CalcVerse

CRM Licence Budget Calculator

A CRM licence budget is seats × price per seat for each licence type, plus add-ons, less any negotiated discount, over the contract term. Enter the prices from your own quote; they vary by edition, region and contract.

Also called: CRM seat cost calculator · CRM subscription budget calculator

  • Last updated
  • Formula tested against reference values

Your numbers

For example, full sales or service users.

Example price only. Use the per-user monthly price on your quote.

For example, lighter platform or read-only users.

Example price only.

Extra storage, sandboxes, support plans or apps billed monthly. Convert annual amounts by dividing by 12.

Leave at 0 to budget before tax.

Implementation, data migration or training, entered as the final amount (not discounted or taxed).

Result

Total for the contract term
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Calculating…

Annual subscription cost
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Monthly subscription cost
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Effective cost per seat per month
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Monthly cost before discount
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Monthly cost after discount, before tax
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Discount saving over the term
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Total seats
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How to use this calculator

  1. Enter or choose licence type 1: seats.
  2. Enter or choose licence type 1: price per seat per month.
  3. Enter or choose licence type 2: seats.
  4. Enter or choose licence type 2: price per seat per month.
  5. Enter or choose licence type 3: seats.
  6. The total for the contract term updates as you type. Use Copy result or Share to keep it.

Method

List per month = Σ(Seatsᵢ × Priceᵢ) + Add-ons; Monthly = List × (1 − Discount%) × (1 + Tax%); Contract = Monthly × Months + One-off; Per seat = Monthly ÷ Seats

Seatsᵢ, Priceᵢ
seats and monthly price per seat for each licence type
Add-ons
other recurring monthly charges
Discount%
negotiated discount applied to the recurring charges
One-off
implementation and other one-time costs

Worked example

  1. List = 40 × 100 + 10 × 25 + 200 = 4,450 a month.
  2. After a 10% discount: 4,450 × 0.90 = 4,005 a month.
  3. Over 12 months: 4,005 × 12 = 48,060.
  4. Per seat: 4,005 ÷ 50 seats = 80.10 a month.

Fifty seats with these example prices cost 4,005 a month, 48,060 for a 12-month term, an effective 80.10 per seat per month.

What the result means

Use the per-seat figure to compare quotes with different licence mixes, and the contract total for approval. Check whether some users could move to a cheaper licence type: that usually saves more than a few points of discount.

Assumptions and limits

  • Prices are per seat per month and stay fixed for the term.
  • The discount applies to licences and add-ons, not to one-off costs.
  • Product names such as Salesforce are trademarks of their owners. This calculator is independent, is not affiliated with or endorsed by any CRM vendor, and uses only the figures you enter.
  • Annual uplifts at renewal, usage-based charges and minimum seat commitments are not modelled.
  • Vendor list prices and editions change; always budget from a current written quote.

Questions

Why are licence prices an input rather than built in?

CRM vendors change list prices and edition names, and most customers pay a negotiated rate. A built-in price would be out of date or wrong for your contract.

How do I budget for annual billing?

Enter the monthly equivalent of each price (annual price ÷ 12) and a 12-month term. The contract total is then what you pay for the year.