What does CRM software cost an installation business in 2026?
What does CRM software cost an installation business? Pricing models, hidden costs, a worked example and what to ask a supplier before you sign.
In this article
Short answer
CRM software for an installation business costs roughly 30 to 250 euros per user per month, depending on what is included. The monthly rate is only the start: setup, data import, extra modules, add-ons and support decide what you really pay. So compare packages on the total price over the first year, for your own team.
By the makers of stiptUpdated July 27, 20266 min read
Which pricing models exist?
CRM software charges in three ways, and many suppliers combine them. The model mostly decides how your bill grows along with your business. So it is the first question to ask, before you look at features.
The same goes for field service software and work order apps: they also charge per user or per module. If you buy a work order app separately, it comes on top of your CRM.
The three models side by side
| Model | How it charges | Nice when | Watch out |
|---|---|---|---|
| Per user per month | Every colleague with a login counts: number of people times the rate | Your team is stable and you want to calculate the cost up front | Whether a technician who only fills in a work order counts as a full user |
| Per module | A base package, with scheduling, work orders, invoicing and integrations as extras | You only need part of the functionality | The bill grows with every module you add later |
| Flat price per company | One amount, sometimes with a cap on users or records | Your team is growing fast and you want a predictable bill | Whether the cap sits just below your own volume |
Which costs only show up after you sign?
Statuses, forms, email templates and permissions have to fit your work. One supplier charges for a project, with another you do it yourself and it mostly costs time.
An import from Excel or an old package is sometimes invoiced separately. Ask whether it is included and who does the work.
Scheduling, work orders, invoicing and quotes are not in every package. Check what the base rate covers and what comes on top.
AI features, WhatsApp messages, extra storage or extra mailboxes can be priced separately, sometimes by usage.
A connection to your accounting package or mailbox can carry its own subscription, with the supplier or with the other party.
Paid support, training and a dedicated contact are not always part of the monthly rate.
What exactly is a user?
The number of users looks like a detail, but it drives the whole bill. An installation business with four people in the office and eight technicians has twelve logins. If a package charges everyone the same rate, a technician who only fills in his work order costs as much as your planner.
Some packages therefore have a lower rate for people who only work on mobile. Always ask how the supplier defines a user. The next example shows what that does.
A worked example with two fictional packages
| Cost item | Package A | Package B |
|---|---|---|
| Rate | 50 euros per user, technicians included | 90 euros per office user, 15 euros per technician |
| Per month, with 4 office and 8 technicians | 12 x 50 = 600 euros | 4 x 90 + 8 x 15 = 480 euros |
| Scheduling module | Included | 10 euros per office user, so 40 euros per month |
| One-off: setup and import | 1,500 euros | 3,000 euros |
| First year | 7,200 + 1,500 = 8,700 euros | (480 + 40) x 12 + 3,000 = 9,240 euros |
| Second year | 7,200 euros | 6,240 euros |
Fictional example, not the prices of a real package. B is cheaper per month, but only in the second year also per year. Over two years A costs 15,900 euros and B 15,480 euros.
What to ask a supplier before you sign
- Who counts as a user, and does a technician who only fills in work orders cost the same as a planner?
- What does the base rate include, and which modules or add-ons come on top?
- Are setup, data migration and training included, and what do they cost if they are charged separately?
- Which integrations cost extra, for example with your accounting package or mailbox?
- Are AI or WhatsApp charged separately, and is that a fixed amount or usage?
- What does support cost, and how quickly do you get an answer?
- What are the term and the notice period, and can the price go up during the contract?
- Can you export your data when you leave, and does that cost anything?
How do you compare packages fairly?
Calculate every package for the same team over the same period. Take at least the first and second year, because one-off costs weigh mostly on year one. Count everything on the list above and ask for the quote in writing, with every component itemised.
Also look at what you already spend. A quoting tool, a planning board and a work order app cost money separately too, and on top of that comes the legwork between those systems. An all-in-one package replaces those subscriptions, but only if it really covers your work.
Let two colleagues do a week of real work in the system before you sign. That tells you more than a demo. stipt's current prices are on the pricing page, including what is and is not included.
What does doing nothing cost?
Excel, mailboxes and a shared calendar cost nothing per month. The bill arrives in hours. Suppose you collectively lose an hour a day to retyping, searching mailboxes and calling back because nobody knows where a job stands. Over more than 200 working days that is over 200 hours a year.
Multiply that by what an office hour costs you and you know how much a package may cost to pay for itself. This is a worked example. Measure for a week how much time it really costs you.
Frequently asked questions
What does CRM software cost a small installation business?
A small team pays less in total, because the number of users is small, but the fixed costs weigh heavier: setup, data migration and training. So do not compare on the monthly rate but on the total price over the first year for your number of users, including everything that comes on top.
Is free CRM software enough for an installation business?
Free packages are fine for tracking contacts and a pipeline. For installation work they often lack scheduling, work orders and quotes from a product catalogue, and you pay with time for the gaps between tools. Also check where the data is stored and what changes when your team grows.
Do I pay for technicians who only fill in work orders?
That differs per package and is one of the most important questions. Some suppliers charge the full user rate, others have a lower rate for mobile users. Request your quote with the number of office users and the number of technicians listed separately.
What does it cost to switch to a new system?
Count on setup, moving customers and open projects, and training. That can be an invoice, but it is mostly hours from your own team. How to approach it without losing history is covered in the article on moving from Excel to a CRM.
Is annual billing cheaper than monthly billing?
Suppliers often give a discount for annual payment, but you commit money for a year. Compare the monthly price with the annual price divided by twelve, and ask what happens to users you add or remove halfway through the year.
Read more
More articles. On software and processes in the installation trade.
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