What CRM, email and invoicing cost as separate tools

Running a CRM, an email tool and an invoicing app as three separate products costs, depending on team size and plans, somewhere between about €500 and €10,000 a year. Here is the method to work out your own figure, plus an example for teams of 2, 5 and 10 people using prices from our November 2026 market study.

The method in three steps

1. List each function and the tool that covers it. For example: sales CRM, email and SMS, invoicing.
2. Note each price and its unit: per user, per month or flat.
3. Multiply by people and by 12, then add the yearly extras.

Formula:

annual cost = (sum of monthly fees) × 12 + yearly extras

Reference prices

Approximate prices in euros, excluding VAT, taken from our market study of November 2026, which cites each vendor's website. Date of check: November 2026. Confirm them on each vendor's website before you decide, because they change.

Our study does not say whether Clientify's €39 (annual billing, unlimited users) is a monthly or a yearly figure. Leave it out of the calculation until you confirm it on their website.

Hypothetical example: three team sizes

Assumptions for this example: every person needs a CRM seat; one email tool (Brevo) and one invoicing tool (Billin in the low scenario, Quipu in the high one). SMS, WhatsApp, time tracking and setup time are not included.

• Low scenario: CRM at the lowest price (€14), email on the €7 plan and invoicing on the €8 plan.
• High scenario: CRM at the highest price (€79), email on the €15 plan and invoicing on the €59 plan.

Ten people on the most expensive CRM plan is an extreme case. Use it to set a ceiling, not as a budget.

What the calculation leaves out

• Time tracking and HR. Our study puts one Holded time-tracking add-on at €1.50 to €3 per employee per month. If you need it, add it.
• SMS and WhatsApp. These are usually billed by usage, depending on the provider and the country.
• Your time. Setup and data migration take hours. Put a cost on them before you compare.
• VAT. Every figure here excludes VAT. Add the rate that applies to you and check it with your adviser.

How to compare with one integrated tool

Add up the yearly cost of the three tools and compare it with one product that covers what you need: CRM, email and invoicing. Flowgration has a free plan, and current plans are on the pricing page. This article does not quote Flowgration figures, because the plans are under review. Compare your scenario's yearly cost, not the headline monthly fee.

Before you decide, check how each tool cancels and what the contract says about leaving. Ask in writing before you sign.

Frequently asked questions

Why is there no single price?

Because it depends on users, contacts and plans. A team of two and a team of ten pay very different amounts for the same tool.

Is it cheaper to run several tools or one integrated product?

It depends on whether each tool covers what you need. Two cheap tools can cost more than one complete product if they force you to copy data by hand. Calculate both options on the same scenario.

Why are the study's prices excluding VAT?

That is how our study presents them. For your own budget, add the VAT that applies to you and check it with your adviser.

How often should I redo this calculation?

At least once a year, and whenever your team size changes or a vendor changes its prices.

Where are the exact prices?

On each vendor's website. The November 2026 study is an orientation, not a substitute for the official pricing page.

Is the monthly or the yearly figure more useful?

The yearly figure. Many contracts run for a year, and monthly fees can hide extras such as additional users.