Business Stack Index original research · September 2026

Free software is a floor. A credible operating stack costs more.

We modeled 30 stacks across ten business types and three team sizes. The revised benchmark separates what can technically be assembled around free tiers from the cheapest paid stack that clears the modeled limits, then shows a typical paid benchmark from the observed plan set.

Download the CSV Model my stack

Median across ten business types

Three cost definitions, separated instead of blended.

Solo · 1 modeled seats

Free-tier floor: $0/mo

Lean paid: $82/mo

Typical: $95/mo

2-5 people · 3 modeled seats

Free-tier floor: $96/mo

Lean paid: $163/mo

Typical: $182/mo

6-25 people · 10 modeled seats

Free-tier floor: $457/mo

Lean paid: $558/mo

Typical: $634/mo

Cost chart

The gap widens as free-seat limits and per-seat pricing start to matter.

Solo (1 seats)

Free floor

Lean paid

$82

Typical

$95

2-5 people (3 seats)

Free floor

$96

Lean paid

$163

Typical

$182

6-25 people (10 seats)

Free floor

$457

Lean paid

$558

Typical

$634

All 30 modeled stacks

Free-tier floor vs lean paid vs typical by business type.

Business type	Team	Seats	Needed categories	Free-tier floor	Lean paid	Typical	Free-tier limits
Solo consultant	solo	1	5	$0	$86	$103	View limits CRM: Free CRM is limited to 2 users in the current data record. Forms: Starter: 1 user, 5 forms, 100 monthly submissions, and 10 monthly signed documents. Scheduling: Lite is free for one user. Accounting and finance: Free/low-cost entry is suitable for simple receipt capture; team controls and broader bookkeeping are not assumed. Automation: Free limits contacts, funnels, courses, custom domains, and automation depth.
Solo consultant	2-5	3	5	$63	$134	$152	View limits CRM: Free CRM supports up to 3 users. Forms: Free is subject to fair-use and lacks some advanced controls; paid governance is not assumed at the floor. Scheduling: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included. Accounting and finance: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included. Automation: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included.
Solo consultant	6-25	10	8	$523	$577	$653	View limits CRM: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Forms: Free is subject to fair-use and lacks some advanced controls; paid governance is not assumed at the floor. Scheduling: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Email marketing: Free is limited by subscriber volume and features. Accounting and finance: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Automation: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. E-signature: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Project management: Free supports up to 10 collaborators but limits boards and automation.
Financial advisor	solo	1	5	$10	$86	$99	View limits CRM: Free CRM is limited to 2 users in the current data record. Forms: Starter: 1 user, 5 forms, 100 monthly submissions, and 10 monthly signed documents. Scheduling: Lite is free for one user. Accounting and finance: Free/low-cost entry is suitable for simple receipt capture; team controls and broader bookkeeping are not assumed. E-signature: No modeled free plan clears the representative 1-seat requirement for this category; the paid floor is included.
Financial advisor	2-5	3	6	$195	$266	$280	View limits CRM: Free CRM supports up to 3 users. Forms: Free is subject to fair-use and lacks some advanced controls; paid governance is not assumed at the floor. Scheduling: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included. Accounting and finance: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included. Payroll and HR: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included. E-signature: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included.
Financial advisor	6-25	10	9	$632	$686	$762	View limits CRM: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Forms: Free is subject to fair-use and lacks some advanced controls; paid governance is not assumed at the floor. Scheduling: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Email marketing: Free is limited by subscriber volume and features. Accounting and finance: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Automation: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Payroll and HR: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. E-signature: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Project management: Free supports up to 10 collaborators but limits boards and automation.
Realtor or real estate team	solo	1	5	$0	$78	$91	View limits CRM: Free CRM is limited to 2 users in the current data record. Forms: Starter: 1 user, 5 forms, 100 monthly submissions, and 10 monthly signed documents. Scheduling: Lite is free for one user. Email marketing: Free is limited by subscriber volume and features. Automation: Free limits contacts, funnels, courses, custom domains, and automation depth.
Realtor or real estate team	2-5	3	6	$63	$149	$171	View limits CRM: Free CRM supports up to 3 users. Forms: Free is subject to fair-use and lacks some advanced controls; paid governance is not assumed at the floor. Scheduling: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included. Email marketing: Free is limited by subscriber volume and features. Accounting and finance: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included. Automation: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included.
Realtor or real estate team	6-25	10	10	$632	$789	$865	View limits CRM: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Forms: Free is subject to fair-use and lacks some advanced controls; paid governance is not assumed at the floor. Scheduling: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Email marketing: Free is limited by subscriber volume and features. Accounting and finance: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Automation: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. SEO: Search Console is free first-party data; it does not replace competitive research, broader rank tracking, or full site-audit suites. Payroll and HR: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. E-signature: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Project management: Free supports up to 10 collaborators but limits boards and automation.
Coach	solo	1	4	$0	$49	$59	View limits CRM: Free CRM is limited to 2 users in the current data record. Scheduling: Lite is free for one user. Email marketing: Free is limited by subscriber volume and features. Automation: Free limits contacts, funnels, courses, custom domains, and automation depth.
Coach	2-5	3	5	$63	$120	$142	View limits CRM: Free CRM supports up to 3 users. Scheduling: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included. Email marketing: Free is limited by subscriber volume and features. Accounting and finance: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included. Automation: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included.
Coach	6-25	10	7	$382	$407	$483	View limits CRM: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Scheduling: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Email marketing: Free is limited by subscriber volume and features. Accounting and finance: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Automation: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Payroll and HR: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Project management: Free supports up to 10 collaborators but limits boards and automation.
Contractor	solo	1	4	$0	$76	$89	View limits CRM: Free CRM is limited to 2 users in the current data record. Forms: Starter: 1 user, 5 forms, 100 monthly submissions, and 10 monthly signed documents. Scheduling: Lite is free for one user. Accounting and finance: Free/low-cost entry is suitable for simple receipt capture; team controls and broader bookkeeping are not assumed.
Contractor	2-5	3	6	$120	$201	$220	View limits CRM: Free CRM supports up to 3 users. Forms: Free is subject to fair-use and lacks some advanced controls; paid governance is not assumed at the floor. Scheduling: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included. Accounting and finance: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included. Payroll and HR: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included. Project management: Free supports up to 10 collaborators but limits boards and automation.
Contractor	6-25	10	10	$632	$789	$865	View limits CRM: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Forms: Free is subject to fair-use and lacks some advanced controls; paid governance is not assumed at the floor. Scheduling: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Email marketing: Free is limited by subscriber volume and features. Accounting and finance: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Automation: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. SEO: Search Console is free first-party data; it does not replace competitive research, broader rank tracking, or full site-audit suites. Payroll and HR: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. E-signature: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Project management: Free supports up to 10 collaborators but limits boards and automation.
