# CRM Licence Budget Calculator

> Budget CRM user licences: seats on up to three licence types, add-ons, discount and tax, giving monthly, annual and full-contract cost per seat.

Category: Sales & CRM · Applies to: Worldwide · Last updated: 2026-10-29
Interactive calculator: https://calculators.geekmidst.com/calculators/crm-license-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.

## Inputs
- Licence type 1: seats (default 40)
- Licence type 1: price per seat per month (default 100)
- Licence type 2: seats (default 10; optional)
- Licence type 2: price per seat per month (default 25; optional)
- Licence type 3: seats (default ; optional)
- Licence type 3: price per seat per month (default ; optional)
- Add-ons per month (default 200; optional)
- Negotiated discount (unit %; default 10; optional)
- Sales tax or VAT (unit %; default 0; optional)
- Contract term (unit months; default 12)
- One-off costs (default ; optional)
- Currency

## Results
- Total for the contract term
- Annual subscription cost
- Monthly subscription cost
- Effective cost per seat per month
- Monthly cost before discount
- Monthly cost after discount, before tax
- Discount saving over the term
- Total seats

## Formula

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

Where:
- 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.

**Result:** 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.

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Source: GM¹X CalcVerse — https://calculators.geekmidst.com/calculators/crm-license-budget-calculator