Best On-Premise CRM Software 2025

Best On-premise CRM 2025: a quick overview

• Maximizer CRM: A highly customizable and robust CRM solution, offering tailored features that provide exceptional flexibility for businesses of various sizes, ensuring a personalized approach to customer relationship management.
• Microsoft Dynamics 365: A CRM and ERP solution that offers integration with Microsoft’s broader ecosystem. Its on-premise version supports businesses with analytics, workflow automation, and tools to enhance operational efficiency.
• Sugar CRM: A flexible CRM platform designed to manage customer interactions and automate workflows. SugarCRM’s on-premise option is well-suited for businesses that require customization and value data ownership.
• Act!: A straightforward CRM system aimed at small to mid-sized businesses. Act! provides essential tools for managing contacts and tracking sales, making it a practical choice for organizations with simpler requirements.

What is on-premise CRM?

On-premise CRM is a customer relationship management solution installed directly onto an organization’s servers and managed locally. Unlike cloud-based CRMs that store data on external servers, on-premise CRM software gives businesses full control over their data and infrastructure. This approach is ideal for organizations with strict compliance requirements or those that prefer a self-managed system.

Why is on-premise CRM still relevant?

Despite the rise of cloud-based CRM systems, on-premise CRM software remains a valuable option for many businesses. It offers unmatched data security, customization and privacy, making it ideal for sectors like finance, healthcare, and government. Organizations with robust IT departments can fully customize the system to their needs, ensuring it integrates easily with their existing workflows.

• Data security: On-premise CRM offers superior control over sensitive data, making it ideal for industries with strict privacy requirements like healthcare and finance.
• Customization: It allows for complete system customization, enabling businesses to tailor the CRM to their unique workflows and requirements.
• Privacy: On-premise solutions provide greater privacy, ensuring that all customer data stays within the organization’s physical premises, reducing the risk of external breaches.
• Integration flexibility: With an on-premise setup, businesses can easily integrate CRM systems with other on-site software, ensuring a smooth flow of information across the organization.

On-premise CRM vs cloud CRM

When choosing between on-premise CRM and cloud CRM, the decision often hinges on specific business needs. On-premise CRM offers complete control over data and infrastructure, which is essential for organizations with stringent security or compliance requirements. On the other hand, cloud CRM is more flexible and cost-effective, with quick deployment and remote accessibility. For a deeper comparison, check out our dedicated blog on on-premise CRM vs cloud CRM.

Best on-premise CRM 2025

1. Maximizer

Maximizer is a highly customizable CRM solution that offers both cloud and on-premise deployment options. For businesses that prioritize full control over their data, Maximizer’s on-premise CRM option is a powerful choice. It integrates sales, marketing, and customer service functionalities into one unified platform, which is particularly beneficial for industries such as financial services. Maximizer ensures compliance with strict privacy regulations, such as PIPEDA, making it a preferred choice for businesses with sensitive data needs.

With its advanced sales tracking, workflow automation, and strong data security features, Maximizer offers a robust on-premise CRM solution that empowers businesses to optimize operations while maintaining full control over their data.

Key features:

• Customizable dashboards: Tailor your CRM system to match your business needs and track key metrics.
• Sales automation: Simplify the sales process by automating follow-ups and tasks.
• Data security: Complete control over sensitive data and full compliance with industry regulations.
• Scalability: Ability to expand and adjust workflows as your business grows.
• Full customization: Personalize the CRM to fit your industry-specific requirements.

Pricing:

• Contact for pricing options

2. Microsoft Dynamics 365

Microsoft Dynamics 365 is a powerful on-premise CRM solution designed to integrate business operations, customer relationship management, and enterprise resource planning (ERP). Known for its scalability and robust functionality, Dynamics 365 provides a smooth experience for managing customer interactions across sales, marketing, and customer service. The on-premise version gives businesses full control over their data while allowing for deep customization, integration with Microsoft products, and advanced analytics.

Key features:

• Microsoft integration: Easily integrate with Microsoft Office and other enterprise tools.
• Advanced analytics: Provides deep insights into sales and customer data for more informed decision-making.
• Scalability: Suited for businesses that plan to grow and need a CRM that can handle increasing complexity.
• Security and compliance: Data protection and regulatory compliance are top priorities.
• Customizable workflows: Tailor workflows and processes to fit your business model.

Pricing:

• Dynamics 365 Pricing: Custom pricing based on organization size and needs.

