Wealth management CRM: what advisory firms need and what it costs

A wealth management CRM records the household, the accounts under it, onboarding, reviews, and written advice you may have to produce later. For 25 users as of October 2026, Redtail Growth at USD 59 a user per month billed yearly is about USD 17,700 a year, and Wealthbox Pro at USD 75 is about USD 22,500. Dynamics 365 Sales Enterprise lists at USD 105 per user per month paid yearly, about USD 31,500 before Power Automate or Power Apps. Salesforce Financial Services Cloud Sales Core prints USD 325 per user per month, and that PDF does not state the billing term. Custodian feeds and a five-year file sit outside those seat totals.

The rest of this page maps the workflows a 20 to 100 person advisory firm runs, shows which of them are already in an advisor CRM, and prices the gap if you extend Dynamics 365 Sales or Odoo CRM. We implement both of those general systems for firms in this size range. The decision is whether your next dollar buys a specialist seat or a household model you own.

What the client record has to hold

Advisors rarely work a single person in isolation. A household can include spouses, adult children, a trustee, and an accountant who calls about the same meeting. One advisor, writing about day-to-day use, put the test this way: "Whether looking at one household or all of my business together, I can get to the info I need quickly and easily." That line is from Redtail's pricing page. It describes the record you are buying: one household, the people on it, and a way to see the whole book.

For a firm of this size, the working record usually has six parts.

1. The household, plus each related person, with a role (client, spouse, beneficiary, COI, referral source).
2. The accounts that sit under that household, including custodian and account type, even when positions stay in the portfolio system.
3. An onboarding checklist that more than one role touches: agreements, beneficiary forms, transfer paperwork, first meeting.
4. A review cadence: who is due, what was discussed, and the note that goes with the meeting.
5. Referral source and the intro that followed, so the partners can see which relationships produce clients.
6. A file of written communications about recommendations, movement of funds or securities, and orders, kept so it can be produced later.

Pipeline stages, tasks, and a quote do not cover that list. They cover a sales motion. Many firms need both: a pipeline for prospects, and a household file for people who are already clients. If those live in two spreadsheets plus an inbox, the CRM project is the merge.

What each product already contains

Advisor CRMs publish the household and the workflow. General CRMs publish the pipeline, the account, and the contact, and they leave the wealth objects to configuration or custom code.

Wealthbox Basic includes contact and household management and one pipeline, at USD 59 per user per month. Workflows and two-way email sync start on Pro, at USD 75. Premier is USD 99, and Enterprise is custom. The comparison table on that page includes compliant note archiving on the listed plans. File storage is 2 GB on Basic, 5 GB on Pro, 10 GB on Premier, and 20 GB on Enterprise. Wealthbox states that the company is SOC 2 Type II with 256-bit encryption. Its own FAQ wording is: "For most advisory firms, the Pro plan offers the best value with workflows, email sync, and broadcast email." (Wealthbox pricing). The signup links for the named tiers use a yearly plan URL. A separate monthly rate is not printed, so budget the figure on the page and ask before you assume a month-to-month premium. An AI Notetaker add-on is listed at a special introductory rate of USD 49 per user per month. If a consultant uses a notetaker, a person on your side still decides what is saved to the household file.

Redtail Launch is USD 39 per user per month billed yearly, or USD 45 billed monthly, and it stops at 5 users. Growth is USD 59 billed yearly or USD 65 billed monthly, with unlimited users. Enterprise is custom and requires a minimum license commitment. On the comparison table, automated workflows, permissions, email, calendar, and contact sync, and bulk email are on Growth. Redtail Imaging, including audit trails and 200 GB, is included with Growth. Redtail Speak, which is archived texting and is subject to broker-dealer approval, is also on Growth. A 20 to 100 person firm that stays on Redtail is already past Launch. One user described the draw in plain terms on that same page: "Workflows are the best in the industry and I have used several CRMs. If you like checklists or organized processes this is the CRM for you."

Dynamics 365 Sales includes lead, opportunity, account, and contact management, plus quotes, orders, and invoices, according to Microsoft's Sales comparison footnotes. That is a full commercial record for a company that sells and bills. It is not a household-and-holdings model. Microsoft's public financial-services overview, updated on the page as 2026-01-23, describes cloud infrastructure, compliance tooling, and industry templates. It does not list a Dynamics 365 Sales wealth-household module or a custodian data feed. Power Automate and Power Apps require additional licenses. Relationship Sales, which bundles Sales Enterprise with LinkedIn Sales Navigator, is priced as variable, requires a 10-seat minimum, and is quote-only. Microsoft says the seat figures are informational and that the checkout price can differ by currency, country, and region.

