Your brand, your clients
White label CRM for agencies
Agencies ask for this for two different reasons, and the right build is different in each case. One is a system you sell on, the other is a system you run your own clients' work in. Worth separating before anyone quotes.
Two very different requests
One: a product you resell. You want your own CRM to sell to your clients, on your domain, under your brand, at your price. Each client gets their own instance or their own space inside one system, and you keep the customer relationship and the margin.
Two: a system for running your agency, where clients get a branded portal to see their own work, approve things and pay. The brand matters because your client sees it, but you are not selling software.
These are quoted differently because the hard parts differ. A resold product needs tenancy, provisioning, billing and support paths. An agency system needs a portal and the permissions around it. Businesses that describe one and mean the other lose a month, so the first question in discovery is which of the two this is.
A quick test: will a client ever pay you specifically for access to the software? If yes, you are building a product and need tenancy. If no, you are building a portal, which is faster and cheaper.
What white label actually has to cover
Branding is the easy part and the part people ask about first. The rest is what decides whether reselling works.
| Requirement | Why it matters | Difficulty |
|---|---|---|
| Your domain and certificate | crm.youragency.com, not a vendor subdomain | Easy |
| Logo, colours and sender identity | Including emails, which are usually missed | Easy |
| No trace of the builder | No footer credit, no support link to us | Easy, and it is our default |
| Separate client data | One client must never see another's records | This is the real engineering |
| Provisioning a new client | Setting one up should take minutes, not a deployment | Moderate |
| Per client configuration | Different stages and fields per client, same codebase | Moderate |
| Billing and access control | Suspend for non payment without deleting anything | Moderate |
| A support path that ends with you | Your clients contact you, and you contact us | A process, not a feature |
Read the difficulty column as the price. Branding is hours. Tenancy, provisioning and per client configuration are the build.
Separate instances or one system with tenants
The decision that shapes everything else, and it is worth making on evidence rather than instinct.
Separate instances means each client gets their own deployment and their own database. Isolation is absolute, a client can be handed their system if they leave, and one client's load cannot affect another. The cost is operational: ten clients means ten sets of updates and backups, which is fine with automation and painful without.
One system with tenants means a single deployment where every record belongs to a client and the boundary is enforced in the data layer. One update reaches everyone, provisioning takes minutes, and a mistake in that boundary is a serious incident, which is why the boundary is tested rather than assumed.
Our default recommendation: separate instances below about eight clients, tenancy above it, and tenancy from the start if you expect to sell to more than twenty. Changing your mind later is possible and it is not cheap, which is why we insist on the growth question during discovery.
The commercial terms, plainly
This is the part agencies actually want to know, so here it is without the negotiation.
The build is a fixed price, in the Custom system band from 19,900 dollars because tenancy and provisioning put it there. You own the code and it sits in your repository.
There is no revenue share and no per client fee to us. What you charge your clients is your business, and we do not want to know the number, because a licence that scales with your success is precisely what you are trying to escape by building.
Ongoing, most agencies take aftercare at 290 a month for hosting management, monitoring, security updates and four hours of changes, with further work at 60 an hour. Some take the code and maintain it themselves, which is a legitimate outcome and one we support at handover with documentation and a deployment walkthrough.
Two things we ask for in return. Your clients contact you and not us, because a support path with two doors confuses everyone. And if you resell it, the brand on the product is yours, which means the quality of it reflects on you, so we would rather over specify the boundary between clients than under specify it.
Open source CRM as a starting point
Agencies looking at white label options often consider an open source CRM first, sometimes searched as opensource CRM,, because the licence is free and the code can be rebranded. It is a fair option with a cost that arrives later: you take on upgrades, security patches and the parts of the code you customised, for every client you deploy it to.
The difference with a white label build from us is ownership of the maintenance, not of the code. You still own the code and the client data, but upgrades and security work are covered in the care plan instead of becoming your agency's unpaid job. For an agency with two or three clients on it, open source can work. With ten, the maintenance decides the margin.
What we build
What a white label build includes
Everything needed to put your name on it and hand a working instance to a client the same week.
Your brand throughout
Domain, certificate, logo, colours, email sender identity and document templates, with no reference to us anywhere in the product.
A tested client boundary
Whichever model you pick, the isolation between clients is tested explicitly and the tests ship with the code.
Provisioning in minutes
A documented path to a new client instance or tenant, with their configuration, users and starting data.
No revenue share
A fixed build price, no per client fee and no licence to us. Your pricing is yours, and the code is in your repository.
Questions we get asked
What is a white label CRM?
A CRM you sell or supply under your own brand: your domain, your logo, your email sender, your pricing and no reference to whoever built it. The meaningful part is not the branding, which is hours of work, but the isolation between your clients' data and how quickly you can set a new one up.
Can we resell it to our clients?
Yes. There is no revenue share and no per client fee to us, and what you charge is your business. The build is a fixed price in the Custom system band, because tenancy and provisioning put it there, and the code sits in your own repository from handover onward.
Separate instances or one multi tenant system?
Separate instances below about eight clients, because isolation is absolute and a leaving client can be handed their system. Tenancy above that, and from the start if you expect more than twenty clients, because one update reaching everyone is worth more than the operational simplicity of separate deployments.
Who supports our clients?
You do, and we support you. A support path with two doors confuses everybody and undermines the brand you are putting on the product. We handle the underlying system through your aftercare agreement, and your clients only ever see your name and your response times.
What does a white label CRM cost?
From 19,900 dollars as a fixed price, because tenancy, provisioning and per client configuration sit in the Custom system band. Aftercare is 290 a month if you want us managing hosting and updates, and some agencies take the code and maintain it themselves after a handover walkthrough.
Tell us how your business works. We will quote the CRM that fits it.
A 30 minute written brief from you, a fixed price and a two page scope from us within two business days. No call required, no obligation.