3. Sugar CRM

SugarCRM is a highly flexible and customizable CRM that offers both cloud and on-premise deployment options. Its on-premise CRM solution is designed to meet the needs of businesses looking for advanced customization, scalability, and data security. SugarCRM provides tools for sales automation, marketing campaigns, and customer service management, ensuring businesses can manage every aspect of customer relationships in one platform.

Key features:

• Advanced customization: Tailor the CRM to meet your specific needs with robust customization options.
• Sales automation: Improve your sales processes with automation features.
• Comprehensive reporting: Generate reports that provide actionable insights into your business.
• Integration capabilities: Easily integrate with other business applications.
• Robust security: Keep data secure and comply with privacy regulations.

Pricing:

• Essential: $19/user/month
• Standard: $59/user/month
• Advanced: $85/user/month
• Premium: $135/user/month

4. Act! CRM

Act! CRM is a trusted solution tailored for small and medium-sized businesses seeking a powerful yet user-friendly platform to manage customer relationships. Act! CRM provides a blend of robust contact management, sales automation, and marketing tools, enabling businesses to nurture relationships and drive growth. It offers both cloud-based and on-premise deployment options, ensuring flexibility to suit diverse business needs.

Key Features:

• Contact and lead management: Centralize all customer and lead data, track interactions, and access insights for effective relationship building.
• Marketing automation: Create, execute, and track email campaigns with ease using built-in tools.
• Sales pipeline management: Visualize and manage your sales pipeline to close deals faster.
• Integrations: Seamlessly connect with applications like Outlook, Gmail, and QuickBooks.
• Customization options: Tailor workflows, dashboards, and fields to meet specific business needs.

Pricing:

• Act! Premium desktop: Starting at $37.50/user/month

Key features to look for in on-premise CRM

When selecting an on-premise CRM system, it’s essential to evaluate several key features that can significantly impact the success of your CRM strategy. These features not only determine the system’s ability to meet your current business needs but also its capacity to evolve as your business grows and adapts to changing market conditions. The following are some of the most critical features to consider when choosing an on-premise CRM solution:

Data security & compliance

Data security is one of the foremost considerations when selecting an on-premise CRM. With on-premise systems, businesses have full control over where and how their data is stored, ensuring that sensitive customer information is protected from potential cyber threats. This level of control is particularly beneficial for organizations in industries with stringent data protection requirements, such as healthcare, finance, and legal services. On-premise CRM systems often allow businesses to implement their own security protocols, such as encryption, firewalls, and secure access controls, which can help ensure compliance with industry regulations.

In addition, on-premise CRM solutions give organizations the ability to manage disaster recovery processes and backup systems, offering an extra layer of security in case of system failures or breaches. The ability to store data on in-house servers minimizes reliance on external third-party providers and can provide peace of mind regarding the safety of sensitive data.

• Full control over data storage: On-premise CRM systems allow businesses to manage where and how their data is stored, ensuring compliance with data protection regulations and safeguarding sensitive information.
• Enhanced security protocols: Businesses can implement custom security measures, such as encryption and firewalls, to meet industry-specific requirements and protect data from cyber threats.
• Disaster recovery and backup: On-premise CRM solutions enable businesses to control their disaster recovery and backup systems, adding an additional layer of protection against data loss or system failures.

Scalability

Scalability is another crucial factor in selecting the right on-premise CRM solution. As your business grows, your CRM system must be able to keep up with an increasing volume of data, additional users, and expanding business needs. On-premise CRM systems are often more adaptable than their cloud counterparts, allowing businesses to increase storage capacity, expand user access, and add new features as needed. This means that you won’t be forced to migrate to a new platform or change providers as your business expands. Instead, you can build on your existing infrastructure, adding or modifying elements within your CRM system to ensure it continues to meet your evolving needs.

• Adaptability to growth: On-premise CRM solutions can easily scale with your business, accommodating increased data volume, more users, and expanding requirements without the need to migrate to a new platform.
• Customizable infrastructure: Businesses can modify and expand their existing on-premise CRM system to meet changing needs, ensuring it evolves alongside the business without the disruption of switching providers.
• Long-term cost-effectiveness: On-premise CRM systems offer a scalable solution that grows with the business, reducing the need for costly platform migrations or service changes as your organization expands.

