CRM for Real Estate Developers: What Pricing Actually Looks Like
Asking 'how much does a developer CRM cost' is a bit like asking how much a car costs. The answer depends heavily on the pricing model, the number of units or seats involved, and what is bundled in versus sold as an extra. This article breaks down the common pricing structures so you can compare quotes properly instead of just comparing headline numbers.
The three common pricing models
Most CRMs aimed at developers use one of three structures: per user per month, per project as a flat licence fee, or per unit per year. Each has trade-offs depending on the size and shape of your pipeline.
- Per user: scales with headcount, which punishes you for adding agency partners or extra sales staff
- Per project flat fee: predictable for a single large project but can be poor value for smaller developments
- Per unit per year: scales with the actual inventory you are selling, which usually tracks revenue more closely than seat count
What drives the final price
Beyond the base model, several factors push the price up or down. The number of active projects matters, since some vendors charge separately per project regardless of unit count. The number of agency partners you need to onboard matters too, particularly with per-seat pricing where every external agent effectively adds a licence cost.
Support and onboarding are often priced separately. Some vendors include onboarding and training in the base fee; others charge an implementation fee on top, which can be a meaningful chunk of your first-year budget. Always ask for the all-in cost for year one, not just the recurring licence fee.
Marketing pack versus sales and marketing pack
Prompto structures its developer offering around two tiers: a marketing pack at 35 EUR per unit per year, and a combined sales and marketing pack at 75 EUR per unit per year. The marketing pack covers the tools needed to present and market a project, while the sales pack adds the full CRM functionality for managing leads, deals and documents through to closing.
This two-tier structure is worth checking for in any vendor you evaluate, since it lets you match spend to what you actually need. A developer still in the marketing phase of a project does not need the same tooling as one actively closing reservations.
Hidden costs to watch for
The quoted licence fee is rarely the whole story. Data migration from a previous system, custom integrations with your website or ERP, and training for larger sales teams can all add cost outside the headline price.
- Setup or onboarding fees charged separately from the licence
- Extra charges for API access or website integration
- Limits on the number of agency users included before extra charges apply
- Charges for exporting your own data if you switch providers later
How to budget realistically
A practical way to budget is to work backwards from your unit count and expected sales pace. If you have a 120-unit project selling over 18 months, calculate the per-unit annual cost against your projected revenue per unit rather than looking at the licence fee in isolation. On most projects, CRM cost per unit is a small fraction of the sale price, so the decision should be driven by functionality and fit, not by shaving the last few euros off the licence.
Getting a like-for-like comparison
When you request quotes from multiple vendors, ask each one to price out the exact same scenario: the same number of units, the same number of agency partners, and the same expected project duration. That is the only way to compare the real cost rather than comparing numbers that are not measuring the same thing. Prompto will walk through this calculation directly with you during a demo so you can see the per-unit cost against your actual project.
Frequently asked questions
Is per-unit pricing cheaper than per-seat pricing?
It depends on your team size and agency network. Per-unit pricing tends to be more predictable and more favourable once you involve multiple agency partners or a larger sales team, since it does not charge extra per login.
Does Prompto charge setup fees?
Prompto's model is built around the per-unit marketing pack at 35 EUR per year or the sales and marketing pack at 75 EUR per year, and the first three months carry no licence fee on the Marketplace side.
What is included in a sales and marketing pack versus a marketing-only pack?
A marketing pack typically covers presentation and promotion tools for a project, while a sales and marketing pack adds full CRM functionality for leads, deals, documents and agency collaboration.
How do I compare CRM quotes from different vendors fairly?
Ask each vendor to price the same scenario: identical unit count, agency partner numbers and project length, and request the all-in first-year cost including onboarding, not just the licence fee.