CRM three-year bill calculator
Answer in brief
Enter the seats, seat minimum, price, billing type, renewal rise, setup fee and add-ons from your quote. The calculator gives the 36-month total, the true cost per seat per month, and the gap against the headline price x seats x 36. It runs in your browser and quotes no provider's prices.
Content reviewed 8 November 2026. How this is assessed.
Tessaly and this reference are run by the same operator. Tessaly is not assessed on this page. Tessaly has no published client list.
Work out your three-year bill
Enter the figures from the quote you were given. What you type stays on this page. Nothing is stored and nothing is sent.
36-month total
Cost per seat per month: -
Headline price x seats x 36: -. Gap against the headline: -
| Period | Billable seats | Seat price used | When you pay | Amount |
|---|
How is the bill worked out?
For each of the 36 months, billable seats are the larger of your current seats and the seat minimum. The cost for that month is billable seats x (the seat price adjusted for renewal rises and discount + per-seat add-ons) + flat add-ons. The setup fee is added once.
The seat price goes up by the renewal rise at the start of year two and again at the start of year three. The discount applies to the seat price only, and only on annual billing.
On monthly billing, added seats arrive evenly through the year, rounded down to whole people, and you pay each month for the seats you have that month.
On annual billing, seats are fixed at each year's start and the whole year is paid up front in months 1, 13 and 25. Seats added during a year are billed from the next year's start in this sum. Ask how the provider charges for mid-term additions, because some bill them straight away.
Cost per seat per month is the 36-month total, setup included, divided by all the billable seat-months. The gap is the 36-month total minus the headline price x seats now x 36.
Worked examples
Three examples, with every input shown. Each figure is an illustrative input for the arithmetic, not any provider's price. This site quotes no provider's prices.
3 seats, billed monthly
Every figure in this table is an illustrative input for the arithmetic, not any provider's price.
| Input | Value |
|---|---|
| Seats now | 3 |
| Added seats per year | 1 |
| Seat minimum | 5 |
| Price per seat per month | $31.00 |
| Billing | Monthly |
| Annual discount | 0% |
| Price rise at each renewal | 7% |
| Setup fee | $0.00 |
| Add-ons per seat per month | $4.00 |
| Flat add-ons per month | $0.00 |
| Period | Billable seats | Seat price used | When you pay | Amount |
|---|---|---|---|---|
| Year 1 | 5 | $31.00 | 12 monthly payments | $2,100.00 |
| Year 2 | 5 | $33.17 | 12 monthly payments | $2,230.20 |
| Year 3 | 5 | $35.49 | 12 monthly payments | $2,369.51 |
36-month total: $6,699.71. Cost per seat per month: $37.22. Headline price x seats x 36: $3,348.00. Gap: $3,351.71.
5 seats, billed annual
Every figure in this table is an illustrative input for the arithmetic, not any provider's price.
| Input | Value |
|---|---|
| Seats now | 5 |
| Added seats per year | 2 |
| Seat minimum | 3 |
| Price per seat per month | $47.00 |
| Billing | Annual |
| Annual discount | 15% |
| Price rise at each renewal | 5% |
| Setup fee | $500.00 |
| Add-ons per seat per month | $0.00 |
| Flat add-ons per month | $25.00 |
| Period | Billable seats | Seat price used | When you pay | Amount |
|---|---|---|---|---|
| Year 1 | 5 | $39.95 | One payment, month 1 | $2,697.00 |
| Year 2 | 7 | $41.95 | One payment, month 13 | $3,823.59 |
| Year 3 | 9 | $44.04 | One payment, month 25 | $5,056.85 |
| Setup | Once, month 1 | $500.00 |
36-month total: $12,077.44. Cost per seat per month: $47.93. Headline price x seats x 36: $8,460.00. Gap: $3,617.44.
10 seats, billed annual
Every figure in this table is an illustrative input for the arithmetic, not any provider's price.
| Input | Value |
|---|---|
| Seats now | 10 |
| Added seats per year | 3 |
| Seat minimum | 10 |
| Price per seat per month | $73.00 |
| Billing | Annual |
| Annual discount | 20% |
| Price rise at each renewal | 9% |
| Setup fee | $2,000.00 |
| Add-ons per seat per month | $6.00 |
| Flat add-ons per month | $60.00 |
| Period | Billable seats | Seat price used | When you pay | Amount |
|---|---|---|---|---|
| Year 1 | 10 | $58.40 | One payment, month 1 | $8,448.00 |
| Year 2 | 13 | $63.66 | One payment, month 13 | $11,586.34 |
| Year 3 | 16 | $69.39 | One payment, month 25 | $15,193.93 |
| Setup | Once, month 1 | $2,000.00 |
36-month total: $37,228.26. Cost per seat per month: $79.55. Headline price x seats x 36: $26,280.00. Gap: $10,948.26.
Sources for this entry
- Cost model on this site: The method on this site. No outside source is used here: the formulas and illustrative inputs are stated on the page.
Continue this reading path
- The Best CRM for Small Business category guide
- How to choose a CRM for a small business
- Resource directory
Cite this entry
The Best CRM for Small Business. "CRM three-year bill calculator." Content reviewed 8 November 2026. https://thebestcrmforsmallbusiness.com/crm-three-year-bill-calculator/