For teams of 5 to 50
A custom CRM built around the way your team actually works
When spreadsheets break, Airtable gets tangled and HubSpot charges more every time you add a user, it may be time for a system of your own. We start with a three-week discovery phase, then build in stages at a fixed price per stage.
- Discovery in 3 weeks, €1,197
- Fixed price per stage, in writing
- No per-user licence fees
- Code and data owned by you
Who a custom CRM is for, and who it is not for
A custom CRM makes sense for a team of roughly 5 to 50 people whose work does not fit a standard sales pipeline. Maybe each job goes through a survey, a quote, a contract and a production schedule. Maybe you juggle several spreadsheets, an Airtable base and a shared inbox, and nobody is sure which one is up to date. Or maybe a subscription CRM did the job until the per-user bill and the paid add-ons started to grow faster than the team. In those cases a system built around your process, with your own roles and reports, usually pays off.
We will also tell you honestly when not to build one. If you are a small team with a fairly standard process, an off-the-shelf CRM configured for you is faster and much cheaper: our CRM setup starts from €1,997. A custom build is a serious investment of time and money, so the discovery phase exists to check whether it is the right call before you commit to the build.
Discovery, build and care
Every stage has its own fixed price and written scope. You decide after each one whether to continue.
Discovery phase
€1,197
3 weeks · deducted from the build if you proceed
- Audit of your current data and tools
- Workshop with the people who will use the system
- Process map from first enquiry to finished job
- List of integrations and what each one needs
- Roles, permissions and security requirements
- Data migration plan
- Fixed price for each build stage
- You keep the document, even if you build elsewhere
Core build
from €11,997
about 8 weeks · paid per stage
- Clients, contacts and companies
- Enquiries and a pipeline that follows your process
- Quotes and contracts generated from the CRM
- Tasks and reminders for the whole team
- Roles and permissions per person
- Audit log of every change
- Sales reports
- Data migration and team training
Care for custom systems
€349/month
monitoring, updates, backups and small changes
- Server and security updates
- Uptime monitoring and backups
- Small changes and improvements each month
- Answers when your team has questions about the system
Extensions are priced after discovery: email threads from Google Workspace or Microsoft 365 inside each client record, WhatsApp and SMS channels, management dashboards and an AI assistant. Build stages are paid 40% when a stage starts and 60% on acceptance.
What a custom CRM gives you
Your process, not a template
The pipeline, fields and statuses match how your jobs really move, so the team stops working around the software.
One place for every client
Enquiries, quotes, contracts, notes and tasks live in one record instead of spreadsheets, inboxes and phones.
Roles and an audit log
Each person sees what their role needs, and every change is recorded with who made it and when.
No per-user licence fees
Adding a new team member does not add to a monthly bill. You pay for the build and for hosting in your name.
Hosted in the EU
Your data stays on EU servers in your own account, with a data processing agreement signed before real data is loaded.
Room to grow
Email threads, WhatsApp or SMS, dashboards and an AI assistant can be added later as separate stages, each priced up front.
How a custom CRM project runs
- 01
Written enquiry
You describe your team and the problem by email or through our contact form. If it looks like an off-the-shelf CRM would do, we say so.
- 02
Discovery phase, 3 weeks
Data audit, a workshop with your team and a written document covering the process, integrations, roles, migration and a fixed price per stage.
- 03
Build in stages
Each stage starts with 40% and has a clear scope. You see working software at the end of every stage, not just at the end of the project.
- 04
Acceptance and migration
You have 5 working days to accept each delivery. We migrate your data, train the team and switch over on an agreed date.
- 05
Launch, warranty and care
After launch you get a 12-month free bug warranty. Optional care at €349 a month keeps the system updated and backed up.
A custom CRM fits if you
- have 5 to 50 people working with clients, quotes or jobs
- outgrew spreadsheets or an Airtable base that keeps breaking
- pay more each year for HubSpot users and add-ons
- have a process that standard CRMs force you to bend
Better to choose a ready CRM if you
- are a team of one to four with a standard sales process
- need a working CRM within a couple of weeks
- have not yet agreed internally how your process should work
- would rather spread the cost as a monthly subscription
How ordering works
Every order is made in writing, never over the phone
You send the brief
Through the quote form or by email. Tell us what you need in your own words, a few lines is enough.
We reply with a written quote
Scope, fixed price, delivery date and what is not included, all in one email, usually within one working day.
You confirm by email
Only then do we start. The 20% deposit is fully refundable until the scope is confirmed together.
Why: nothing gets misheard, nobody is pressured into a decision on a call, and every change has a paper trail for both sides.
Frequently asked questions
Why is discovery a separate paid phase?+
Because a fixed price for a custom system is only honest once the process, data and integrations are understood. Three weeks of discovery replaces guesswork with a written plan, and the €1,197 is deducted from the build if you go ahead.
What if I decide not to build with you?+
You keep the discovery document. It describes your process, data, integrations and migration plan in enough detail for another developer to quote from it.
How is the build paid?+
Per stage: 40% when a stage starts and 60% on acceptance. You have 5 working days to check and accept each delivery. Every stage has a fixed price agreed in writing before it starts.
Can you move our data from spreadsheets, Airtable or HubSpot?+
Yes. The migration plan is part of discovery: we check what can be exported, how it maps to the new system and what needs cleaning. Migration is tested on a copy before the real switch.
Who owns the system?+
You do. The code, the domain and the hosting account are in your name, and the data stays in the EU. You get a 12-month free warranty on bugs after launch, whether or not you choose a care plan.
How do I order?+
In writing only: by email or our online form. You can call Dominika with questions, but every stage is confirmed by email with its scope, fixed price and delivery date.
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Find out if a custom CRM is worth it for you
Send us a short description of your team, your tools and where things break. We reply in writing, and if a ready CRM would do the job, we tell you.