Ecommerce business	solo	1	4	$0	$57	$78	View limits Email marketing: Free is limited by subscriber volume and features. Accounting and finance: Free/low-cost entry is suitable for simple receipt capture; team controls and broader bookkeeping are not assumed. Automation: Free limits contacts, funnels, courses, custom domains, and automation depth. Website and hosting: Free has 300 credits/month and one Team Owner; team collaboration is limited.
Ecommerce business	2-5	3	6	$119	$176	$193	View limits CRM: Free CRM supports up to 3 users. Email marketing: Free is limited by subscriber volume and features. Accounting and finance: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included. Automation: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included. Website and hosting: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included. Payroll and HR: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included.
Ecommerce business	6-25	10	8	$301	$429	$486	View limits CRM: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Email marketing: Free is limited by subscriber volume and features. Accounting and finance: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Automation: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Website and hosting: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. SEO: Search Console is free first-party data; it does not replace competitive research, broader rank tracking, or full site-audit suites. Payroll and HR: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Project management: Free supports up to 10 collaborators but limits boards and automation.
Local service business	solo	1	5	$0	$179	$192	View limits CRM: Free CRM is limited to 2 users in the current data record. Forms: Starter: 1 user, 5 forms, 100 monthly submissions, and 10 monthly signed documents. Scheduling: Lite is free for one user. Accounting and finance: Free/low-cost entry is suitable for simple receipt capture; team controls and broader bookkeeping are not assumed. SEO: Search Console is free first-party data; it does not replace competitive research, broader rank tracking, or full site-audit suites.
Local service business	2-5	3	6	$120	$294	$308	View limits CRM: Free CRM supports up to 3 users. Forms: Free is subject to fair-use and lacks some advanced controls; paid governance is not assumed at the floor. Scheduling: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included. Accounting and finance: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included. SEO: Search Console is free first-party data; it does not replace competitive research, broader rank tracking, or full site-audit suites. Payroll and HR: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included.
Local service business	6-25	10	9	$382	$539	$615	View limits CRM: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Forms: Free is subject to fair-use and lacks some advanced controls; paid governance is not assumed at the floor. Scheduling: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Email marketing: Free is limited by subscriber volume and features. Accounting and finance: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Automation: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. SEO: Search Console is free first-party data; it does not replace competitive research, broader rank tracking, or full site-audit suites. Payroll and HR: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Project management: Free supports up to 10 collaborators but limits boards and automation.
Creator	solo	1	4	$0	$57	$78	View limits Email marketing: Free is limited by subscriber volume and features. Accounting and finance: Free/low-cost entry is suitable for simple receipt capture; team controls and broader bookkeeping are not assumed. Automation: Free limits contacts, funnels, courses, custom domains, and automation depth. Website and hosting: Free has 300 credits/month and one Team Owner; team collaboration is limited.
Creator	2-5	3	5	$52	$109	$126	View limits CRM: Free CRM supports up to 3 users. Email marketing: Free is limited by subscriber volume and features. Accounting and finance: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included. Automation: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included. Website and hosting: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included.
Creator	6-25	10	8	$301	$429	$486	View limits CRM: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Email marketing: Free is limited by subscriber volume and features. Accounting and finance: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Automation: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Website and hosting: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. SEO: Search Console is free first-party data; it does not replace competitive research, broader rank tracking, or full site-audit suites. Payroll and HR: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Project management: Free supports up to 10 collaborators but limits boards and automation.
Agency	solo	1	6	$10	$96	$113	View limits CRM: Free CRM is limited to 2 users in the current data record. Forms: Starter: 1 user, 5 forms, 100 monthly submissions, and 10 monthly signed documents. Scheduling: Lite is free for one user. Accounting and finance: Free/low-cost entry is suitable for simple receipt capture; team controls and broader bookkeeping are not assumed. Automation: Free limits contacts, funnels, courses, custom domains, and automation depth. E-signature: No modeled free plan clears the representative 1-seat requirement for this category; the paid floor is included.
Agency	2-5	3	8	$205	$286	$309	View limits CRM: Free CRM supports up to 3 users. Forms: Free is subject to fair-use and lacks some advanced controls; paid governance is not assumed at the floor. Scheduling: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included. Accounting and finance: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included. Automation: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included. Payroll and HR: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included. E-signature: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included. Project management: Free supports up to 10 collaborators but limits boards and automation.
Agency	6-25	10	10	$632	$789	$865	View limits CRM: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Forms: Free is subject to fair-use and lacks some advanced controls; paid governance is not assumed at the floor. Scheduling: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Email marketing: Free is limited by subscriber volume and features. Accounting and finance: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Automation: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. SEO: Search Console is free first-party data; it does not replace competitive research, broader rank tracking, or full site-audit suites. Payroll and HR: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. E-signature: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Project management: Free supports up to 10 collaborators but limits boards and automation.
New business	solo	1	5	$0	$85	$103	View limits CRM: Free CRM is limited to 2 users in the current data record. Forms: Starter: 1 user, 5 forms, 100 monthly submissions, and 10 monthly signed documents. Scheduling: Lite is free for one user. Accounting and finance: Free/low-cost entry is suitable for simple receipt capture; team controls and broader bookkeeping are not assumed. Website and hosting: Free has 300 credits/month and one Team Owner; team collaboration is limited.
New business	2-5	3	5	$72	$143	$158	View limits CRM: Free CRM supports up to 3 users. Forms: Free is subject to fair-use and lacks some advanced controls; paid governance is not assumed at the floor. Scheduling: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included. Accounting and finance: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included. Website and hosting: No modeled free plan clears the representative 3-seat requirement for this category; the paid floor is included.
New business	6-25	10	8	$391	$445	$518	View limits CRM: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Forms: Free is subject to fair-use and lacks some advanced controls; paid governance is not assumed at the floor. Scheduling: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Email marketing: Free is limited by subscriber volume and features. Accounting and finance: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Website and hosting: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Payroll and HR: No modeled free plan clears the representative 10-seat requirement for this category; the paid floor is included. Project management: Free supports up to 10 collaborators but limits boards and automation.

