How much does it cost to create a custom CRM system? Got the answer! In this article, you will learn about:
A newly launched business owners usually don’t expect too many clients right away, and an Excel or Google Sheets may be enough to store, manage, and work with customer data.
As the business expands and more clients appear, companies can’t longer cope with such large amount of data and need a more sophisticated solution: a scalable, flexible software or, in other words, a CRM system.
In this article, we examine the features of popular CRM systems, figure out how to build a CRM system from scratch and for what price.
Before we define how to make a CRM system, let's review what business tasks a CRM can help you solve:
Every standard or custom-made CRM software system usually allows collecting and storing information about clients. This may include personal data, contacts, contracts or company documentation, and so on. The exact features depend on the specific product.
Based on this information you can:
Besides, all the precious data is stored at one place, in a well-organized format, so everyone within your company can look it up and use it.
If you collect and use customer data in different applications and services, you might need to build your own CRM system. Integrate CRM with live-chat, email marketing solutions, call tracking system, and other services to automate communication channels, simplify the task management process and synchronize all data stored at different places before.
Having data stored at one place means no need to worry about the sales duplicating customer profiles, the support losing important client feedback, or marketers missing significant reports. The database can be accessed from any place and any device, it will serve you for years, storing the entire customer interactions history.
There are several types of CRM systems that solve different tasks:
To order a custom CRM software, you, first of all, need to define what features your business might need. Every company has different goals and needs, so, at this stage, we recommend focusing on your case and not repeating somebody’s else solution.
We divided the list of possible features into three groups by their importance: core, standard, and extra, so you can quickly determine which features you need on the MVP stage and which ones can be added later.
Create a CRM and implement these features to get straight to work.
While core features give you the opportunity to get started right away, sooner or later your company will face new challenges. Business expansion always means a bigger need to go beyond the basic functionality and complement it with standard features.
Sometimes, business requests go beyond the standard feature list, and that’s when you might require for building a CRM system with extended functionality.
Every solution has a different price based on business needs and additional requests.
The CRM software cost and time may depend on the following factors:
Now, let's consider the approximate CRM software price of developing each individual feature and the time needed to implement it. This all will affect the total CRM cost.
|Task/features||Development time, hours||Approx. cost, $|
|Pre-development period (architecture planning, DB creation, requirement clarification, etc.)||~30-35||~1300-1600|
|Core features development||~200-370||~10000-19000|
|- User Management (Admin and managers rights)|
|- Lead Management (Manual lead profile creation)|
|- Task Management (CRUD functionality and reminders)|
|- Dashboard statistics|
|- Basic reports (3-4 reports)|
|Standard features development||~200-300||~10000-15000|
|- Sales pipeline|
|- Invoicing (tracking and billing management)|
|- Integration with apps|
|Extra features development||~150-200||~7000-10000|
|- Lead scoring|
|- Social networks integration|
|- Chatbots integration|
Usually, business owners prefer to cut expenses whenever it's possible. One of the points to consider is the cost and the quality of the team to hire. Having a professional, well-established team is a great option but it might seem quite expensive. On the other hand, if you go for a cheaper alternative and hire freelancers, you should keep in mind that:
Ideally, it's better to look for a team that knows the industry well, has a history of successful projects, positive feedback from previous clients, and can help you to develop a high-quality MVP with full responsibility for the result and the deadlines.
Each dollar spent on custom CRM software development brings back about nine dollars profit. Although this sounds good, the truth is that it is possible only if the application is created in correspondence with commercial objectives. As we’ve already mentioned, hiring individual freelance developers doesn’t guarantee the software will work efficiently, nor the ready-made solutions that you can start using right away. The better solution you can choose in this scenario is to hire a reliable, professional team and build a CRM from scratch.
However, it is costly and time-consuming, but it’s worth the money. Except for the perfect fit for your needs, a custom CRM platform provides a seamless workflow and great scalability. So, if you are interested in improving your workflow and customer relationship, consider the following guide on how to make a CRM software from scratch.
In addition to the types of customer relationship management systems, there are also roles and platforms that you must choose in order to create a product that meets the requirements of your business. Since we’ve already covered CRM types, let’s take a look at its roles and platforms.
As long as you add a user to CRM, you have to determine a specific role for the account, e.g. merchant or manager. Depending on the specified role, the account gets the empowerment to accomplish separate tasks. By way of illustration, the account with the assigned administrator role allows its user to monitor the activities, complete events, manage requests, and more.
When you develop a CRM software, be sure to prepare templates for common roles and provide the ability to easily create and configure various roles from scratch depending on the level of user access.
This is where the expert who is creating a CRM system should pay attention to the hardware the company uses, be it PCs or portable computers running on Mac OS, Windows, or Linux. The client may also want to create a mobile app to reach more precise data, greater efficiency, higher traffic, and better service.
As soon as you figured out what task you set for CRM, you can choose the main functions according to your business size.
Custom CRM development may vary depending on business purposes and requirements. As already mentioned in ‘Prices of building a custom CRM system’ section, there are many factors influencing the time and cost of building software. Additionally, you can find the approximate value and development hours of creating every single task or feature. Based on the size of a business you have and the functions you need to implement, you will be able to calculate the project cost.
Then you have to arrange the training for the developers and users of your team separately.
Make sure to start it long before the system is implemented, so the team will know how to use it in the right way. Consider a few ways to arrange the training:
Despite the professionalism and extensive skills of the developers working on CRM software, there is a small possibility that minor errors and bugs will remain in the final project. While arranging the support service, you can easily eliminate potential issues. Here’s how you can organize it:
Here at Gearheart, we have a vast experience of building CRM projects from scratch. A few of them include:
ShootQ — management CRM software for photographers. It lets the users create, send, and receive contracts, gives the clients an opportunity to book photo sessions online, track leads, and stay organized with the workflow tool.
Timer — project management and time tracking system. This is the software Gearheart uses when working on the projects. It allows completing all management tasks including planning project sprints, tracking time, and progress, as well as generating salary reports and invoices, etc.
Once we start working on your project, a business analyst will get their head in the game and guide you through all development stages.
Sometimes, it may not be as easy for companies to instantly figure out how to create a CRM, prioritize features or define how your perfect system should operate. That’s why an outside perspective is so crucial.
Transparency is what we value the most, so we track the entire development process in Timer. This is our own software that we created to help our clients stay in touch with the development team, see how much has already been done and check on the tasks and deadlines. This information will help you plan any activities related to CRM system development and understand the overall process.
Leave your contact information, so we get in touch with you, evaluate the complexity of your project, and estimate how much it will cost.
Determining the timeliness and need for software or app in the market is a key and challenging task for an entrepreneur. The concepts of MVP and EVP are intended to help with this. Let's see what is the best choice for your business.
Building peer-to-peer marketplaces is not an easy task but we’ve got you covered! ✅ Read on to learn ways to create a peer-to-peer marketplace and find out how our development experts can help you build a perfect solution.