How to calculate SaaS pricing for a small team: separate email seats from CRM seats, count real marketing contacts, and run those numbers in the SaaS cost calculator. People also call that tool a SaaS spend calculator and a SaaS pricing calculator. It shows USD. A euro sketch is the total times about 0.92, for planning, not as an invoice.
A 5–20 person company rarely has a SaaS problem in the abstract. It has five bills that renew on different Tuesdays: Google Workspace, HubSpot, Mailchimp, Dropbox, and Zapier. Adding them in a spreadsheet fails because each vendor charges a different unit. Workspace charges people. HubSpot charges seats and, on some hubs, contact bands. Zapier charges tasks. The calculator exists so those units sit on one page.
Use the calculator in this order
- Open the calculator. Leave the sliders alone until you know the three counts below.
- Team members means people who need a mailbox and files. For a ten-person company in the Netherlands or anywhere else, that is often ten. Contractors who only receive a PDF do not belong on this slider.
- Sales team means people who live in the CRM. The office manager with a mailbox is not a sales seat. This is the mistake that doubles the HubSpot line.
- Marketing contacts are in thousands. Twenty on the slider is 20,000 contacts, not twenty people. If you mail 2,000 people, do not drag the slider to the end because it feels serious.
- Read the first-year comparison. The self-hosted side is a one-time Mailcow, SuiteCRM, Mautic, Nextcloud, and n8n stack, not a second set of seats.
What the number includes, and what it refuses to know
The tool uses typical list-price shapes for those five products. It does not know your HubSpot discount, your Mailchimp contact band after a cleanup, or a Zapier plan you negotiated. If you hold a contract, the contract is the number. The calculator answers a different question: is the gap big enough that owning the stack is even a conversation?
It also does not price a specific server in Amsterdam, a support retainer, or the hours to migrate ten years of email. Those are scope, after the seat comparison says the move is worth the disruption. I will not hide a hosting quote inside a “savings” figure.
A ten-person example, as a method not a quote
Take a team of ten. Eight people need mail and files. Three people work the pipeline. The marketing list is a few thousand contacts, not a hundred thousand. You run the sliders at those counts. You do not put ten on the CRM slider “to be safe”.
Then you look at year one, not month one. A one-time install can look expensive beside a single HubSpot invoice and cheap beside twelve of them. If year one is close, stay on the seats. Moving CRM for a rounding error is how a small team loses a quarter. If year two and year three are obviously the seat bills again, the stack deserves a scope conversation.
Write the result down in the currency you pay staff. The tool is USD. For a euro sketch, multiply by about 0.92. I am stating that rate so a Dutch or German reader is not stuck. It will be wrong next month. It is not the price of a dedicated server, and it is not a Treasury rate. If you need cents, use your bank, then come back to the shape of the bill.
SaaS spend, SaaS cost, and SaaS pricing are the same search
Searchers type “SaaS spend calculator”, “SaaS cost calculator”, “SaaS pricing calculator”, “estimate SaaS cost”, and “how to calculate SaaS pricing”. They want the same artefact: a total for a small team, not a pricing-page theory for a software company setting its own plans. This site’s calculator is for the buyer of seats, not for a founder inventing a price tier.
If you are pricing your own product, this page will waste your afternoon. If you are trying to see what Workspace plus a CRM plus a mail tool costs a company of fifteen, you are in the right place.
After the number
- CRM seats dominate: read the HubSpot alternative for a small team.
- You care where the database lives: read self-hosted CRM for an EU team.
- You are choosing SuiteCRM against Salesforce specifically: read SuiteCRM vs Salesforce for a 10-person team.
- You only need one workflow and the CRM can stay: that is an n8n consultant job, including for a team in the Netherlands.
Do not start a migration from the calculator alone. Start a conversation when the gap survives contact with your real invoices.
Frequently asked questions
What is a SaaS spend calculator?
The same tool as the SaaS cost calculator and the SaaS pricing calculator at calculator.alecasgari.com. It adds typical seats for Google Workspace, HubSpot, Mailchimp, Dropbox, and Zapier and compares the first year with a one-time self-hosted stack.
How do I calculate SaaS pricing for a small team?
Count people who need email and files, count people who need CRM, and count marketing contacts in thousands. Run those three numbers in the calculator. Do not give every employee a sales seat.
How do I read the result in euros?
The calculator shows USD. Multiply the total by about 0.92 for a planning sketch in euros. That rate is not a live foreign-exchange quote and it is not the price of a server.
Does the calculator know my HubSpot discount?
No. It uses typical list-price shapes. If you have a contract, the contract wins. Use the calculator to see whether the gap is large enough to justify a move, then check the renewal.
What should I do after I have the number?
If CRM seats dominate, read the HubSpot alternative page. If the database region matters, read self-hosted CRM for an EU team. If you only need one workflow, that is the n8n consultant page, not a full stack.