Download the exact published rows, including limit notes, as CSV.

Methodology

What changed in the cost model.

Need Score still comes first: only Must Have and Useful Soon categories enter the cost total. Optional and Skip categories cost $0 because the model says not to buy them yet.
Free-tier floor is not called lean anymore: a $0 plan can be a valid experiment but can also carry seat, branding, workflow, usage, automation, or support limits.
Lean paid is plan-based: each required category selects the cheapest eligible paid plan in plans.json. If the product is per-seat, the cost is multiplied by 1, 3, or 10 representative seats.
Typical is also plan-based: each required category uses the median eligible paid-plan cost in our current observed set, after the same seat rules are applied.
Flat plans stay flat: site-level, workspace-level, subscriber-band, or one-admin systems are not multiplied by employee count unless the vendor actually charges by seat in the normalized plan record.
Limits stay visible: the CSV includes a free_tier_limit_notes field so a low cash floor cannot be mistaken for a fully featured team stack.

FAQ

Software-cost research questions

How much should a small business spend on software each month?

There is no universal target. This dataset separates a constrained free-tier floor from a lean paid stack and a typical paid benchmark, then shows how all three change with business type and representative team size.

What does free-tier floor mean?

It is the lowest modeled cash cost when free plans are used wherever their current seat limits can cover the representative team. When a required category has no free plan that clears the modeled seat requirement, the cheapest eligible paid plan is included. It is a floor, not a recommendation: free plans can still have branding, usage, automation, storage, support, or governance limits.

What does lean paid mean?

For every category the Business Stack Engine labels Must Have or Useful Soon, lean paid selects the cheapest paid plan in plans.json that can serve the representative team. Per-seat prices are multiplied by the representative seat count; flat workspace or site plans stay flat.

What does typical monthly mean?

For each required category, the model takes the median eligible paid-plan cost available in the current pricing data and sums those medians. This is a planning benchmark from our observed plan set, not a survey of what all small businesses actually spend.

Can I download the data?

Yes. The CSV contains all 30 modeled rows plus representative seats and the free-tier limitation notes used by the published table.

Research to action

Use the benchmark to remove waste, not justify more subscriptions.

Run the same category and cost logic against your own workflow before buying anything.

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