Odoo CRM is a lead and opportunity pipeline with activities, email on the opportunity, quotations, and forecasting. The public app page does not describe households, accounts under a household, custodian positions, or a compliance note archive. As of October 2026, an Odoo Apps Store search for financial advisor returned third-party modules (an AI financial-analysis app at USD 2.96 and a private-appointment app at USD 10.08). It did not surface an Odoo-published wealth CRM or custodian connector. Small add-on prices like those are module fees, not a household design.

• Household and related people (Wealthbox: On Basic and up · Redtail: Users on the pricing page describe a household view; workflows start on Growth · Dynamics 365 Sales: Account and contact only, on the public Sales comparison · Odoo CRM: Not on the CRM app page)
• Onboarding or review checklist (Wealthbox: Workflows from Pro · Redtail: Automated workflows on Growth · Dynamics 365 Sales: Activities and tasks; a checklist app is extra licensing if it is Power Apps · Odoo CRM: Activities on the opportunity)
• Note archive aimed at examiners (Wealthbox: Compliant note archiving listed on the plans · Redtail: Imaging with audit trails on Growth, 200 GB · Dynamics 365 Sales: Documents you design and retain · Odoo CRM: Not described on the CRM app page)
• Positions and transactions on the contact (Wealthbox: Named custodian connections in the integration directory · Redtail: Not priced on the plan page · Dynamics 365 Sales: No custodian feed on the financial-services overview · Odoo CRM: No Odoo-published connector in the app search above)
• Quotes and invoices (Wealthbox: Not part of the seat features cited here · Redtail: Not part of the plan table cited here · Dynamics 365 Sales: Quotes, orders, and invoices included · Odoo CRM: Quotations on the CRM app)

Read the table as a whole. Wealthbox and Redtail show household, checklist, and note-archive features on the advisor seat. The quotes and invoices row shows those commercial documents on Dynamics 365 Sales and Odoo, and not in the specialist seat features cited here. Dynamics 365 Sales and Odoo already contain the commercial documents (quotes, orders, invoices, or quotations) and lack the wealth objects. That is the trade.

What 25 users cost at list price

Assume 25 people who each need a full login. Multiply the published per-user rate by 25 and by 12. All figures below are as of October 2026.

• Redtail Launch (Published rate: USD 39 yearly / USD 45 monthly · 25 users for 12 months: USD 11,700 / USD 13,500 · How the vendor bills: Yearly or monthly, 5-user cap, so this row fails the headcount)
• Redtail Growth (Published rate: USD 59 yearly / USD 65 monthly · 25 users for 12 months: USD 17,700 / USD 19,500 · How the vendor bills: Yearly or monthly, unlimited users)
• Wealthbox Basic (Published rate: USD 59 · 25 users for 12 months: USD 17,700 · How the vendor bills: Yearly-plan signup URL; monthly rate not printed)
• Wealthbox Pro (Published rate: USD 75 · 25 users for 12 months: USD 22,500 · How the vendor bills: Same yearly-plan pattern; workflows and email sync included)
• Wealthbox Premier (Published rate: USD 99 · 25 users for 12 months: USD 29,700 · How the vendor bills: Same pattern)
• Wealthbox Pro plus AI Notetaker (Published rate: USD 75 + USD 49 · 25 users for 12 months: USD 37,200 · How the vendor bills: Notetaker is a special introductory rate, per user)
• Dynamics 365 Sales Professional (Published rate: USD 65 · 25 users for 12 months: USD 19,500 · How the vendor bills: Per user per month, paid yearly; informational list price)
• Dynamics 365 Sales Enterprise (Published rate: USD 105 · 25 users for 12 months: USD 31,500 · How the vendor bills: Paid yearly; Power Automate and Power Apps extra)
• Dynamics 365 Sales Premium (Published rate: USD 150 · 25 users for 12 months: USD 45,000 · How the vendor bills: Paid yearly; includes 1,000 Copilot Credits)
• Salesforce FSC Sales Core / Advanced / Max (Published rate: USD 325 / USD 500 / USD 700 · 25 users for 12 months: USD 97,500 / USD 150,000 / USD 210,000 · How the vendor bills: Printed per user per month; annual commitment not stated)
• Salesforce FSC Sales and Service Core / Advanced / Max (Published rate: USD 350 / USD 525 / USD 725 · 25 users for 12 months: USD 105,000 / USD 157,500 / USD 217,500 · How the vendor bills: Same caveat on the billing term)

Sources for the table, in row order: Redtail plans, Wealthbox pricing, Dynamics 365 Sales US pricing, and the Financial Services Cloud pricing PDF.

