How to Price a White-Label CRM for Clients: Tiers, Setup Fees and Usage

There is no correct price for a white-label CRM. There is a price that covers your costs, a price your market will pay, and a price that matches the value of the problem you solve. Your job is to find a number above the first one and supported by the other two.

This guide gives you a method rather than a magic number. Every example figure below is labelled as an example; plug in your own.

Step 1: Work out your cost floor per client

Your cost floor is what one client costs you per month before profit. It has four parts:

Platform share. Your plan cost divided by the number of clients. On HighLevel Agency Pro ($497/month, pricing) that is $49.70 per client at 10 clients and $24.85 at 20.
Usage you absorb. Texts, calls and email you do not pass through. On Agency Pro you can rebill these, so this can be close to zero (HighLevel pricing guide).
Payment processing. For example, Stripe charges 2.9% + 30¢ on domestic card payments (Stripe pricing). On a $197 charge that is about $6.01.
Support time. Hours per client per month times what your time is worth. This is the number most new resellers leave out.

Example cost floor (10 clients, Agency Pro monthly)	Per client
Platform share ($497 / 10)	$49.70
Card fee on a $197 plan	$6.01
Support: 1 hour at $50/hour	$50.00
Cost floor	$105.71

Anything you charge above the floor is margin. Below it, every new client loses you money.

Step 2: Price on the problem, not the features

Owners do not buy "a CRM." They buy fewer missed calls, more booked appointments, more reviews or faster quote follow-up. Price against that outcome.

Two useful anchors:

What the client pays today for the tools you replace (scheduling, texting, review software, website hosting, email marketing). Ask them to list their subscriptions.
What one extra customer is worth to them. For a business where one job is worth hundreds or thousands of dollars, software that recovers a single lost lead a month has an obvious return. Let the client do this maths with their own numbers rather than promising results.

Do not promise revenue increases you cannot prove. Promise the mechanism: "every missed call gets an automatic text within a minute," not "you will make $5,000 more."

Step 3: Build two or three tiers

Each tier should map to a clear step up in value, not just more features. An example structure:

Example tier	Who it is for	What is included
Core	Owner-operators	CRM, missed-call text back, booking calendar, review requests, one phone number
Growth	Businesses with a small team	Core + automated follow-up sequences, website or landing pages, monthly report
Pro	Busy multi-staff offices	Growth + a premium add-on of your choice, priority support, quarterly strategy call

In HighLevel's SaaS Configurator each plan can have its own features, snapshot, trial, credits, add-ons and usage billing (HighLevel help), so tiers like these are set up once and then provisioned automatically.

Rules that keep tiers selling:

Name tiers for the customer, not for you ("Core", "Growth"), and put the problem solved in one line under each name.
Make the middle tier the one you want most clients on.
Keep add-ons for things only some clients need (SEO, listings, extra numbers).

Step 4: Decide on setup fees

A one-time setup fee pays for the onboarding work and filters out clients who are not serious. Many resellers either charge a setup fee or waive it in exchange for an annual commitment. Whichever you choose, state what setup includes: number porting, contact import, calendar connection, first automation live.

Step 5: Offer annual billing

Annual plans give you cash up front and remove eleven monthly chances for a client to cancel. A common approach is "two months free" (charge 10 x the monthly price for a year). HighLevel itself uses this structure: Agency Pro is $4,970/year against $497/month (pricing).

Step 6: Handle usage honestly

Texting, calling and email usage cost money every time. You have three options:

Include a usage allowance in each plan and charge for overage. Simple for clients, but you carry risk on heavy users.
Rebill at cost. Clients pay exactly what the platform charges. Available on HighLevel Unlimited and Agency Pro.
Rebill with a markup. Clients pay usage plus your margin. On HighLevel this is limited to Agency Pro (pricing guide).

Whatever you pick, put it in writing on your pricing page. HighLevel's own pricing FAQ calls usage-based telecom charges standard across the industry; your clients still need to hear about them before the first bill, not after.

Step 7: Test the price

Quote the same offer to five prospects. If everyone says yes immediately, your price is probably low. If nobody does, check whether the problem is the price or the pitch: ask what they would need to see to say yes. Use HighLevel's per-client special price option to grandfather early clients without changing your public plan (HighLevel help).

Reseller profit calculator

Example arithmetic, not a forecast or promise. Enter your own numbers. Defaults are placeholders, not typical results.

Monthly revenue-

Monthly costs-

Monthly profit (example)-

Annual profit (x12)-

Clients to break even-

Plan prices from gohighlevel.com/pricing and card fees from stripe.com/pricing, checked October 27, 2026. Excludes taxes, refunds, failed payments, usage you absorb and add-ons you do not resell. Nothing here is a promise of income; most new resellers take time to sign clients.

Pricing mistakes to avoid

Pricing below your cost floor to win the first clients, then being unable to raise prices.
Copying another agency's price without knowing their costs or what they include.
Unlimited support at a low price. Define support channels and response times per tier.
Hiding usage charges. It feels like a bait and switch when the first bill arrives.
Too many plans. Choice slows buyers down.

Frequently asked questions

What should I charge for a white-label CRM?

Enough to clear your cost floor (platform share, unrebilled usage, payment fees and support time) and in line with the value of the problem you solve for that niche. Work it out with your own numbers using the method above and our profit calculator; we do not publish a recommended price because the right figure depends on your market and service level.

Should I charge per user or per business?

Per business (per sub-account) is simpler and matches how platforms like HighLevel charge, since HighLevel includes unlimited users and contacts on every plan. Per-user pricing makes clients ration logins, which lowers adoption.

Should I offer a free trial?

A short trial can work for a self-serve product with a strong snapshot. For a done-with-you setup, a paid setup or a guarantee is often clearer. HighLevel's SaaS Configurator supports trials per plan.

How do I raise prices on existing clients?

Give notice in writing, explain what has improved, and consider keeping early clients on their current price for a period. On HighLevel you can assign a special price to a specific client so the public plan can change while theirs stays the same.

Sources

Prices and features were checked on October 27, 2026. Vendors change plans often; confirm on their sites before buying.