Integration capabilities

In today’s business environment, the ability to integrate your CRM with other systems and tools is essential for optimizing operations and ensuring data consistency across departments. On-premise CRM systems are typically highly customizable, allowing integration with a wide range of enterprise software applications, including accounting systems, ERP (Enterprise Resource Planning) tools, and marketing automation platforms. A CRM that can integrate smoothly with other key business applications means that all your customer data is synchronized across systems, reducing the risk of errors and duplication. This integration also facilitates the automation of critical processes, such as lead management, customer support workflows, and financial reporting.

• Smooth integration: On-premise CRM systems can be customized to integrate with a wide range of enterprise applications, ensuring smooth data flow across accounting, ERP, and marketing platforms.
• Data synchronization: By integrating with other business systems, on-premise CRMs ensure that customer data is consistent and accurate, reducing errors and preventing duplication.
• Process automation: Integration allows for the automation of key workflows, such as lead management and customer support, enhancing efficiency and reducing manual tasks.

Customization

Customization is one of the key advantages of on-premise CRM systems. Unlike cloud-based CRM solutions, which often have limitations on the extent to which they can be tailored, on-premise CRMs offer greater flexibility in terms of adapting the system to your company’s unique processes, workflows, and branding. On-premise CRM systems often come with a wide range of customization options, allowing businesses to design personalized dashboards, reports, and user interfaces that suit their specific needs. Custom workflows can be set up to align with how your organization operates, from sales funnel stages to customer support escalation processes.

• Greater flexibility: On-premise CRM systems provide extensive customization options, enabling businesses to tailor the system to their unique workflows, processes, and branding needs.
• Personalized user experience: Custom dashboards, reports, and interfaces allow businesses to design a CRM environment that fits their specific requirements, improving user adoption and efficiency.
• Custom workflows: Businesses can create tailored workflows that align with their operational processes, from sales stages to customer support, ensuring the CRM works with existing operations.

Offline access and uninterrupted operation

One of the unique advantages of on-premise CRM systems is the ability to operate without an internet connection. While cloud-based CRMs rely on a constant internet connection to access data and functionality, on-premise CRMs are installed directly on local servers or machines, allowing employees to continue using the system even during internet outages. This offline access can be especially important for businesses in areas with unreliable internet connectivity or for sales teams that need to access critical customer information while on the go. In environments where remote work is becoming increasingly common, having a CRM system that can function offline ensures that employees can remain productive regardless of their location or internet access.

• Ideal for remote or rural areas: In regions with unreliable internet, on-premise CRMs allow employees to access critical customer data offline, ensuring consistent productivity.
• Independence from cloud reliance: Unlike cloud-based CRM systems, on-premise CRMs operate fully offline, providing peace of mind during connectivity issues and ensuring continued use of the CRM system.

When is on-premise CRM more suitable than cloud CRM?

While cloud-based CRM solutions offer flexibility and scalability, there are several scenarios where an on-premise CRM might be the more suitable option for your business. The decision largely depends on factors such as your organization’s size, the level of control you require over data, regulatory compliance, and the resources available for deployment and maintenance. In this section, we’ll explore various deployment considerations that can help determine when an on-premise CRM is the better choice over a cloud CRM.

Deployment considerations

Deploying an on-premise CRM solution involves a more hands-on approach than its cloud counterpart, which is hosted and managed by the service provider. With on-premise CRM, you maintain full control over the software, its infrastructure, and how it is integrated with your other systems. However, this also means that you need to evaluate your company’s readiness for this kind of solution. Below are the critical factors to consider when determining if an on-premise CRM is the right fit for your organization.

1. What level of access do you need?

One of the primary advantages of on-premise CRM solutions is the level of access you have to the system. If your organization requires complete control over who can access customer data and how it’s used, an on-premise CRM offers a higher degree of flexibility. You can configure access settings in ways that suit your business’s specific structure. Additionally, suppose your business has strict requirements about data sovereignty (e.g., ensuring that data is only stored within a specific geographic location). In that case, an on-premise CRM allows you to manage this directly, ensuring compliance with local regulations.

2. What are your IT requirements?

On-premise CRM solutions generally require more robust IT infrastructure and support compared to cloud-based systems. If your organization has a strong IT team and the capacity to maintain servers, data security, and software updates, an on-premise CRM may be the right choice. This type of CRM relies heavily on the organization’s own internal resources for installation, integration, maintenance, and troubleshooting. Therefore, your IT team must be equipped to handle server management, ensure uptime, and address any technical issues that arise. On-premise CRMs also require businesses to invest in hardware, such as servers, networking equipment, and storage, which can add to the upfront cost.

