Examining the total cost of ownership of Zoho CRM vs other CRMs
ⓘ
Total Cost of Ownership is an estimate. It will vary widely from customer to customer, unlike annual licensing cost because there are a number of factors influencing TCO. Our attempt here is not to predict exact numbers but to educate and encourage you to ask the salesperson about all the cost factors, and make an estimate yourself.The results on this page are indicative only. It is not to be used to calculate your TCO. That is better done in consultation with your sales rep.
Think all CRM pricing is as transparent as Zoho's? Think again.
CRM pricing is like an iceberg—license costs on the surface, but lurking below are implementation charges, training costs, pricey add-ons, and integrations. We've done the research and crunched the numbers - fairly, conducting a detailed analysis to expose the true total cost of CRM ownership. Turns out, transparency isn’t that hard—some just prefer to keep you underwater.
Licensing costs are usually paid per-user on an annual basis. Although straightforward, these costs can quickly escalate when you go for higher pricing-tiers with additional features.
Training and onboarding costs
Training involves onboarding sessions and dedicating in-house resources for ongoing support. Effective onboarding ensures user adoption.
Implementation costs
Implementation includes data migration, integrations, and customizations. Costs vary by approach—self-implementation, in-house experts, or consultants—and can escalate with complexity.
Integration costs and hidden expenses
Hidden costs include additional integrations, storage upgrades, or compliance fees. These extras can inflate overall CRM expenses over time.
Licensing Cost Implementation Cost Training Cost Integration CostSummary
Licensing costs
Licensing costs make up the primary component of the total cost of ownership (TCO) for CRM systems. Licensing costs for SaaS solutions are typically charged on a monthly or annual basis per user.
Before you decide on a solution, keep these points in mind.
Renewal fees
For a SaaS solution, these will usually be the same as your initial software cost and occur once per year. Be wary of CRM companies who hike their license fees every year.
Additional licenses/users
Unless negotiated as part of the initial contract, expect to pay for additional users.
Contracts
Purchasing enterprise CRMs often involve signing a contract that can lock you into a specific term (often 12 months or more). This is to provide a discounted license rate compared to month-to-month pricing.
Calculate your license cost
Number of users:
please enter valid user.
For more than 200 users, the implementation cost may vary significantly due to factors such as data migration, process customization, and integration complexity. Please contact our sales team for a precise estimate.
ⓘ
For more than 200 users, the implementation cost may vary significantly due to factors such as data migration, process customization, and integration complexity. Please contact our sales team for a precise estimate.
Choose your add-ons:
Hide pricing breakup for users
Annual cost of Licensing and Addons
Licensing cost
Cost of user licenses for one year
Artificial Intelligence
Predictive and generative AI to make your CRM experience more productive
Business Intelligence
Business Intelligence and Data Analytics platform that enables users to create insightful reports and dashboards from various data sources
CPQ (Configure, Price, Quote)
Add-on to let your sales team create complex product configurations, send optimized pricing, and quote great-looking proposals
Territory Management and Segmentation
Add-on to optimize sales efforts and personalize marketing strategies by organizing and dividing regions into territories and customer segments
Route Planner
Enable businesses to plan and optimize delivery routes for improved efficiency and reduced travel time
Dialer
Add-on to enable sales reps to make calls directly from the CRM platform
$40
for 100 users, billed annually
Zoho CRM Enterprise priced at $40/user/month for 12 monthsZoho CRM Ultimate priced at $40/user/month for 12 months
Zia Included with the license
$24 or Upgrade to Ultimate Edition
Zoho Analytics Basic priced at $24/user/month for 12 months
Included
Included
$15RouteIQ for Zoho CRM priced at $15/user/month for 12 months
Included
$165
for 100 users, billed annually
$24Salesforce Sales Cloud Enterprise priced at $165/user/month for 12 monthsSalesforce Sales Cloud Unlimited priced at $165/user/month for 12 months
$75Sales Cloud Einstein priced at $75/user/month for 12 months
$75Tableau Creator priced at $75/user/month for 12 months)
