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A free Notion template I built so anyone can model their CRM costs over 5 years. Duplicate it, plug in your numbers, get the answer in 10 minutes.
Last updated: 2026-05
That's it. The whole thing takes 10 minutes if you already know your seat count and current bill.
📊 Inputs
| Variable | Your value | Default | Notes |
|---|---|---|---|
| Number of seats (users) | - | 10 | Active licensed users |
| Current SaaS per-seat cost ($/mo) | - | $47 | Median from agency client audits |
| Expected annual price increase (%) | - | 8% | Tracked from YoY renewal quotes |
| Annual seat growth (%) | - | 15% | Median small team |
| SaaS implementation cost ($) | - | $0 | Often included; sometimes not |
| Self-host server cost ($/mo) | - | $40 | VPS pricing |
| Self-host maintenance hrs/mo | - | 4 | My actual time on Seedly infra |
| Internal labor rate ($/hr loaded) | - | $75 | Use yours if known |
| Source code license ($, one-time) | - | $1,499 | What I charge for Seedly |
| Migration labor estimate ($) | - | $1,500 | Varies wildly |
📊 5-Year Projection
| Year | SaaS total | Self-host total | Difference | Cumulative difference |
|---|---|---|---|---|
| Year 1 | $5,640 | $5,639 | $1 | $1 |
| Year 2 | $6,571 | $3,960 | $2,611 | $2,612 |
| Year 3 | $7,657 | $3,960 | $3,697 | $6,309 |
| Year 4 | $8,923 | $3,960 | $4,963 | $11,272 |
| Year 5 | $10,399 | $3,960 | $6,439 | $17,711 |
(Based on default inputs. Duplicate and plug in your own numbers.)
Number of seats. Your active CRM users. Not contacts. Not leads. Just licensed seats.