra seat. So the yearly cost is ($99 + $10 × (users − 1)) × 12. Breakcold takes 20% off for annual billing, which the row doesn't apply.
Everything is list price. Taxes, add-ons, onboarding fees and usage charges are not in the number, and neither is any discount you negotiate.
A worked example for 10 users
Take a team of 10, with PromptLab as the example:
- Basic: $99 × 10 users = $990 a year.
- Enterprise: $948 × 10 users = $9,480 a year.
- Professional, which sits between them and isn't a column in the calculator, is $199 × 10 = $1,990 a year.
For Breakcold the same team pays $99 + ($10 × 9 extra seats) = $189 a month, which is $2,268 a year.
The gap between a vendor's entry and top plan can be large. Look at both numbers before you shortlist.
Why the entry plan is rarely what you pay
An entry plan is built to get you in the door. A product team usually needs more than a contact list and a pipeline:
- Quotes with line items, sent and tracked from the deal
- WhatsApp conversations with buyers, not only email
- Call and meeting recording, with a transcript you can search
On many CRMs those sit on a higher plan or in a paid add-on. So the honest comparison is the plan that includes what your team will use every day, not the cheapest sticker.
Our pricing posts check this vendor by vendor, with worked totals for 5, 10 and 25 users. Start with HubSpot pricing, Salesforce pricing or Pipedrive pricing, or read the best affordable CRM for a shortlist.
What a good result looks like
There is no right total. Use the calculator to answer three questions:
- Is the cost per user steady as the team grows, or does a flat or base-plus-seat price change the picture at your size?
- How far is the entry plan from the top plan?
- Which plan holds quotes, WhatsApp and recording for your team?
A CRM that needs two or three paid add-ons to do your job costs more than its headline plan suggests. Add them up before you compare.
How to bring the number down
- Count only active users. Occasional viewers can often read exports instead of holding a seat.
- Choose the plan by features, not by habit. If quotes and recording are in the entry plan, you don't need the next one up.
- Check billing terms. The calculator uses yearly prices. PromptLab's Basic is $99 a user a year, or $11.99 a month billed monthly, which for 10 users comes to $1,438.80 a year. Compare like with like.
- Drop tools the CRM replaces. A separate quoting app or recording tool is a cost the calculator doesn't show.
Not sure which CRM fits your team? How to choose a CRM walks through the criteria.
Frequently asked questions
Does the calculator include taxes or discounts?
No. It shows list prices from each vendor's pricing page, at yearly billing where the vendor lists it. Taxes, add-ons, onboarding fees and usage charges are not included, and a negotiated discount would lower the real figure.
Why does PromptLab's row show $99 a user rather than $11.99 a month?
The calculator compares yearly costs, so it uses PromptLab's yearly prices: $99 a user a year for Basic and $948 for Enterprise. Paying monthly, Basic is $11.99 a user a month, which comes to $143.88 a year.
Why is GoHighLevel the same price for any team size?
GoHighLevel charges a flat price per account instead of per user, plus usage for calls, messages and AI. It can look cheap for a large team, so check what the plan includes and what the usage adds before you decide.
Why isn't Proton.ai in the list?
Proton.ai uses custom pricing and doesn't publish a price per user. We can't calculate a fair yearly number for it.
How is Breakcold priced?
Breakcold costs $99 a month including one seat, plus $10 a month for each extra seat, with 20% off for annual billing. The calculator applies the $99 and $10 list prices to the number of users you enter.
When were the prices checked?
Each vendor's price is read from its own pricing page. The check dates are printed under the calculator: 30 September 2026 for most vendors and 2 October 2026 for GoHighLevel.