3. What’s your budget?

Budget is often a critical factor in deciding whether an on-premise or cloud CRM is more suitable for your business. On-premise CRM solutions typically come with higher upfront costs due to licensing fees, hardware, and implementation expenses. These costs can vary significantly depending on the size and complexity of the system.

Ongoing maintenance costs should be considered. While cloud CRM systems are usually subscription-based and spread out over time, on-premise CRMs require a larger initial investment and the need for continued support. For businesses with limited budgets, cloud CRM solutions may be the more affordable choice, as they typically require less upfront investment. Additionally, cloud CRMs often have tiered pricing, making them scalable for businesses of all sizes.

4. How does the CRM handle data security?

Data security is a significant concern for any organization, particularly for those in regulated industries or those handling sensitive customer information. On-premise CRM systems offer the benefit of complete control over data storage and security, which can be vital if your business has specific security needs or regulatory requirements.

With an on-premise CRM, your organization is responsible for implementing and maintaining the necessary security protocols to protect customer data, such as encryption, firewalls, and user access controls. This can give businesses peace of mind, knowing that they have direct control over the security measures they employ.

In contrast, cloud-based CRMs rely on the security measures of the hosting provider, which might not always meet your specific security or compliance requirements. While cloud CRM providers generally offer high levels of security, on-premise CRMs allow businesses to tailor their security measures to their unique needs and requirements.

5. How much flexibility do you need?

Flexibility in customization and deployment is often a deciding factor when choosing between on-premise and cloud CRM. On-premise CRM systems generally offer more customization options, as they allow businesses to adjust the software to their specific needs. This includes the ability to customize workflows, reporting tools, user interfaces, and even add new functionalities as the business grows.

For organizations with unique business models or industry-specific needs, on-premise CRM systems provide the flexibility to tailor the system to support those specific processes. This can include integrating the CRM with existing systems, adjusting user access levels, or creating custom modules. Cloud CRMs, while highly flexible in terms of scalability and accessibility, may have limitations when it comes to deep customization. Some cloud-based solutions offer extensive customization, but they may be restricted by the provider’s platform or architecture.

6. How easy is the deployment?

Deploying an on-premise CRM system is typically more complex and resource-intensive than deploying a cloud CRM. This complexity arises from the need to install the software on internal servers, integrate it with other systems, and configure hardware to support the system. The process may require more time, specialized expertise, and project management oversight.

Organizations using on-premise CRM systems are responsible for system updates and maintenance, which can add complexity to the deployment process. In some cases, additional training or support from third-party vendors may be necessary to ensure a smooth deployment. Cloud CRM systems, on the other hand, are typically much easier and faster to deploy. Since the software is hosted by the provider, businesses only need to configure user accounts and connect the system to other tools. Cloud solutions can be set up and operational in a matter of days or weeks, making them ideal for businesses that require a quick and low-maintenance solution.

Future of on-premise CRM

As cloud technologies continue to evolve and grow, many businesses are leaning towards cloud CRM solutions for their flexibility, scalability, and ease of use. However, despite the rapid growth of cloud-based CRMs, on-premise CRM solutions are far from obsolete. In fact, on-premise CRM software is likely to remain an essential option for businesses with specific needs that cloud solutions may not fully address. As we look to the future, several factors will determine whether cloud CRM will completely overtake on-premise CRM or if the two will continue to coexist in the CRM landscape.

Will cloud CRM take over?

The rapid adoption of cloud CRM solutions has undoubtedly reshaped the CRM landscape, offering businesses a more flexible and cost-effective way to manage customer relationships. Cloud-based CRMs provide the advantage of remote accessibility, automatic updates, and the scalability required to grow with businesses. For many companies, these features make cloud CRMs the ideal choice, especially for those in industries with fast-changing demands or those that need to support a geographically dispersed workforce.

However, despite the cloud CRM trend, on-premise CRM solutions are unlikely to disappear any time soon. In fact, they will continue to be relevant for several key reasons, which may even cause their use to persist or grow in specific industries and organizations. Let’s look at the factors influencing the future of on-premise CRM and whether cloud CRM will truly take over.

1. Data control and compliance

A major factor that will keep on-premise CRM relevant is the need for businesses to maintain complete control over their data. For industries that handle sensitive information, such as healthcare, finance, or legal services, data sovereignty and regulatory compliance are paramount. On-premise CRMs allow organizations to store and control their data entirely within their own infrastructure, which is essential for complying with specific laws and regulations that require data to be stored within certain geographic locations.

