CRM Comparison
Custom CRM vs Salesforce — An Honest Comparison
We don't sell one-size-fits-all solutions. We help you choose what works best for your business.
Updated 24 September 2026
The short answer
Salesforce is the right choice when you want a proven platform with a huge app ecosystem, standard sales processes and admins who already know it. A custom CRM wins when your sales process does not fit standard pipelines, per-user licences grow faster than your team, or the CRM must integrate deeply with your own systems. At 75–300 EUR per user per month, Salesforce licences for a 50-person team come to roughly 135,000–540,000 EUR over three years. A custom CRM starts from 15,000–25,000 EUR for a basic version; company-wide CRMs with custom workflows and integrations typically cost 40,000–100,000 EUR, plus 10–15% a year to maintain, with no per-user fees.
| Custom | Salesforce | |
|---|---|---|
| Monthly costs | 500-2,000 EUR | 75-300 EUR/user |
| Customization | Full control | Limited |
| Existing systems integration | Included | Add-on required |
| Data ownership | Full control | Limited |
| Scalability | Included | Included |
| Dedicated support | Included | Add-on required |
| AI features | Included | Add-on required |
| Mobile app | Included | Included |
| Advanced reporting | Full control | Included |
| Implementation time | 2-4 months | 1-2 weeks |
Custom Solution
Pros
- 100% tailored to your business processes
- No per-user costs — scale without extra fees
- Full control over data and infrastructure
- Native integration with all existing systems
Cons
- Requires higher initial investment
- Longer implementation time than off-the-shelf
Salesforce
Pros
- Large ecosystem of third-party apps and integrations
- Quick deployment without a dev team
- Globally recognized brand with extensive support
Cons
- Costs increase significantly as you add users
- Limited customization without expensive consultants
- Data is stored on the vendor's servers
When does a custom CRM make sense?
- 01 You have unique business processes that don't fit standard templates
- 02 Your team is growing fast and per-user costs are becoming prohibitive
- 03 You need deep integration with existing internal systems
- 04 Data security and GDPR compliance are top priorities
- 05 You want to fully own and control the infrastructure
What drives the cost of a custom CRM
- Pipeline stages, automation rules and approval flows
- Integrations with email, calendar, telephony, ERP and marketing tools
- User roles and data-visibility rules
- AI features such as lead scoring or email summarisation
- Mobile access for field sales teams
- Maintenance, usually 10–15% of the build cost per year
What drives the cost of Salesforce
- Per-user licences that scale with every new hire
- Edition upgrades to unlock features you need
- Paid add-ons for AI, CPQ, marketing and analytics
- Implementation and admin/consultant fees
- AppExchange apps and integration middleware
Other options worth considering
- HubSpot CRM
- Easy to adopt, strong for marketing-led sales; costs rise as you add hubs and seats.
- Pipedrive
- Simple pipeline-focused CRM for small sales teams.
- Zoho CRM
- Affordable suite with many modules; customisation has limits.
- Microsoft Dynamics 365 Sales
- Enterprise CRM that fits companies standardised on Microsoft.
- Hybrid approach
- Keep an off-the-shelf CRM for contacts and email, and build custom modules for the workflows that make you different.
Questions to answer before you decide
- 01 How many CRM users will you have in three years, and what would licences cost then?
- 02 Which parts of your sales process are forced into workarounds today?
- 03 Which internal systems must the CRM read from or write to?
- 04 Who owns your customer data, and where must it be stored?
- 05 Do you have, or want, an in-house admin for a platform like Salesforce?
Frequently Asked Questions
How much does a custom CRM cost?
A custom CRM starts from 15,000-25,000 EUR for a basic version. Cost depends on complexity, integrations, and features. Unlike Salesforce, you don't pay per user.
How long does implementation take?
A functional MVP can be delivered in 2-3 months. The full version with all integrations typically takes 4-6 months.
Can I migrate data from Salesforce?
Yes, data migration from Salesforce or another CRM is a standard process we include in implementation.
What about maintenance?
We offer ongoing maintenance and support packages. You own the source code, so you're never locked in to a single vendor.
Think a custom CRM might be right for you?
Let's discuss your specific needs and find the best solution.