On those numbers, Redtail Growth billed yearly is the lowest unlimited advisor plan in the table, at USD 17,700. Wealthbox Pro is USD 4,800 a year more, at USD 22,500, and that is the tier where Wealthbox starts workflows and two-way email sync. Sales Professional, at USD 19,500, matches Redtail Growth billed monthly and is USD 1,800 above Growth billed yearly. Sales Enterprise, at USD 31,500, is USD 9,000 above Wealthbox Pro, and the public Sales comparison still lists accounts and contacts, not households. Adding the Wealthbox notetaker for all 25 users moves Pro from USD 22,500 to USD 37,200, above Sales Enterprise's license line. Only the USD 49 notetaker portion is a special introductory rate. The USD 75 Pro seat is the published plan price.

Treat the Salesforce column as a printed rate, not a confirmed annual contract. If USD 325 per user per month is in fact the monthly charge, Sales Core for 25 users is USD 97,500 a year, which is USD 66,000 above Sales Enterprise and USD 79,800 above Redtail Growth. If that printed per-user figure were something other than a monthly charge, the yearly total would change, and the PDF does not say which reading is right. Advanced and Max, and the Sales and Service editions, scale in the same way: USD 500 becomes USD 150,000, USD 700 becomes USD 210,000, USD 350 becomes USD 105,000, USD 525 becomes USD 157,500, and USD 725 becomes USD 217,500, each time only if the printed figure is the monthly charge. Salesforce's pricing FAQ says Financial Services Cloud includes the features of Sales Cloud and Service Cloud plus an industry-specific data model, and that it is one product across wealth, insurance, and banking. You would be paying that data model for the whole firm, at rates several times an advisor CRM seat.

Canada list prices for the same Dynamics 365 Sales plans, for a firm with Canadian staff, are CAD 88.20, CAD 142.50, and CAD 203.50 per user per month, paid yearly, plus applicable tax, on the Canada pricing page. For 25 users that is CAD 26,460, CAD 42,750, and CAD 61,050 a year before tax. Confirm Odoo's currency at checkout. The figures below are the ones on the US pricing page.

Odoo's US pricing page shows four Standard figures at once (USD 24.90, USD 31.10, USD 31.10, and USD 38.90 per user per month) and four Custom figures (USD 49.00, USD 61.10, USD 61.00, and USD 76.20), beside Yearly and Monthly controls. The discount is valid for 12 months for the initial users ordered. For 25 full users, those Standard figures come to USD 7,470, USD 9,330, USD 9,330, and USD 11,670 for twelve months. The Custom figures come to USD 14,700, USD 18,330, USD 18,300, and USD 22,860. Use the figure that matches the Yearly or Monthly control you have selected, and ask what the rate is after the 12-month discount. A Light User is shown at USD 8.90 and is limited to named employee self-service and read-only uses. It is not a full CRM seat, so do not put advisors on it. The one-app plan is USD 0 for unlimited users on Odoo Online, and it is a single generic app, not a wealth data model.

Subscription prices on Odoo exclude Odoo.sh hosting, implementation, and maintenance of custom code. The only published services prices in this comparison are Odoo Success Packs. For new customers, first pack only, they list at USD 493 (4 hours), USD 3,060 (25 hours), USD 5,950 (50 hours), USD 10,625 (100 hours), and USD 21,250 (200 hours). Returning-customer prices on the same page are USD 580, USD 3,600, USD 7,000, USD 12,500, and USD 25,000. The estimator says to contact Odoo above 50 users, and that 80% of projects in the illustrated scope go live in 200 hours or less. Odoo also says companies under 50 employees usually buy Success Packs from Odoo, and companies over 50 employees usually use a partner. A 20 to 100 person firm can fall on either side of that employee line, and a firm near 50 users is already at the point where the estimator says to call. Those hour packs are Odoo-delivered time for the scope Odoo illustrates. Household objects and an inbound feed are outside the public CRM app, so ask whether they are inside the illustration before you treat 200 hours as your number. Microsoft's Sales pricing pages publish license prices and do not publish an implementation price, so every bidder still has to price hours, names, and a phase plan. Ask each bidder to price data migration, the household objects, and the custodian connection as separate lines.

What the books-and-records rule requires you to keep

This is the record an SEC-registered adviser has to be able to produce. A CRM archive stores evidence. It does not replace a compliance opinion, and this section is not legal advice. Have counsel read your own facts against the rule.