$75Salesforce CPQ Addon priced at $75/user/month for 12 months
$50Salesforce Sales Planning Addon priced at $50/user/month for 12 months)
$75Salesforce Maps Addon priced at $75/user/month for 12 months
$5SSalesforce Dialer priced at $5/user/month for 12 monthsr
$105
for 100 users, billed annually
$65Microsoft Dynamics 365 Sales Enterprise Edition priced at $95/user/month for 12 monthsMicrosoft Dynamics 365 Sales Premium Edition priced at $95/user/month for 12 months/span>
Copilot Included with the license
Included
$10Power BI Pro priced at $10/user/month for 12 months
$50Third-party CPQ Addon priced at $50/user/month for 12 months
Included
$84Maplytics Addon priced at $84/user/year for 12 monthsr
Included
$90
for 100 users, billed annually
$15Hubspot Sales Hub Professional priced at $90/user/month for 12 monthsHubspot Sales Hub enterprise priced at $90/user/month for 12 months
$50Breeze AI priced at $50/user/month for 12 months
$99 + $10One time cost of Power BI Integration added with Power BI licensing at $10/user/month for 12 months
$50Third-party CPQ Addon priced at $50/user/month for 12 months
Included
$25Mapsly Addon priced at $25/user/month for 12 months
Included
Make sure you ask the right questions before you buy a CRM
Enterprise software vendors usually reach out to you through their agent. Ensure you ask the right questions to your CRM vendor before you sign up for a contract.
Demand a quote. Ensure the quotes contain a breakdown of the pricing upfront.
Compare the price quote with other CRM vendors.
Are there contracts involved? If so, how flexible are these contracts? For example, if you sign up fewer users over the lifetime of the contract, will the yearly costs be adjusted accordingly before the contract ends?
Are there additional overheads for mobile apps (iOS and Android apps)?
Should I hire a consultancy to implement my CRM? What difference does it make if I purchase a CRM directly from the vendor versus a partner? Should I hire an in-house team to handle my implementation?
Deciding on how to go about a CRM implementation involves several considerations, as each option has its pros and cons. Here's how you can make an informed decision.
What are implementation costs?
Implementation costs are extra expenses, beyond licensing fees, that arise when you tailor the CRM to match your unique requirements and workflows. Make sure to incorporate implementation costs into your CRM selection process so that you can complete the implementation within your desired time frame and budget.
Common costs covered under implementation
Data migration from legacy systems
CRM integration with other systems
CRM customization
Hosting and Infrastructure
CRM implementation approach
Self-implementation
Self-implementing a CRM means setting up your CRM system without external consultants or developers.
For small businesses that don't require extensive customization or complex automations, self-implementation can be a cost-effective solution for setting up a CRM. Before choosing self-implementation, ensure that your selected CRM platform offers sufficient resources such as help guides, webinars, instructional videos, API documentation, and community forums.
Consider self-implementing a CRM if...
You just need basic contact management and sales pipeline tracking functions.
You can't afford the additional cost of an expert.
You have a small, tech-savvy team willing to learn a new system.
You're open to limitations and comfortable with a less-customizable, pre-built CRM solution.
CRM
Resources available
Ease of implementation
ChatGPT Score
Zoho CRM help documentation, admin guides, recorded and live webinars, how-to videos, getting started guides, e-books.
Offers a quick setup for standard workflows with user-friendly interfaces.
Highly configurable, but advanced customization can require admin-level expertise.
Excellent onboarding tools, templates, and support for small-to-medium businesses.
Integrations are straightforward, especially within the Zoho ecosystem.
Easy
Salesforce official documentation, Salesforce Trailhead, Trailblazer community and admin forums
Highly flexible and scalable but requires significant customization for most implementations.
Complex workflows, custom objects, and integrations often demand certified admins or developers.
Data migration and training are significant undertakings.
Best for mid-to-large organizations with dedicated IT or consulting support.
Hard
Microsoft Learn, Microsoft Partner Center, Microsoft Power Platform Blog
Powerful but inherently complex, especially when integrating with other Microsoft products like Azure or ERP systems.
