Per-user vs per-team CRM pricing: what a UK team really pays

Almost every CRM price you see is per user, per month. It's an easy number to compare, but it hides the thing that matters: what your whole team will pay, this year and next.

A few CRMs charge per team instead. You pay one price for everyone, up to a set team size. Meira 16 works this way, and I built it, so I'll show where per-team pricing wins and where it doesn't.

How each model works

• Per user: you pay a set amount for every person with a login. Add a junior, a freelancer or a part-time bookkeeper and the bill goes up.
• Per team: you pay one amount for everyone, up to a limit. Meira 16's Team plan covers up to 10 people for £530 a year, and its Business plan covers up to 30.

What a UK team pays each month

Monthly cost on yearly billing, using each CRM's published UK per-user price, checked in October 2026. The per-user prices are before VAT, which adds 20%. Meira 16 doesn't add VAT.

CRM and plan	Price	2 people	5 people	10 people	20 people
Zoho CRM Professional	£18 per user	£36	£90	£180	£360
Capsule Growth	£27 per user	£54	£135	£270	£540
Pipedrive Growth	£39 per user	£78	£195	£390	£780
HubSpot Sales Hub Professional	£85 per user	£170	£425	£850	£1,700
Meira 16	Per team	£0 or £44	£44	£44	£164

Meira 16 is free for up to 3 people and 5 clients, then £44 a month (£530 a year) on the Team plan for up to 10 people. At 20 people you'd need the Business plan, £1,970 a year, which works out at about £164 a month and adds email campaigns, automations and invoices. Plans don't include exactly the same features, so compare the things you'll actually use.

When per-user pricing is the better deal

• You're one or two people. A single seat on a cheap plan, or a free plan, will cost less than any team price.
• Only a few people need logins. If you have a big business but only two people ever touch the CRM, per user can work out cheaper.
• You need a specialist feature that only a particular tool has, and you're willing to pay for it seat by seat.

When per-team pricing is the better deal

• Lots of people need to see client work. Account managers, designers, assistants and finance all get a login without adding cost.
• You're hiring. Your bill doesn't change when someone new joins, up to the plan's team size.
• You work with freelancers. You can give a freelancer access for a project without thinking twice about the cost.
• You want a predictable bill. One number a year is easier to budget for than a bill that moves every time the team changes.

The hidden costs to check either way

1. VAT. Most per-user prices are shown before VAT, so a UK business pays 20% more than the headline.
2. Monthly vs yearly billing. Monthly prices are usually higher. Pipedrive Growth is £39 per user on yearly billing and £49 on monthly.
3. Client logins. Some tools charge for client or guest access. In Meira 16, client portal logins are always free.
4. Feature jumps. Check which plan you'd really need. The cheapest plan rarely has automations or reports.

Want to see the paid plans side by side? Our page on affordable CRM software for UK small businesses has the full comparison, and our guide to the best free CRM for UK small businesses covers the free plans.

Sources

Prices checked in October 2026: HubSpot UK pricing guide (SpotDev), Pipedrive UK prices (ExpertSure), Zoho CRM UK prices (ExpertSure), Capsule UK prices (ExpertSure) and Meira 16 pricing.

Questions

Is per-team CRM pricing cheaper than per-user pricing?

Usually, once you have about four or five people. For one or two people, per-user or free plans tend to be cheaper.

How much does a CRM cost for 10 people in the UK?

On yearly billing before VAT, about £180 a month on Zoho CRM Professional, £270 on Capsule Growth, £390 on Pipedrive Growth and £850 on HubSpot Sales Hub Professional. Meira 16's Team plan covers 10 people for £530 a year, about £44 a month, with no VAT added.

Do CRM prices include VAT?

Most CRM prices are shown before VAT, which adds 20% for UK businesses. Meira 16 doesn't add VAT.

Do client logins count as users?

It depends on the CRM. In Meira 16, client portal logins are free and never count towards your team size.