What a CRM costs a team of ten

A CRM’s pricing page shows one number: a price per user per month. A team of ten pays that number times ten, times twelve, plus what it leaves out: the higher edition one feature may need, add-ons, one-time fees, calls and taxes.

This guide takes the bill apart, sets out what ten users would pay at HubSpot, Pipedrive, Freshsales and Zoho CRM at list prices, and builds one ten-person business’s year in two setups. The method works for any CRM, and each vendor’s figure links to its source.

What a CRM’s price is made of

A price per user, per month. All four CRMs here charge for each user, or seat, so count everyone who will sign in, not only the people who sell. Pipedrive charges for each seat “whether it’s assigned to a user or not” (Pipedrive’s billing help, read October 10, 2026).

Yearly or monthly billing. Paying a year at a time usually costs less each month. Zoho CRM Standard is $14 a user a month paid yearly and $20 paid monthly (Zoho CRM pricing, read October 11, 2026): $1,680 a year for ten users instead of $2,400. Check what “monthly” means, too: HubSpot’s monthly price for Sales Hub Professional still commits you for a year (HubSpot Sales Hub pricing, read October 11, 2026).

The edition a feature sits in. One feature you need can decide which edition you buy. Pipedrive adds two-way email sync and automations at Growth, the edition above Lite (Pipedrive’s plan features, read October 10, 2026).

Add-ons. Some of what a team uses is sold beside the plan: marketing contacts priced by the size of your list, a phone system, and a second kind of seat for support. The list under the table shows each vendor’s.

One-time fees. Some editions carry a required onboarding fee. The table below shows which.

Calls. Calls are billed by the minute and the number, or included up to a limit. When calls go through your own Twilio account, Twilio bills you for them directly; using your own Twilio account for business calls works out a month’s bill.

Taxes. Every price here is a US list price before tax. Ask each vendor what it will add for your address, and give tax its own line.

What ten users pay at four CRMs

These are list prices in US dollars, before tax. “Yearly” is the price a month when you pay a year at a time.

The same pages list what is extra:

• HubSpot. Starter includes 500 calling minutes and 1 number per account. Professional includes 3,000 minutes a month and up to 3 numbers per account, then charges $50 a month for each 1,000 more minutes and $25 a month for each 5 more numbers, and its help desk is in Service Hub, sold by the seat.
• Pipedrive. Email marketing (Campaigns) is an add-on on both plans, and web forms (LeadBooster) on Growth. Calling is through Marketplace apps.
• Freshsales. Numbers and minutes are paid from phone credits, and the Suite’s marketing contacts past 500 start at $100 a month for 5,000.
• Zoho CRM. Telephony (Zoho Voice) and email marketing (Zoho Campaigns) are sold separately.

Add-ons, calls past these limits and taxes are on top.

The costs to ask about

Marketing contacts, in tiers. Email marketing costs more as your list grows. HubSpot’s Marketing Hub Starter includes 1,000 marketing contacts and charges $50 a month for each 1,000 more, up to 3,000 (Marketing Hub pricing and product catalog, read October 11, 2026); Freshsales’ step is listed above. Price the list you expect in a year, not today’s.

The edition behind one feature. List every feature your week needs and the edition each sits in. The highest of them sets the price for whoever needs it, as the phone menu does in the example below.

Seats for people who only read. A bookkeeper who checks invoices may never change a record. Ask whether such a person needs a full paid seat.

How to budget a year

1. Seats. Multiply the people who sign in by the price per user, then by 12.
2. Add-ons. Add each for twelve months, at the size you expect by year’s end.
3. One-time fees. Add them to the first year only.
4. Calls. Price the minutes and numbers on your current phone bill, then multiply by 12.
5. Taxes. Add what each vendor says it will charge.
6. The second year. Work it out separately: no one-time fees, and list prices once any offer ends.

For ten users of HubSpot Sales Hub Professional paid yearly, steps 1 and 3 alone come to 12 × $900 + $1,500 = $12,300 in the first year and $10,800 in the second.

A worked example: a ten-person 3D printer supplier

Brackenfold Maker Supply is invented. It sells 3D printers, filament and service plans to schools and makerspaces, and supports them by email and phone. Its ten people are Marisol, who owns it; three who sell; four in support; a bookkeeper; and a warehouse lead.

