Your Own CRM Instead of a Rented Licence
If you are looking to have your own CRM built, it usually comes down to two things: the licence cost of a rented system grows with every new employee, and your customer data sits on a vendor's servers. A rented CRM such as HubSpot or Salesforce is convenient at first because it is ready to go immediately, but you pay per seat indefinitely and bend your workflows to fit a standard product instead of the other way round. We build you a CRM that runs on your own infrastructure instead, shaped around how your team actually works, and built once rather than rented indefinitely. Your customer data stays entirely in your hands, GDPR-compliant on European servers, and can later connect directly to an AI agent.
Who this is for
- Your CRM vendor raises the price the moment another employee needs access.
- Your team bends its fields and processes to fit a standard CRM instead of the system fitting how you actually work.
- You do not want customer data sitting permanently on a US vendor's servers.
- You are building structured company knowledge and want customer data to live, from the start, in a system that can later connect to an AI agent.
- You are still managing customer inquiries in spreadsheets or email inboxes because a standard CRM feels too rigid or too expensive relative to what you would actually use.
- You work in a field with particular requirements around customer data, such as consulting, real estate or trades, and a standard CRM does not cleanly represent your cases, engagements or appointments.
What you receive
A CRM that belongs to you
Contacts, inquiries and history live in a database that is part of your own infrastructure, not a rented SaaS account. You can export the data at any time or hand the system to another provider.
Fields and workflows built around your business
The system is built around the processes your business actually runs, instead of bending your processes to fit a standard product. Views and required fields follow what your team actually needs.
No per-seat cost
Whether three or thirty people on your team have access changes nothing on the bill, because there is no licence fee per person. New hires simply get an account, without renegotiating a contract.
Full data ownership
Your customer data sits on European servers, GDPR-compliant, and can be exported in full at any time. You decide who, inside and outside your company, has access to which data.
Ready to connect an agent
The CRM is built so that an AI agent can later work directly off the data, for example to triage inquiries, handle follow-ups or manage scheduling. You do not need to replace or migrate the system for that.
Extendable without renegotiating a licence
An additional field, a new module or an automation can be added without negotiating a more expensive tier with a vendor. Extensions are development work on your own system, not unlocking a higher-priced package.
How the engagement runs
Process discovery
We look at how your team handles customer data today, which system is in use, and what needs to carry over. We also clarify which automations or integrations, for example with the website, make sense later.
Build
The CRM is developed around your fields, workflows and roles, not around the assumptions of a standard product. Permissions and views follow who on your team actually needs which data.
Data migration
Existing contacts and history are carried over from the previous system or from spreadsheets so nothing gets lost. We check the migrated data together with you before the new system goes live.
Handover and onboarding
Your team receives access and onboarding on the actual workflows, not just the software. Alongside that, a clear arrangement for how the system is looked after going forward, if you would rather leave that part with us.
Pricing
Building the CRM is fixed as a set price after a short discovery conversation, depending on scope and the complexity of your workflows. After that, only ongoing operation applies, for example hosting and maintenance, regardless of how many people on your team have access. Measured over several years, a one-time build often comes in below what per-seat licence fees for a rented CRM add up to.
We agree on concrete amounts in the free initial consultation. All prices excl. VAT, often partly eligible for KMU.DIGITAL funding.
What this costs to keep running is covered under operation & ongoing care, and where your data physically sits under hosting in Austria & the EU.
See all servicesFrequently asked questions about your own CRM
The price depends on scope and the complexity of your workflows, such as how many roles, fields and automations are needed, not on an off-the-shelf flat fee. After a short discovery conversation we set a fixed price for the build, and after that only ongoing operation applies, regardless of how many people have access. Measured over several years, a one-time build often comes in below what per-seat licence fees for a rented CRM add up to. We agree on the concrete figure in the free initial consultation, and part of it is often eligible for up to 50% funding through KMU.DIGITAL.
An established product gives you a wide ecosystem and instant onboarding. A CRM of your own needs someone to look after it, which is why we stay on for hosting and maintenance unless you would rather take that over yourselves. Either way, the code is yours, so you are never stuck with us specifically.
Yes. We migrate your existing contacts and history into the new system as part of the build, so nothing gets lost.
Yes. There is no per-seat fee, so adding people changes nothing on the bill, and the system is built to extend rather than to hit a ceiling.
We can extend it as part of ongoing support, or hand the code to another development team. Either way it stays your system to develop further.
Yes, and often more straightforwardly than a US vendor's product, because you control exactly where the data sits and which subprocessors touch it, rather than relying on a vendor's compliance page.
The website is your public presence, the CRM is the internal system where customer data, inquiries and history are managed, usually not publicly accessible. The two can be technically connected, for example so a contact form lands directly in the CRM, but they are separate systems with different requirements for security and access.
For a very small team without complex workflows, an inexpensive standard CRM or even a well-kept spreadsheet can be enough for now. Once inquiries, appointments or engagements outgrow a simple list, or you plan to let an AI agent work off the data, a system of your own pays off, because it fits your workflows from the start instead of needing to be migrated later.