Requires in-depth planning, significant technical expertise, and time for implementation.
Ideal for large enterprises with intricate business processes.
Steeper learning curve compared to Salesforce.
Very Hard
HubSpot Academy (courses and certifications), Knowledge Base, HubSpot Sales Documentation
Intuitive interface and minimal setup time for basic CRM functionality.
Designed for small to medium-sized businesses with straightforward needs.
Built-in onboarding and integration tools simplify adoption.
Advanced customizations are available but less complex than other platforms.
Easy
Hiring an in-houseCRM expert
If you've encountered challenges or hit roadblocks while self-implementing a CRM and don’t wish to engage a consultancy, you can jump start your implementation by bringing an in-house CRM expert on board. Employing a dedicated in-house CRM team full time provides instant access to expertise, especially when you're nearing your deadline.
Choose an in-house CRM team if:
You have a constantly evolving sales process. An in-house team can continuously monitor and refine the CRM system and ensure it aligns with your growth.
You require on-demand support. An in-house team can provide faster response times to user queries and technical issues.
You already have first-hand experience with a CRM. First-time implementations by in-house teams may involve some trial-and-error, so be prepared.
Here’s how much it costs to hire a full-time employee to manage your CRM implementation and maintenance
$84,000 to $100,000 per expert, per year*
$100,000 to $200,000 per expert, per year*
$98,000 to $100,000 per expert, per year*
$67,000 to $99,000 per expert, per year*
*Ranges are based on Glassdoor estimates as of April 2025. Refer to the FAQ section for spectic references.
Consultation firms
Although the process of setting up CRMs can be self-taught through tutorials and online resources, businesses often prefer to engage an external CRM consultancy to save time and minimize implementation woes. Consultancies provide a one-stop solution for all stages of a CRM implementation, including identifying requirements, training, licensing, data migration, integration, and ongoing support.
Consider hiring a consultation firm if you require:
Industry-specific insights
Consultancies have extensive experience across various industries and understand the unique challenges and requirements of each sector.
A structured approach
Consultancies use proven methodologies and frameworks to guide the CRM selection and implementation process, reducing risks and increasing efficiency.
Detailed requirements gatherings
Consultancies conduct detailed needs analyses to understand the business’s goals, processes, and challenges, ensuring that the selected CRM aligns with these requirements.
Enter your CRM implementation costs for
users
Confused about your implementation costs? Common findings in industry reports from Gartner, Forrester, and Nucleus suggest that SMBs typically spend 1.5x to 2x their license cost on implementation, while larger enterprises may see even higher multiples—3x to 5x based on project scope, customizations, and consultancy rates.
Training costs
Daily user adoption is a cornerstone of any successful CRM implementation. Having dedicated CRM experts train your sales team ensures that they make the best use of the CRM system to maximize sales productivity. Trainings are usually done virtually or on-site.
CRM training programs cater to different sets of users categorized based on their role within an organization: sales representatives, sales managers, developers, and CRM administrators.
Select a training program that:
Follows a structured curriculum which covers every stage of your sales process.
Includes scenarios and examples relevant to your specific business. This makes the learning more applicable and easier to relate to.
Offers certification upon completion.
Ensures you have access to training materials, guides, and resources during and after the course.
The cost of CRM training for your sales team
$699 per user*
$395 - $4500 per user*
$1000 - $1500 per user*
$350 - $600 per user*
*Refer to the FAQ section for detailed information and specfic references.
Integrations and hidden costs
As businesses grow and evolve, their CRM requirements expand. Basic CRM packages often include limits on storage, API calls, and features. Over time, as your organization becomes more complex, you may find that additional integrations become essential to meet your needs.
Sales pitches and marketing materials often highlight the base subscription cost, making it seem more affordable compared to competitors. However, this initial impression of affordability can change once the cost of necessary integrations becomes apparent.
