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CRM ROI calculator: what the follow-ups you miss are costing you a month
Work it out for a CRM, from the hours it saves and the deals you'd stop losing, or for anything you spend on. Every number is yours.
Add the deals that go cold and what one is worth, or the hours it saves
Two ways to work it out
Pick the tab that fits. There are no averages built in, so start with last month.
- 01For a CRM: count the deals a month that go cold before you follow up, and what one is worth to you.
- 02Put in how many of those you'd win back, the hours a week it would save, what an hour is worth and what it costs.
- 03For anything else: put in what you spent, what came back and how long it took.
How the CRM sum works
The formula sits under the result, filled in with your numbers.
Missed follow-ups cost = deals that go cold a month x what one deal is worth to you.
Return a month = deals won back x what one is worth + hours saved a week x 52 / 12 x what an hour is worth.
ROI = return a month minus what it costs, divided by what it costs, as a percentage.
Payback = any one-off setup cost divided by what's left each month after the cost.
How the general sum works
For an ad, a hire, a course or a machine. The same formula, with the time it took.
ROI = what came back minus what you spent, divided by what you spent. Spend S$5,000, get S$6,500 back, and that's 30%.
Yearly ROI spreads it over the time it took. 30% over 2 years is about 14% a year, compounded.
Net gain = what came back minus what you spent. S$6,500 minus S$5,000 is S$1,500.
Count the whole cost: setup, the hours to learn it and the subscription, not only the price on the page.
Getting the inputs right
Three inputs where a CRM sum usually goes wrong.
Count deals that went cold, not every lost deal. A no on price isn't a missed follow-up.
Be honest about how many you'd win back. Win back one or two a month and see if it still pays.
Use what an hour of your time is worth to the business, not your salary divided by hours.
What a CRM does for the follow-ups
Palby CRM, which we make, opens on the list of who to follow up today.
- A follow-up date on every customer, and today's list of everyone due or overdue
- Customers with no next step, or no contact in 30 days, in ready-made views
- Notes and WhatsApp chats on the record, so anyone on your team can pick one up
- What each customer has paid, totalled by month against your goal
Questions
Take what came back, minus what you spent, and divide by what you spent. Multiply by 100 for a percentage. The calculator does it with your numbers and shows each step.
Add up what it would bring back each month, from the deals you'd stop losing and the hours you'd save. Take away what it costs, then divide by what it costs. Use the CRM tab above.
A customer who was interested, didn't hear back from you in time and went cold or bought elsewhere. Look at last month's chats and quotes and count the ones you meant to chase.
Anything above 0% returned more than it cost. Whether it's good enough depends on what else you could do with the money, so compare it with your other options.
It spreads the return over the time it took, so a two-year return and a six-month one can be compared. The calculator compounds it, the same way interest is.
No. Every number is one you type, so the answer is about your business and nobody else's.
It doesn't have a published price yet, so the cost field is yours to fill in. Ask about it in the walkthrough.
Yes, the tool is free. There's no account, and the Copy link button saves your numbers in the link.
Count the follow-ups you missed last month
Bring your sum to a 30-minute walkthrough and see today's list on a sample pipeline.
30 minutes. You choose the day and the time.