The team needs:

• Customer records for all ten, and support email as tickets for the four in support.
• One local number with a phone menu, 1 for sales and 2 for support, answered in the browser by the seven who sell or support.
• About 1,500 minutes of calls in and 500 out each month, all with US numbers.
• A monthly newsletter to about 2,000 people who signed up for it.

Marisol priced two setups, paid yearly.

Setup A: HubSpot’s Professional hubs. Marisol, the sellers and the two who only read hold Sales Hub seats; support holds Service Hub seats (Sales Hub, Service Hub and Marketing Hub pricing, read October 11, 2026).

Line	Arithmetic	A year
Sales Hub Professional, 6 seats	6 × $90 × 12	$6,480
Service Hub Professional, 4 seats	4 × $90 × 12	$4,320
Marketing Hub Starter, 1 seat	$20 × 12	$240
1,000 more marketing contacts	$50 × 12	$600
Calls, 2,000 minutes a month, one number	Inside the 3,000 included	$0
Onboarding, two Professional hubs	2 × $1,500	$3,000
First year		$14,640
Each year after		$11,640

Setup B: three Freshworks products. Freshsales Suite for all ten, Freshdesk for support, and Freshcaller Pro, which Freshworks lists with phone trees, for the seven who take calls (Freshsales Suite, Freshdesk and Freshcaller pricing, read October 10, 2026; number and call rates from Freshcaller’s rate calculator, read October 11, 2026).

Line	Arithmetic	A year
Freshsales Suite Growth, 10 users	10 × $9 × 12	$1,080
Marketing contacts past the 500 included	$100 × 12	$1,200
Freshdesk Growth, 4 agents	4 × $19 × 12	$912
Freshcaller Pro, 7 agents	7 × $39 × 12	$3,276
One local number	$1 × 12	$12
Calls made, 500 minutes a month	500 × $0.02176 × 12	$130.56
Calls received, 1,500 minutes a month	Inside the 3,000 included	$0
Every year		$6,610.56

Both totals leave out taxes. Paid monthly, Setup A’s first year would be $15,840 and Setup B’s year $7,714.56. The arithmetic showed Marisol three things:

• The phone menu set the edition. HubSpot lists phone menus from Professional (HubSpot’s phone menu help, read October 11, 2026). Freshcaller Pro, with phone trees, is $39 an agent where Growth is $15, a step of $2,016 a year for seven agents.
• The first year costs more. Setup A’s first year carries $3,000 of onboarding, one fee per hub as each pricing page lists it. Marisol asked HubSpot whether buying both together changes that.
• Readers’ seats add up. The bookkeeper and the warehouse lead cost $1,080 a year each in Setup A and $108 in Setup B, so Marisol asked whether they need paid seats.

The totals answer only the money question, so Marisol also scored both setups on her team’s week with the small-team CRM buying checklist, the method in how to choose a CRM for a small team.

Questions to ask every vendor

1. What does each user cost paid yearly and monthly, and does monthly still commit us for a year?
2. Which edition has every feature on our list?
3. What is sold apart from the plan: marketing contacts, web forms, a phone system, help desk seats?
4. Is there a one-time fee, is it required, and is it charged once per product?
5. How many calling minutes and numbers are included, and what do more cost?
6. Do people who only read records need a paid seat, and do we pay for seats nobody uses?
7. How many marketing contacts are included, what counts as one, and what does the next tier cost?
8. Does any discount end, and what will the second year cost?
9. What tax will you add for our address?
10. Will you put it all in one written quote for our whole team for a year?

What ContactRoll would cost ten people

ContactRoll is one product for a small team’s sales, support, calls and marketing email. Ten people would pay $290 a month on Standard or $590 on Plus, paid yearly, or $350 and $690 paid monthly, in US dollars before any sales tax (pricing). Standard holds 2,000 marketing contacts and Plus 10,000, and phone menus are on Plus.

Calls are billed by Twilio to your own Twilio account, with no markup. At Twilio’s US prices read on October 11, 2026, Brackenfold’s calls would come to $28.90 a month before taxes and any surcharge: 1,500 minutes answered in the browser at $0.0125, 500 placed from it at $0.0180, both sides of each call included, and one local number at $1.15 (Twilio’s US voice pricing).

Every new organization starts with a 14-day trial of Plus, with no card; when it ends, a team of 3 or fewer moves to Free, and a larger one chooses Standard or Plus. Founding customer pricing: the first 25 organizations to pay before founding pricing closes get 40% off for 12 months, then keep the price they started on for as long as the plan is paid without a break. You can start free, with no card.