Integration and hidden costs
Data Storage (Optional)
$20/month per GB
$250/month for 1GB
$40/month for 1GB
Unlimited
Premium Support (Optional)
20% of licensing cost
Starting at 30% of net licensing cost Included for free in Unlimited Edition
Starting at $9/user/month
Not available
Email and Calendar (Office 365/Gmail) (Essential)
Native
$25Salesforce Inbox priced at $25/user/month for 12 months
Native
Native
Internal communication (Optional)
Zoho Cliq
Slack (Free edition)
Teams (Free edition)
Slack, Teams (Free edition)
Video conferencing (Optional)
Zoho Meeting
Zoom meeting (Free edition)
Teams (Free edition)
Zoom meeting (Free edition)
User surveys (Essential)
Zoho Survey (Free)
$15,000 Salesforce Marketing Cloud starting at $1,250/org/month for 12 months
Dynamics 365 Customer Voice (Free)
Native
Invoice management (Essential)
Zoho Invoice (Free)
Salesforce Billing (hidden pricing)
Zoho Invoice (Free)
$7.60Freshbooks at $7.60/user/month for 12 months
Summary of findings
Here’s the total cost of ownership for users of Salesforce Sales Cloud, Microsoft Dynamics 365, HubSpot Sales Hub, and Zoho CRM for a one-year period.
Choose your implementation method:
FEATURES
Annual cost of Licensing
$334800
$388800
$80400
$80400
Implementation through CRM Consultants
Industry average approximated, One time cost
Enter your Implementation costs to get an accurate estimate. See our suggested values here.
Implementation with in-house expert
Annual cost of hiring a CRM expert
Enter your in-house expert costs to get an accurate estimate. See our suggested values here.
Training
Minimum rate, One time cost
Enter your traning costs to get an accurate estimate. See our suggested values here.
$699
Integrations and hidden costs
Email, Calendar, Invoices
No extra cost for essentials
$25
No extra cost for essentials
$7.60Cost of essentials
Total cost
-
This is only a partial cost. Add your implementation and training expenses for a more accurate estimate.
-
This is only a partial cost. Add your implementation and training expenses for a more accurate estimate.
-
This is only a partial cost. Add your implementation and training expenses for a more accurate estimate.
-
This is only a partial cost. Add your implementation and training expenses for a more accurate estimate.
Frequently Asked Questions
Expand AllCollapse All
What is TCO (Total Cost of Ownership) in CRMs?
Total Cost of Ownership (TCO) in CRMs refers to all the expenses associated with acquiring, setting up, operating, and maintaining the software. This includes both direct costs like licensing and indirect costs such as implementation, training, and ongoing support. Since most enterprise vendors typically keep the TCO for their CRM's deliberately hidden, we conducted research to identify how much CRMs actually cost.
Which region is the TCO Calculator based on?
The calculator is based on the US region and uses pricing and data relevant to this market.
How are subjective costs like implementation and training costs determined?
Implementation costs vary significantly depending on a company's sales process and requirements. According to industry reports from Gartner, Forrester, and Nucleus, SMBs typically spend 1.5x to 2x their license cost on implementation, while larger enterprises may invest even more - ranging from 3x to 5x, based on project complexity, customizations, and consultancy fees.
Training costs are estimates created using AI based on third-party sources. For both implementation and training, actual costs may differ. We recommend checking with official providers for the most accurate and up-to-date pricing.
How did we obtain the data from our competitors?
The data was obtained by using publicly available pricing information as of April 2025.
How was ease of implementation decided in the 'Self-implementation' section?
Since the ease of implementing a CRM can vary widely based on organizational needs and user perspectives, we used ChatGPT (an AI-powered language model by OpenAI) to to provide a balanced overview of industry trends and common experiences. The information provided by ChatGPT reflects a collective opinion based on user experiences gathered from across the internet, and it is not influenced by any personal favoritism.
While this section provides helpful context, CRM implementation experiences are unique to each organization. It’s best to validate your decisions with product experts, case studies, or implementation specialists tailored to your specific needs.
Wonder what's next? Start your CRM journey with Zoho
Zoho CRM helps businesses of all sizes build excellent customer relationships with a built-in AI sales assistant and other features like sales pipeline management, marketing automation, analytics, and much more.
