Connecting your website to a CRM: two routes and what each costs

en 2026-09-16 6 min read

Connecting a website to a CRM is either a connection or a build, and that difference decides the quote. If your CRM offers its own embeddable form, placing it inside a step 03 business website at EUR 1.500-3.500 can be enough. In a new build, an API integration that maps your fields, or records kept behind a login on your own site, is step 04 work at EUR 3.500-7.500; on an existing site, each is an add-on.

Which one fits depends on who needs to see an enquiry, how many of those people there are, and whether anything has to happen automatically once a form is submitted. Every step and its range is listed on packages.

Route one: send enquiries into a CRM you already use

Your site keeps its forms, and every submission is delivered into HubSpot, Pipedrive, Zoho, Teamleader or whichever system you already open every morning. A server route receives the submission, validates it, maps your fields onto the ones the CRM expects, creates or updates the contact, attaches the message as a note, and retries when the CRM is briefly unreachable instead of dropping the enquiry.

In a new build, a server-side integration like this is step 04 work at EUR 3.500-7.500. If an embedded form from the CRM itself covers what you need, the site stays at step 03 at EUR 1.500-3.500 with the rest of it: 4-7 pages, CMS, service pages and the contact or booking flow, over 3-6 weeks. On a site that already exists, the integration is the CRM or API integration add-on at EUR 750-2.500, confirmed by the quote. It is not a Care item. Care at EUR 100-300 a month covers updates, monitoring, backups and small fixes, and a new connection is a new feature.

The CRM stays a separate relationship. That vendor bills you on their own plan, and your contact records live in their system under their terms. That is the trade for not building anything.

Route two: keep the records inside your own site

Here there is no third-party CRM. Enquiries land in your own database, your team signs in to see them, and the list carries the fields your work actually uses: status, owner, next action, the note from the call. That is a dashboard behind a login: step 04 at EUR 3.500-7.500 in a new build, or a EUR 1.500-4.000 add-on on an existing site.

You get your own vocabulary and a database you own. You also take on what the CRM vendor was handling inside its subscription: accounts, permission levels, search, exports, and somewhere for all of it to run. That is what the number reflects. When the scope grows into client accounts, billing and an admin area for several kinds of user, it becomes step 05, a custom platform from EUR 7.500, quoted after discovery.

The two routes side by side in a new build

What moves the price inside each route

Five things move it, and they are the first things we ask about.

• How many forms there are, and how far their fields differ.
• Whether the CRM needs a company, a deal and a task created in the right order, not just a contact.
• Deduplication: whether a second enquiry from the same person updates the first record or creates a new one.
• Direction. Writing into a CRM is simple; reading status back out, so your site can show it, is a second integration and is priced as one.
• Consent: what you may keep, for how long, and how a deletion request is handled.

When a light in-app version is better

A CRM is sold to everyone, so it arrives with pipelines, sequences, scoring and reporting. If your process is that an enquiry comes in, someone calls it, and it becomes a job or it does not, that surface is furniture you navigate around.

A light in-app version is one table inside the admin you already sign in to: enquiry, status, owner, note. It is step 04 in a new build and a dashboard add-on on a site you already have. Three situations make it the better call.

1. Everyone who needs to see an enquiry already has an account on your site, so you are not buying seats in a second system.
2. The enquiry only makes sense with context your site already holds: the service page it came from, the slot that was booked, the options the customer chose.
3. You want one place to sign in to, and one place to give a new colleague access.

It is the wrong call when you need email sequences, call logging, shared inboxes and forecasting. Those are products in their own right, and rebuilding them is step 05 work.

How the work runs

1. Scoping: every field, where it comes from and where it lands. The fixed quote follows this.
2. Forms and validation, including the message a visitor sees when something is wrong.
3. The connection, or the data model and signed-in views for route two.
4. Failure handling: where an enquiry is held when the CRM is unreachable, and how you are told.
5. Real submissions tested end to end, then go live.

An embedded form runs inside the 3-6 weeks of a step 03 build; an API integration and route two run 6-12 weeks as step 04. The part that waits on you is the field list and access to the CRM account, so have both ready before the build starts. Our design and engineering page explains how the build itself is run.

When to spend less

If enquiries arrive in ones and twos and one person answers all of them, a well-built form that sends a clean, structured email is enough. That comes with a step 01 single-page landing at EUR 600-900 or a step 02 mini-site at EUR 900-1.500, and a spreadsheet you keep up to date beats a CRM you stop opening.

If you already pay for a CRM with a native form or embed, use it before paying anyone to build a connection. It will look less like your site, and that can still be the right trade while you find out whether the process works.

And if the real problem is that nobody follows up, no integration fixes it. Decide who calls a new enquiry and when, then build what supports that decision.

Questions buyers ask

Can you connect our site to the CRM we already have?

If it has an API or accepts webhooks, yes, and the mainstream ones document theirs properly. During scoping we check whether your plan includes API access, because some vendors reserve it for higher plans, and that changes what we recommend.

Who owns the data and the code?

You own the code, the repository and the database. With route one your contact records also sit in the CRM vendor's system under their terms, which is worth reading before you commit. Hosting is agreed per project.

Is the connection covered by Care?

Building it is not. Once it exists, updates, monitoring and small fixes when the CRM changes something on their side fall under Care at EUR 100-300 a month. A new form, a new pipeline or a second system is new work with its own quote.

Can we start with route one and move to route two later?

Yes, and that order is sensible. The forms, the validation and the fields you agreed on carry over. Budget the dashboard or client login add-on, EUR 1.500-4.000, when you make the move, and treat the earlier work as what told you which fields actually matter.

Tell us what happens after someone submits a form today through the contact form, and we will tell you which route your process needs.