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CRM & Marketing Cost Calculator

CRM and marketing tools often price by team size, by how many contacts you store and by how many messages you send. This calculator adds those costs up into one total 12-month cost for each tool, using the vendor’s published prices. Each result shows “checked <date>” or “not yet checked”.

Pick your business in the Business menu, or leave it on Any Business, then enter your numbers.

No tools with pricing data yet · How We Calculate

Your Business

Features You Need
Contract
Billing

No sign-up needed. Results update live.

Real Cost Over 12 Months, Ranked

Subscription Contact Tiers Email & SMS Add-Ons & Setup

Breakdown Per Tool

How We Calculate

Plan price for your team size, plus the extra charge for contacts above the included amount, plus emails above the included credits, plus SMS credits and AI add-ons you tick. One-time setup fees are added to the 12-month total.

Where the Data Comes From

Public pricing pages and fee schedules, re-checked regularly. Each tool shows its own last-checked date and source. Sponsored tools are labeled and ranked by cost like every other tool.

Found a Wrong Price?

Tell us and we will re-check it.

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How to Use

Fill in the details that describe your business. The form starts with the defaults shown below.

Inputs:

  • Team Members Using It (people, default 3)
  • Customers or Contacts Stored (contacts, default 2500)
  • Emails Sent / Month (emails, default 10000)
  • SMS Messages Sent / Month (messages, default 500)
  • Contract: Any (default) or Monthly Only. Monthly Only hides tools that require an annual or custom contract, with the reason “needs a contract”.
  • Billing: Pay Monthly (default) or Pay Yearly. Pay Yearly applies each tool’s annual discount to the subscription part of the price, where the tool has one, and never hides a tool.

Features (tick the ones you need): Email Marketing (on by default), SMS Marketing, AI Marketing Content and AI Win-Back Messages. Tools without a feature you tick are hidden from the results.

Business: the menu starts on Any Business, which applies no filter. You can instead pick a specific business, grouped by industry. The calculator then keeps only tools listed for that exact business. A tool listed only for a whole industry doesn’t match a specific business.

What We Count

12-month total = (monthly total × 12) + one-time and yearly extras. The only extra here is the one-time setup fee. The monthly figure shown is the average per month.

The monthly total is the sum of:

  1. Subscription – the plan’s base price, plus the published charge for each team member beyond the number included.
  2. Contact tiers – the contacts you store beyond the number included, divided by 1000, times the vendor’s price per 1000 contacts.
  3. Email overage – only if you tick Email Marketing: the emails you send beyond the number included, divided by 1000, times the vendor’s price per 1000 emails.
  4. SMS – only if you tick SMS Marketing: the vendor’s SMS add-on price, plus the cost of messages beyond any allowance included in the plan.
  5. AI add-on – if you tick AI Marketing Content or AI Win-Back Messages, or both, the vendor’s published AI add-on price is counted once.
  6. Other monthly fees – any other recurring monthly fees the vendor publishes.

Contact tiers are approximated as a price per 1000 contacts. Tiered price tables are not modelled, so for tools that price contacts in tiers the result is an approximation.

Any setup fee the vendor publishes is added once to the 12-month total. This version has no card payment inputs, so card fees are not counted. With Pay Yearly, the vendor’s official annual discount applies to the subscription part only. Only the costs listed above are counted. Taxes and promotional discounts are not modelled in any version of the calculator. The calculator is an estimate, not a quote. Always confirm final pricing with the vendor before you sign up.

How Filters Work

Tools that don’t match your choices are hidden from the results. A note under the results names each hidden tool and why, in this form: “N tool hidden: Name (reason, reason); Name (reason).” The word is “tools” when more than one is hidden. Reasons are lowercase, and the common ones come first:

  • “custom quote only”: the vendor publishes no price, only custom quotes.
  • “not listed for this business”: you picked a specific business in the Business menu and the tool isn’t listed for that exact business. With Any Business, no tool is hidden for this reason.
  • “needs a contract”: you chose Monthly Only and the tool requires an annual or custom contract.
  • “no email marketing”, “no AI marketing content” and “no AI win-back”: you ticked the feature and the tool doesn’t have it.
  • “no SMS marketing”: you ticked SMS Marketing and the tool has no SMS marketing or SMS reminders feature, no SMS add-on price and no included SMS allowance.

Pay Yearly never hides a tool. A tool that requires an annual contract shows the tag “12-Month Contract”, even when Contract is set to Any.

If tools exist and none is hidden, the note instead reads: “Sponsored tools are labeled and ranked by cost like every other tool.” This shows whether or not any tool is sponsored.

If tools exist but all of them are hidden, the results say: “No tool matches all your filters. Try removing a required feature.” If you picked a specific business, it ends “Try removing a required feature or choosing Any Business.” The note still lists every tool.

If no tools of this type have pricing data yet, the form and the Business menu still show, and the results area says: “No tools with pricing data yet. Results will appear here as soon as tools are verified.”

Results are ordered by lowest 12-month total first, and nothing is boosted.

FAQ

What Does the 12-Month Total Include?

The subscription for your team size, charges for stored contacts, email overage and SMS if you tick them, one AI add-on if you tick an AI feature, other published monthly fees and any setup fee. Taxes and promotional discounts are not included.

How Are Stored Contacts Priced?

We approximate contact pricing as a rate per 1000 contacts above the number included in the plan. Tools that use tiered price tables are not modelled exactly, so treat their figure as an approximation.

What Do the Feature Boxes Change?

Ticking a feature hides tools that don’t have it. Email Marketing and SMS Marketing also switch on their cost lines, and ticking AI Marketing Content or AI Win-Back Messages adds the vendor’s AI add-on price once.

Why Is a Tool Missing From My Results?

It was hidden by one of your choices, or the vendor only offers custom quotes. Each hidden tool is named below the results with its reason. Try leaving Features unticked, or set Business to Any Business.

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