The verdict in three sentences
A sales department that spends 2 days a month consolidating Excel files steers with figures three weeks old. Power BI reporting connected to the CRM and ERP costs EUR 8,000 to 25,000 excl. VAT to set up and EUR 14 per user per month for a Pro license, with an automatic daily refresh. The project ships in 4 to 8 weeks if source data is clean.
Full budget of a sales Power BI project
Price depends on the number of sources, data quality and the level of detail expected (per rep, per customer, per product family). 2026 orders of magnitude.
| Item | Simple SME (CRM only) | SME with 50 reps (CRM + ERP) | Note |
|---|---|---|---|
| KPI scoping | EUR 1,000 | EUR 2,000 to 3,000 | 10 to 20 KPIs validated with management |
| Source connections | EUR 2,000 | EUR 4,000 to 8,000 | HubSpot, Salesforce, Sage, Odoo, Cegid |
| Data model and cleaning | EUR 2,000 | EUR 4,000 to 7,000 | Customer dedup, product master data |
| Dashboards | EUR 2,000 | EUR 3,000 to 5,000 | 4 to 8 pages, mobile layout |
| Row-level security (RLS) | Included | EUR 1,000 to 2,000 | Each rep sees their own scope |
| Training and testing | EUR 1,000 | EUR 1,000 to 2,000 | 2 sessions of 3 hours |
| Total | about EUR 8,000 | EUR 15,000 to 27,000 | 4 to 8 weeks |
Licenses: what you will pay each month
| License | 2026 price | For whom | Annual cost for 60 users |
|---|---|---|---|
| Power BI Pro | EUR 14 per user per month | Creators and viewers | EUR 10,080 |
| Power BI Premium per user | EUR 24 per user per month | Large volumes, frequent refresh | EUR 17,280 |
| Included in Microsoft 365 E5 | EUR 0 extra | Companies already on E5 | EUR 0 |
| Fabric F64 capacity | about EUR 5,000 per month | Over 300 viewers | EUR 60,000 |
| Looker Studio alternative | Free | Small volumes, Google sources | EUR 0 |
For 50 reps, 6 managers and 4 executives, Pro remains the right choice: 60 x EUR 14 = EUR 840 per month. Fabric capacity only pays off above roughly 300 viewers.
What makes the project succeed or fail
| Factor | Effect on timeline | Advice |
|---|---|---|
| Poorly filled CRM (stages, amounts) | +2 to 4 weeks | Make 5 fields mandatory before the project |
| Different customer codes in CRM and ERP | +1 to 3 weeks | Build a single mapping table |
| Too many KPIs requested | Unreadable dashboards | Limit the home page to 12 KPIs |
| ERP on a local server | +1 week | Data gateway on an always-on machine |
| No sales sponsor | Low adoption | Weekly sales review in Power BI from day one |
Mini case study
Julien, sales director of an industrial supplies distributor in Lille, manages 50 reps. He and his financial controller each spend 2 days a month consolidating Salesforce and Sage exports: 48 days a year, about EUR 21,600 at a loaded daily cost of EUR 450.
The Power BI project costs EUR 19,000 excl. VAT, plus EUR 10,080 in annual licenses. Reporting becomes daily, and Julien spots customers with falling orders 8 days earlier on average. Recovering just 2% of an at-risk portfolio of EUR 1.2 million brings EUR 24,000 of revenue. In year one, time saved already covers the licenses, and the project pays back in 10 to 14 months including preserved revenue.
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FAQ
Power BI or Excel with macros?
Macros automate part of the work but stay fragile and hard to share properly. Power BI refreshes on its own, manages rights per rep and opens on mobile, for EUR 14 per user per month.
Do we need an in-house data engineer?
Not for an SME: a provider builds the model, then a financial controller trained in 2 sessions of 3 hours handles simple changes. Allow 2 to 4 days of external work per year for heavier additions.
Which refresh rate should we choose?
The Pro license allows 8 refreshes a day, which is enough for sales steering. A daily refresh at 6 a.m. covers the vast majority of needs.
My CRM is HubSpot, is it compatible?
Yes, HubSpot, Salesforce, Pipedrive, Zoho and Odoo connect through a native connector or API. Connection cost ranges from EUR 1,500 to 4,000 depending on the source.
Can we start small?
Yes: a first dashboard on the CRM pipeline ships in 3 weeks for about EUR 6,000 to 8,000. ERP data and margins are added later.
Let's scope your project. We define your KPIs, connect CRM and ERP and deliver Power BI reporting for EUR 8,000 to 25,000 excl. VAT in 4 to 8 weeks. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
