Scenario calculator
CRM subscription vs perpetual license
Decide whether a CRM subscription or a perpetual license is cheaper for your sales team timeline.
Scenario introduction
CRM platforms are usually billed monthly, but some vendors still offer a perpetual license. The decision depends on how long you expect to keep the same CRM in place.
Use this calculator to see when recurring fees overtake the license price for your sales timeline.
Use the calculator below to test your own pricing and timeline for crm subscription vs perpetual license. The recommendation will shift as the time horizon changes, which is why this page emphasizes break-even logic over simple price tags.
Calculator
These defaults reflect a typical crm subscription vs perpetual licensedecision, but you should replace them with your actual numbers. The totals update instantly as you adjust the inputs.
Scenario-specific explanation
Subscriptions lower the upfront cost and can help teams stay flexible if they plan to switch tools soon.
Perpetual licenses become attractive once the subscription spend crosses the break-even month, especially for stable teams.
Sales teams that constantly test new CRMs may never reach break-even, which makes subscriptions a rational choice.
If your pipeline and reporting are entrenched, the license cost spreads across years of usage and reduces recurring spend.
Break-even signals the point when the ongoing CRM subscription payments equal the upfront license fee you would have paid.
Decision guidance
Subscriptions work for shorter sales cycles, while perpetual licenses win when the team sticks with the CRM long-term.
- Rapidly changing sales stacks often favor subscriptions.
- Long-term CRM adoption usually benefits from the one-time license.
- Include onboarding or migration costs in the one-time price if they apply.
Signals that usually tip the decision
- Your CRM is core to the business and unlikely to change soon.
- You anticipate multiple CRM migrations in the next few years.
- You value predictable monthly expenses over large upfront investments.
Scenario FAQ
How do per-seat costs affect the calculation?
Multiply the monthly price by the number of seats, or use the bundled plan price.
Are integrations included in both options?
If integrations are paid add-ons, include them in the monthly subscription cost.
What about training costs?
If training is required for the perpetual license, add it to the one-time price.
Does contract length matter?
Yes. If a contract requires a minimum term, set usage months to that minimum.
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