How Much Does a Custom CRM or ERP Cost? The Price Broken into Modules and Stages
August 29, 2026 · Michał Masłowski
"A custom system - from PLN 25,000." A price list line like that tells you very little until you see what the amount is made of and what you can cut out for the start. The question of how much a custom CRM costs - or a small ERP - only gets a useful answer once you break the system into modules and price each one separately, exactly the way we do it in real quotes. In this post you will find price ranges per module, a sensible order of delivery, and a total cost of ownership calculation for 3 years compared with per-user subscription fees.
How much does a custom CRM cost? The price broken into modules
A custom CRM or a small ERP is in practice a set of building blocks. The net amounts below are rough ranges - treat them as a reference point, not an offer:
| Module | What it does | Approximate range (net) |
|---|---|---|
| Client and product records | database of companies, contacts, history | PLN 3,000 - 8,000 |
| Orders and sales processes | statuses, assignments, deadlines | PLN 6,000 - 15,000 |
| Warehouse | stock levels, goods in and out, stocktaking | PLN 8,000 - 20,000 |
| Invoicing and accounting | documents plus integration with accounting software | PLN 5,000 - 12,000 |
| Reports and dashboards | sales, margins, team workload | PLN 4,000 - 10,000 |
| Roles and permissions | who sees and edits what | PLN 3,000 - 8,000 |
| External integrations | store, courier, payments - per system | PLN 3,000 - 15,000 |
A simple CRM with two modules usually lands around the lower end of the custom package, i.e. from PLN 25,000. An extended system with a warehouse module and integrations is most often in the range of PLN 50,000 - 90,000 and up.
What drives the price up the most?
Four items that tend to surprise people in quotes:
- Two-way integrations - reading data is simple, but writing in both directions requires conflict resolution and error handling. That can double the cost of an integration.
- Data migration - moving and cleaning years of history from Excel or a legacy system is often a separate mini-project.
- A mobile version - an app for the field team is an extra interface that has to be designed and maintained.
- Non-standard processes - the more exceptions of the "it works differently here" kind, the more analysis and development work.
Staging: start with an MVP of 1-2 modules
The biggest mistake is ordering everything at once. The wiser path: pick the process that hurts the most - usually records plus orders - and launch it as an MVP; in a typical scenario that is PLN 25,000 - 45,000. The team starts working in the system, and you add further modules in stages, already knowing what you really need. Before you ask for a quote, write your processes down in a simple specification - the more concrete the description, the narrower the range. And if you are unsure whether a custom system makes sense at all, read our post on when an off-the-shelf CRM stops being enough.
3-year TCO: a custom system versus per-user subscriptions
Let us count on an openly hypothetical example. A company has 12 people in sales and support, and a ready-made CRM costs about PLN 150 per user per month: 12 people x PLN 150 x 36 months is roughly PLN 65,000 over 3 years - and the meter keeps running with every new hire. A custom system built for PLN 45,000, plus maintenance of around 15-20% of its value per year, comes to roughly PLN 65,000 - 72,000 over the same period - with no per-user fees and with processes tailored to your company. The conclusion: with a handful of seats, off-the-shelf usually wins on price; the bigger the team and the less standard the processes, the faster the math tips towards custom. Broader price ranges are in our post on how much a custom application costs.
How to compare quotes for a custom CRM or ERP
Two quotes for "a CRM system" can differ twofold because they include different things. In each one, check:
- whether the price covers testing, documentation and deployment, or just writing the code;
- what the contract says about rights to the code - a license or a transfer of copyright; both models can be fair, but you need to know which one you are buying;
- how much maintenance after launch costs and what exactly it covers;
- whether the vendor proposes staged delivery or only one lump sum paid up front.
Price your system before you write to a vendor
Breaking the price into modules has one more advantage: you can estimate your own system before sending the first inquiry. Tick the modules you need in our quote calculator - you will see an initial price range instantly, get the first reply within 24h, and receive a binding quote after a short call about your processes. Our pricing page will also give you a general feel for the packages.
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