Switching CRMs is an important investment that has ramifications for your entire company. It requires stakeholder buy-in, planning (including a CRM needs assessment) and research. Your team and other stakeholders may be reluctant to switch considering how much time and money they have already invested in your current system. Staying here might feel like a safer choice.

Take a look at facts and figures to help make the right decision and develop an argument in favor of switching from CRMs. Calculate the total cost of ownership of your current CRM and compare it to the cost of other CRMs in the market. Remember to include the conversion costs. It may be riskier and more costly to maintain the status quo than to move to a new system that better meets your business and budget goals.

Here is a list of some key cost drivers and a CRM cost calculator to help you figure out some numbers and make the best CRM decision for your business.

CRM cost factors

Data migration costs

Depending on the size and complexity of your CRM database, you may need to hire a consultant or spend extra time migrating data to a new CRM. This is usually the case with large older CRMs. If you want to save on data migration costs, choose a CRM provider like Insightly who will migrate all of your data at no extra charge.

User training and ongoing support costs

With so many CRM options on the market today, you can no longer choose between complicated and costly legacy systems. The new generation of CRMs offers easy-to-use, scalable solutions for companies that do not require extensive user support or advice. If you still want a support option, choose a CRM that has plans that include ongoing user support and training at no additional cost. This gives you access to expert support without receiving an unexpected bill every time you use it.

Adjustment costs

When calculating new CRM costs, make sure that all of your customizations are incorporated into your plan from the start.

Current and long-term costs of maintaining the status quo

Calculate your current CRM subscription and support fees. Has this effort remained relatively constant over time? If it has increased, determine by what percentage annually. If you need to hire a consultant or a full time CRM administrator to manage the system or make changes, how much does this support cost you annually? What is the intangible opportunity cost of staying in your current CRM?

CRM cost calculator

Use a CRM cost calculator to compare the cost between a legacy CRM like Salesforce and Insightly based on a number of users / licenses and the time horizon.

Crunch a few numbers

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