Pricing guide

How much does a custom CRM cost in 2026?

Updated 21 October 20266 min readBy the Volcana Labs team

Real prices, no small print. Short answer: at Volcana Labs a custom CRM costs from €179/month, plus a one-off setup and integration fee from €490. And you do not pay per user: the fee is per location or business. Below we explain where each figure comes from, what pushes the price up or down, and when it pays off compared with an off-the-shelf CRM.

Custom CRM pricing at Volcana Labs

These are starting prices. The fee is per location or business, not per user, so your whole team can use it.

Two ways to pay for a CRM: per user or per business

Most off-the-shelf CRMs charge per user per month. It looks cheap at first, but the cost grows every time someone joins the team, and many features (automations, reports, integrations) only come with the expensive plans.

A round-number example: with 8 people and a CRM at €50 per user per month you would pay €400/month, and you would still have to adapt the way you work to the software. With a per-business fee, the price does not change as the team grows, and the CRM is built around how you work.

Illustrative example with a standard CRM at €50 per user per month. With small teams a standard CRM can be cheaper; the difference is how fast the price grows and whether the CRM adapts to your business.

What drives the price up or down

• The modules you need. Contacts and a pipeline are not the same as scheduling, quotes, invoicing and reports.
• Integrations. Connecting your website, WhatsApp, email or invoicing software adds setup work.
• Data to migrate. Importing clients from spreadsheets or another tool, checking everything is right.
• Automations and AI. Reminders, automatic follow-ups or an AI assistant that helps you reply.
• Number of locations. If you have several sites, each one counts as a business.

When is a custom CRM worth it?

• You lose customers because nobody follows up. People enquire and no one calls back.
• Your team works with spreadsheets, notebooks and scattered WhatsApp chats. Information is everywhere and nowhere.
• Off-the-shelf CRMs do not fit the way you work, or get too expensive as you add users.
• You want to measure how many leads come in, how many convert and where they drop off.

How to work out if it pays off

Do this simple sum: how many customers a month slip away because you did not reply in time or follow up? If one customer is worth, say, €200 to you and the CRM helps you win back just two a month, it already covers the Plus plan. Add the hours your team stops wasting looking for information.

If you also need a website that captures those leads, see our custom web design from €399: it connects straight to the CRM.

Frequently asked questions

How much does a custom CRM cost for a small business?

At Volcana Labs, from €179/month on Essential, €349/month on Plus and €690/month on Max, plus a one-off setup and integration fee. The fee is per location or business, not per user.

Do I pay more if my team grows?

No. The fee is per location or business, so you can add people to your team without paying more per user.

What does the setup and integration fee include?

Getting the CRM up and running: configuring it to the way you work, connecting it to what you need and migrating your current data.

Can I move my current data?

Yes. We import your clients from spreadsheets or other tools, checking first that everything is right.

Can it connect to my website and WhatsApp?

Yes. Your website forms and WhatsApp conversations can go straight into the CRM, linked to each client.

← Back to custom CRM