Under 17 CFR 275.204-2, an SEC-registered investment adviser must keep specified books and records. Those include originals of written communications received, and copies of written communications sent, that relate to recommendations or advice, receipt or delivery of funds or securities, and orders. Most of those records must be kept in an easily accessible place for at least five years from the end of the fiscal year of the last entry, the first two years in an appropriate office. Electronic storage is allowed if records can be indexed, produced promptly, duplicated, and protected from loss, alteration, or destruction, with access limited to authorized personnel and the Commission.

The same rule requires records of each advisory brochure, brochure supplement, and Form CRS given to a client, and of the dates they were given, plus advertisements the adviser disseminates. It does not name a CRM product. It does not say that a CRM note archive by itself satisfies the rule. A note archive is a place you can store evidence. Whether your storage meets the index, prompt-production, duplicate, and access conditions is a question for the way you configure retention, export, and permissions, then for your compliance officer.

Wealthbox lists compliant note archiving as a plan feature. Redtail Imaging on Growth includes audit trails and 200 GB. Those are product descriptions. Map them to the rule yourself: can you index a recommendation email, produce it promptly, duplicate it, and show that access is limited? Wealthbox storage of 2 GB, 5 GB, 10 GB, or 20 GB fills quickly if the archive is also the file room for statements and signed forms. Redtail's 200 GB on Growth is a different ceiling, and it is not on Launch. Meeting notes alone are a smaller storage problem than the same five years of attachments. Count your attachments before you pick a tier for the gigabytes.

Where custodian feeds move the budget

Seat math is what vendor pages print in large type. The feed is where a general CRM stops being a subscription and becomes a project.

Wealthbox's integration directory lists custodian and portfolio connections, including Charles Schwab (account details, positions, and transactions on the contact via single sign-on), Fidelity Wealthscape, Altruist, Axos Advisor Services, Black Diamond, and Addepar. The directory does not print a fee for any of those feeds. The Altruist listing describes combining customer data in Wealthbox with custodial data on the Altruist platform with no manual re-entry. Absence of a printed fee is not a promise that setup, mapping, or a later custodian change is free. Ask Wealthbox, and ask the custodian, what is included in the seat and what is a services engagement. Then compare that answer with a custom feed on a general CRM, where the build is obviously extra.

On Odoo, the plan depends on who places the call. Odoo says the external API, meaning an outside system calling Odoo's JSON-RPC or XML-RPC API, is part of the Custom plan. Calls that Odoo itself initiates to an outside service are not treated as the external API and can sit on the Standard plan. A custodian or portfolio system that pushes positions into Odoo is the first kind of call, so the license conversation moves from the Standard figures (USD 24.90 to USD 38.90 on the four displayed rates) to the Custom figures (USD 49.00 to USD 76.20). For 25 users that is the difference between a first-year band of USD 7,470 to USD 11,670 and a first-year band of USD 14,700 to USD 22,860, using the four rates the page shows, before hosting and before anyone writes the mapping. Custom code maintenance is excluded from the subscription. Odoo.sh hosting is excluded too. The feed's ongoing cost is a maintenance line, not a seat.

On Dynamics 365 Sales, the same gap shows up as extra licenses and design time. The public financial-services overview does not list a custodian feed. If the integration is a Power Automate flow, or the household screen is a Power App, those require additional licenses beyond Sales Professional, Enterprise, or Premium. Salesforce's FAQ makes the parallel point for Financial Services Cloud: many outside systems integrate directly, and those that do not can require MuleSoft licenses or an integration partner. In all three general products, owning the CRM license and having the custodian write onto the household are different purchases.

Bring three artifacts to that conversation: a household that has more than one person and more than one account, a review note you would hate to lose, and the name of the system that holds positions today. Those three decide the scope faster than a feature matrix.

When a general CRM is enough

A general CRM covers the firm that wants a pipeline, tasks, and quotes, and that is willing to leave positions, performance, and trading in the custodian or portfolio system. Dynamics 365 Sales already has accounts, contacts, quotes, orders, and invoices. Odoo CRM already has opportunities, activities, email, and quotations. If your pain is missed follow-up on prospects and a messy intro list, you can start there and keep the advisor work in the specialist system you already run, or in the custodian's portal.

