Email and CRM cost for a 10-person company
A small company's software bill is rarely about the mailbox. It comes from buying a second and third tool, each charged per head.
Quick summary
- List what the whole company does every day: send and receive mail, track customers, store files, chat, schedule meetings.
- For each tool, check whether it charges per user or per company, then multiply by your headcount for the coming year.
- Add the hidden costs: moving data, connecting the tools to each other, time to learn them.
What a 10-person company usually needs
- Email on the company domain for every person, plus a few shared inboxes such as sales@ or accounts@.
- A place for customers, deals, quotes and contracts, so customers stay with the company when someone leaves.
- Somewhere to store and co-edit files, documents and spreadsheets.
- Internal chat, separate from personal social media accounts.
- A shared calendar for meetings and customer appointments.
Two ways of charging
Per user: every account is a seat, in every tool. One seat for email, another for customer management. Hire one more person and every bill goes up.
Per organisation: one payment for the whole company buys shared storage and a mailbox allowance. Adding people within the allowance does not change the bill.
A formula for buying each tool separately
Take the quote you get from each provider and fill in the formula below. Work it out for a whole year, since most per-user tools require an annual commitment.
With 10 people, every per-user line is multiplied by 10. If you plan to hire during the year, use the headcount you expect at year end, not today's.
The same needs on VNe for 10 people
A 10-person company fits the Starter plan: ₫199,000 a month for the whole company, or ₫1,990,000 paid yearly (about ₫166,000 a month). Spread out, that is about ₫19,900 per person per month, covering both email and customer management. The plan includes:
- 20 personal mailboxes and 50 shared mailboxes
- 50 GB of storage shared by the whole company
- 3 domains
- Chat, calendar, Drive, Office, Sales (customers, deals, quotes, invoices, contracts) and the AI Assistant in one account
Growing from 10 to 20 people costs the same. Prices here come from the same plan list as the Pricing page.
Hidden costs people forget
- Moving old mail and customer lists from the current system to the new one.
- Connecting email to customer management: two tools from two vendors often need an extra connector, sometimes charged separately.
- Learning time: every extra tool is one more account, one more password, one more place staff forget to update.
- Storage: per-user plans usually give each person a fixed share, and heavy users need their own upgrade.
When per-organisation pricing is not cheaper
- Two or three people who only need email: an email-only plan elsewhere may cost less.
- Few people storing a lot of data: shared storage runs out before the mailbox allowance does.
- A company tightly tied to a specialist tool: switching costs may outweigh the savings.
Questions
What happens when we pass 20 people?
The next plan is Growth, ₫2,990,000 a month with 40 personal mailboxes. It is still charged per company, not per head. Change plans on the Billing page.
Is there a free plan to start with?
There is a Free plan with no time limit and no card, up to 5 mailboxes. Enough for a few people to try email and Sales before the whole company moves.
If we leave later, do we lose data?
No. You can export all mail as standard MBOX/EML and your Drive files, and take them elsewhere.
Do you issue VAT invoices?
Yes. Fill in your invoice details on the Billing page, or message support. Every payment also has a PDF receipt you can download right away.