• Data sensitivity: For industries dealing with sensitive data, on-premise CRM ensures full control over data storage and security, which is crucial for meeting strict compliance standards.
• Customization needs: On-premise CRM offers more flexibility for businesses with complex, unique workflows that require extensive customization, which cloud-based CRMs might not fully accommodate.
• Legacy systems integration: Many businesses still rely on legacy systems that need to integrate with their CRM. On-premise solutions provide more customization options for integrating with older infrastructure.

2. Customization and integration needs

On-premise CRM solutions are often preferred by businesses with complex or highly specific needs, particularly when it comes to customization and integration. Many businesses require CRM systems that can be deeply tailored to match their workflows, reporting needs, or legacy systems. Cloud CRM solutions, although increasingly customizable, often face limitations when it comes to advanced customization and the flexibility to integrate with every piece of software in an organization’s ecosystem.

• Deep customization options: On-premise CRM systems provide businesses with the ability to fully customize features such as dashboards, reports, and workflows, which can be essential for companies with unique needs or complex processes.
• Integration with legacy systems: These systems allow for smooth integration with older or specialized software, ensuring that businesses can continue using existing tools while enhancing their CRM capabilities.

3. IT capabilities and infrastructure

While cloud CRMs offer convenience, on-premise solutions are often preferred by businesses with the infrastructure and IT support to handle them. Many large enterprises and organizations with dedicated IT teams prefer on-premise CRMs because they offer more control over the deployment process and ongoing maintenance. For businesses that have invested heavily in internal infrastructure and IT staff, on-premise CRM may continue to be the preferred choice, as they can tailor the system and handle upgrades and patches in-house.

• Greater control over system performance: On-premise CRM solutions allow businesses to have direct oversight of the system’s performance, ensuring it operates according to their internal standards and preferences.
• Cost-effective for large enterprises: Organizations that have already invested in substantial internal infrastructure may find on-premise CRMs more cost-effective over time, as they avoid ongoing cloud subscription fees while maintaining full control.
• Security and compliance benefits: For businesses in regulated industries, on-premise CRMs provide the ability to directly manage security protocols and ensure compliance with strict industry regulations, such as data storage and privacy laws.

4. Cost and scalability

On-premise CRM solutions typically require a higher upfront investment compared to cloud-based CRMs, especially when factoring in licensing fees, hardware, and IT support. However, some businesses may prefer this cost structure over subscription-based cloud solutions, particularly when they expect to scale significantly or have a stable infrastructure in place. Cloud CRM solutions tend to have lower initial costs but may result in higher long-term costs due to subscription fees, especially as the number of users or data storage requirements increases.

• Upfront costs vs. long-term value: On-premise CRM systems require higher initial investment in software, hardware, and IT resources, but they may prove more cost-effective over time, especially for businesses with stable infrastructure or plans for long-term use.
• Scalability considerations: While cloud CRM offers easy scalability with low upfront costs, on-premise CRM allows businesses to customize their infrastructure as needed, providing flexibility to scale without ongoing subscription fees or reliance on external providers.
• Subscription fees vs. one-time investment: Cloud CRM systems may appear more affordable initially with lower setup costs, but over time, subscription fees can accumulate, making on-premise CRM a more financially predictable choice for businesses with large or growing user bases.

5. Technological evolution and hybrid models

As technology continues to evolve, it’s important to note that the future of CRM is likely to involve a blend of on-premise and cloud-based solutions. Many businesses are already adopting hybrid CRM models, where part of the CRM infrastructure is hosted on-premise, while other elements, such as data storage or reporting, are managed in the cloud. These hybrid systems allow businesses to maintain control over sensitive data and critical functions, while still benefiting from the cloud’s scalability and remote accessibility. In the future, we may see more businesses adopting this hybrid approach, combining the best features of both on-premise and cloud-based CRM systems.

• Hybrid CRM solutions: The future of CRM is moving toward hybrid models, combining on-premise and cloud systems to provide businesses with the flexibility of remote access and scalability, while still maintaining control over sensitive data and critical functions.
• Balancing control and convenience: A hybrid approach allows companies to keep sensitive data on-premise for security and compliance reasons, while leveraging cloud capabilities for features like reporting, storage, and scalability.
• Adapting to evolving needs: As technology progresses, businesses are increasingly adopting hybrid CRM systems to take advantage of both the customization and control of on-premise solutions, along with the cloud’s accessibility and cost-effectiveness.