It becomes a build when the firm wants household rollups, a review workflow, and an examinable note archive inside the CRM. Wealthbox includes household management from Basic. Redtail's users describe working from the household, and workflows arrive on Growth. On Sales and Odoo those objects are custom objects, activities, and documents, plus the license consequences above. Firms that want the client record next to invoicing use the quotes, orders, and invoices in Sales, or the quotations in Odoo, and they take on the household build those products do not ship. Staying on Wealthbox or Redtail keeps the household tools and workflows those vendors publish on the plans above. Answer for the firm you have this quarter.

Redtail's 5-user cap on Launch is why the last question is there. Past five logins, Growth is the published Redtail plan that includes workflows and imaging. A firm in the 20 to 100 person range does not get those features on the USD 39 seat.

How to staff the work and what to ask every bidder

The tests that matter are the people named on the project, the hours against each workflow, references from a firm of similar size, a phase plan, and who owns the custom code after go-live. A vendor badge does not answer any of those. For a general CRM, our CRM implementation work is scoped around that list: the household and the pipeline you will use, then the feed, then the archive.

Use this order when you take proposals. It keeps the seat from swallowing the project.

1. Write the household model on one page: people, roles, accounts, and who may see them. If two advisors serve one family, say so.
2. List the onboarding checklist and the review cadence as steps with an owner. A workflow you cannot describe will not survive configuration.
3. State the retention behavior you need for notes and email: index, prompt export, duplicate, restricted access, five years from the fiscal year of the last entry for SEC-registered records. Ask the bidder to show that behavior on a sample household.
4. Name the custodian or portfolio system. Require a separate price for the connection, including who maps fields and who pays if the custodian changes the file layout.
5. Price data migration on its own line. Wealthbox's pricing page asks "How easy is it to migrate my CRM data?" Make every finalist answer it on your file: households, accounts, notes, and email history, with a sample load before you sign. Keeping client data clean is the work before that load, not a task you leave for the week of go-live.
6. Ask who maintains custom code, at what rate, and whether you can take the code with you. Odoo subscriptions exclude maintenance of custom code. Dynamics household screens built as Power Apps bring their own licenses.
7. Compare storage with your attachments. Wealthbox's published caps run from 2 GB to 20 GB by tier. Redtail Imaging on Growth includes 200 GB. A note archive that also holds statements will hit the smaller caps first.

Odoo's published path splits by size. Under 50 employees, Odoo says firms usually buy Success Packs. Over 50 employees, Odoo says firms usually use a partner. Above 50 users, the pack estimator says to contact Odoo. Partner day rates are not on that page, so the bid has to state the rate, the hours, and the names. CRM implementation phases and pitfalls is a useful checklist for those hours: discovery, configuration, migration, training, and the weeks after go-live, each with an owner.

If the firm also wants invoicing in the same system, look at the commercial objects you already get. Dynamics 365 Sales includes quotes, orders, and invoices on the license you are pricing. Odoo includes quotations on the CRM app, and the wider suite is how billing stays next to the client record once you accept the cost of building households. Neither public page ships the custodian directory Wealthbox prints. Budget the feed either way.

A practical first phase for many firms is the household, the people on it, the onboarding checklist, and the review note, with positions still opened at the custodian. The second phase is the feed, once you have seen a month of clean notes and you know which fields are worth mapping. Firms that reverse that order pay for integration before they agree what a household is. The seat prices above are real, and they are the small line once a custodian is writing into a system you have customized. Price that line before you sign the seats.

How Flectic can help

Flectic sets up Dynamics 365 Sales around how your team sells, with clear stage rules and quotes on the opportunity, for sales teams of 20 to 100 people in the US and Canada. Advisory firms with a smaller team should compare the niche tools in this guide before they commit to a general platform. The first build puts lead and opportunity management live for one team before you commit to a wider rollout. Review the Dynamics 365 Sales service, then book a free discovery call with Flectic.

Sources

• Dynamics 365 Sales pricing (United States), Microsoft, October 2026
• Dynamics 365 Sales pricing (Canada), Microsoft, October 2026
• Odoo Pricing, Odoo, October 2026
• Odoo Success Packs, Odoo, October 2026
• Odoo CRM, Odoo, October 2026
• Odoo Apps, financial advisor search, Odoo, October 2026
• Wealthbox CRM Pricing, Wealthbox, October 2026
• Wealthbox CRM Integrations, Wealthbox, October 2026
• Redtail Plans, Redtail Technology, October 2026
• Financial Services Cloud pricing PDF, Salesforce, October 2026
• Financial Services Cloud Pricing FAQ, Salesforce, October 2026
• 17 CFR 275.204-2 Books and records to be maintained by investment advisers, Legal Information Institute, October 2026
• What is Microsoft for Financial Services?, Microsoft Learn, October 2026