Measuring the ROI of your CRM investment

Using a CRM is not a luxury these days. It’s a necessity. In a business world that becomes more digital every day, keeping track of every interaction with prospects and clients is really hard without a CRM. We already made our point before that your CRM is the beating heart of the company. A robust CRM is pivotal can help businesses really enhance customer interactions, streamline their operations and drive profitability. With centralized customer data, automated processes and integrated tools, organizations can use it to build long lasting relationships with their target audience. 

However, with the substantial investment involved, it’s crucial to ensure that you CRM system delivers measurable value. This blog post will guide you through the key steps and metrics to effectively measure the ROI of your CRM investment, ensuring that your business gets all the benefits from this essential tool.

Understanding CRM ROI

Simply said, ROI is a performance measure used to evaluate the efficiency of an investment. In the context of your CRM, the ROI indicates the financial return generated from the system relative to its cost. A positive ROI signifies that the benefits you get from the CRM system are bigger than its costs. that makes it a valuable investment.

Steps to measure the ROI of your CRM

Define objectives and KPI's

Before implementing a CRM system, you need to clearly define your business objectives and the key performance indicators (KPIs) you will use to measure success. Some common objectives include increasing sales, improving customer satisfaction, and enhancing operational efficiency. Corresponding KPIs might be:

  • Sales growth percentage
  • Customer retention rate
  • Customer lifetime value (CLV)
  • Reduction in customer acquisition costs (CAC)
  • Improvement in customer satisfaction scores

Calculate the Total Cost of Ownership (TCO)

To measure your ROI accurately, it is important to calculate the total cost of ownership (TCO) of your CRM system. Your TCO includes:

  • Startup costs: Software purchase, implementation, and customization.
  • Ongoing costs: Subscription fees, maintenance, support, and training.
  • Indirect costs: Time spent by employees on training and adapting to the new system.
Visit our TCO calculator to check your Hubspot TCO.

Measure quantifiable benefits

When we say quantifiable benefits, we mean the tangible improvements that can be directly attributed to the CRM system. Some of these benefits include:

  • Increased Sales Revenue: Track the increase in sales that can be linked to better lead management and conversion rates. Your CRM should have all the information you need for this.
  • Cost Savings: Calculate savings from streamlined processes, reduced manual work, and improved data accuracy.
  • Improved Productivity: Measure time savings and increased efficiency among employees due to automation and better information access.

Assess qualitative benefits

Qualitative benefits, although harder to quantify, are also very important. These include:

  • Enhanced Customer Experience: Improved customer satisfaction and loyalty resulting from personalized interactions and faster response times.
  • Better Decision-Making: Enhanced data insights and analytics capabilities leading to more informed business decisions.
  • Employee Satisfaction: Higher employee morale and job satisfaction due to user-friendly tools and reduced manual tasks.

Analyze the payback period

The payback period is the time it takes for the CRM investment to generate enough benefits to cover its costs. A shorter payback period indicates a quicker ROI. To calculate this, divide the TCO by the annual net benefits (quantifiable benefits minus ongoing costs).

ROI calculation formula

There is a basic formula to calculate ROI:

TCO calculation formula

Where: net benefits = total quantifiable benefits – total costs

With this formula, you can express the ROI as a percentage, providing a clear indication of the financial return generated by your CRM investment.

Example ROI calculation

Let’s look at a hypothetical example. Suppose a company invests €50.000 in a CRM system. Over a year, the company realizes €75.000 in increased sales revenue, €20.000 in cost savings, and €10.000 in productivity gains. The ongoing annual costs amount to €15.000.

  • Total Quantifiable Benefits: €75.000 + €20.000 + €10.000 = €105.000
  • Net Benefits: €105.000 – €15.000 = €90.000
  • TCO: €50,000 + €15.000 = €65.000

Simply put, with an initial investment of €50.000 in this example, we get a net benefit of €90.000. This takes into account the annual costs as well as the cost savings and productivity gains you get from using the CRM. Now we can calculate the ROI.

ROI = ( €90.000 / €65.000 ) x 100 = 138%

This simple calculation indicates that the ROI of the CRM is 138%, which means the investment has more than doubled the returns compared to the cost. In other words: great investment for the company.


Measuring the ROI of your CRM investment is essential to understand its impact on your business. By taking the steps we mentioned in this blog post, you can make informed decisions about your CRM system. Just remember: a well-implemented CRM system not only enhances customer relationships but also drives significant financial returns (read more about the importance of user adoption). This makes your CRM a cornerstone of your business strategy. 

ROI Calculator

Calculate your Hubspot ROI with our calculator and get a clear idea of what your business can achieve with different hubs.