Salesforce CRM Analytics (Einstein Analytics) Negotiation Tips
Using both Tableau and Salesforce CRM Analytics? Then you might be paying twice for similar capabilities.
Salesforce CRM Analytics (formerly Einstein Analytics) is a powerful BI solution built into Salesforce, but its licensing can overlap with tools like Tableau.
If you already use Tableau, you need a cost-conscious plan to avoid redundant analytics spend. Read our guide for a full overview of Salesforce analytics licensing and negotiations.
This guide offers strategic tips for negotiating Salesforce CRM Analytics licensing, including how to handle Einstein Analytics pricing as a Tableau customer, to help you avoid double payment and maximize your analytics ROI.
How to Save and Strategize When You Already Use Tableau
If your company uses Tableau and is now considering CRM Analytics, approach the licensing strategically to avoid overlap.
By negotiating wisely and bundling CRM Analytics into your Salesforce agreements, you can ensure every analytics dollar yields value.
Focus on the following areas:
Understand CRM Analytics Licensing Structure
Knowing how Salesforce licenses CRM Analytics helps you spot cost drivers and negotiation levers:
- Per-User Model: CRM Analytics is typically sold on a per-user basis (per month). Only very large deals might allow a usage-based model, so assume a named-user approach and avoid licensing more people than necessary.
- Edition Tiers & Add-Ons: CRM Analytics comes in tiers (higher editions add more features and capacity). Choose the edition that fits your needs and remember it’s an add-on to Salesforce – not included in your core CRM licenses – so budget for it separately.
- Capacity Limits: Each license tier imposes limits (data storage, rows, dataflows, etc.). If you expect heavy usage, consider negotiating higher limits or opting for a higher tier upfront to avoid unexpected overages. Also, estimate the number of power users (dashboard creators) versus viewers you’ll have – not everyone needs a full license.
Avoid Double-Paying Analytics Costs
When layering CRM Analytics on top of Tableau, make sure you’re not paying twice for the same capabilities:
- Differentiate Use Cases: Identify what Tableau already covers and what new needs CRM Analytics will serve. For example, use Tableau for complex cross-departmental analysis, and utilize CRM Analytics for quick, Salesforce-embedded dashboards. Don’t build the same report in both platforms.
- Leverage Your Tableau Investment: Use your Tableau spend as a bargaining chip. Let Salesforce know you’re already paying for analytics via Tableau and expect a discount on CRM Analytics to avoid double charges.
- Give Each User One Tool: Don’t give one person licenses for both Tableau and CRM Analytics; align each user with the one tool that fits their role to eliminate redundant licenses.
Read about Ensuring BI ROI in Salesforce Analytics Deals.
Bundling CRM Analytics with Salesforce Core Contracts
Bundling analytics with your main Salesforce contract can yield cost benefits:
- Include Analytics at Renewal: Add CRM Analytics to your Salesforce renewal or large expansion deals. Salesforce is more flexible on pricing when analytics is part of a larger package rather than a standalone add-on in the long term.
- Use Volume to Discount: Negotiate based on your total analytics spend (Tableau + CRM Analytics combined) to unlock volume-based discounts across all Salesforce BI products.
- Propose Blended Pricing: If many Salesforce users require analytics, advocate for a special blended rate that reduces the add-on cost per user. Showing Salesforce the full value of your account (across CRM and analytics) gives them an incentive to offer better terms.
Negotiation Tactics to Reduce CRM Analytics Expense
Apply these negotiation tactics to keep CRM Analytics costs in check:
- Start with a Pilot: Begin with a limited rollout (a pilot team or department) and secure the option to scale up later at the same per-user pricing. This proves ROI before committing to an enterprise-wide solution and avoids overspending upfront.
- Negotiate True-Downs: Ensure your contract allows you to reduce licenses (and cost) if usage is lower than expected. Include an annual “true-down” clause and allow free license reassignments so you’re not stuck paying for unused seats.
- Cap Price Increases: Lock in price protection for renewals. Negotiate a cap on any rate increases (or none for a set term) so you won’t face steep price jumps after the initial term.
Transitioning from Einstein Analytics Legacy to CRM Analytics Pricing
If you originally bought Einstein Analytics under older terms, protect yourself when switching to CRM Analytics:
- Maintain Legacy Rates: Insist that any favorable pricing or discounts you had are preserved. A rebrand shouldn’t reset your rate – carry over your grandfathered pricing into the new contract.
- Avoid Upsell Surprises: If Salesforce introduces new CRM Analytics editions or bundles, don’t accept a higher price without negotiation. Offer a price match or a discount to encourage the upgrade to the new version.
- Carry-Over Entitlements: Ensure that any features or limits from your Einstein Analytics deal (such as data capacity and included AI tools) are carried over. You shouldn’t pay extra for capabilities you previously had under the old license.
Ensure to read Bundle Analytics with CRM.
Rightsizing Your CRM Analytics Investment
Align licenses to actual needs to prevent overbuying:
- Buy for Actual Users: Only license users who truly need the platform; casual users can often consume shared reports without a full analytics license. Keep the user count lean and add more only if demand truly grows.
- Train for Better Use: Invest in training to ensure licensed users fully utilize the tool, ensuring each license provides value rather than sitting idle due to a lack of knowledge.
- Reassign Idle Licenses: Regularly remove or reassign licenses that aren’t being used. If some users haven’t logged in for months, don’t renew their seats. Continuous cleanup ensures you pay only for active users.
Monitor and Govern Analytics Spend Proactively
Stay on top of your analytics usage to control costs over time:
- Track Usage Metrics: Monitor active usage via Salesforce’s and Tableau’s dashboards to identify underutilized licenses or duplicate efforts, and make adjustments accordingly.
- Use Data in Renewals: Use hard usage data at renewal time to right-size your license count and negotiate better pricing – facts will strengthen your case.
- Unified BI Governance: Manage Tableau and CRM Analytics under one strategy to avoid duplicating work. Let Salesforce know that you’ll favor whichever tool is more cost-effective – this pressure will encourage them to stay competitive on pricing.
FAQ
Do I need both Tableau and CRM Analytics?
Not necessarily. Tableau is a general-purpose BI tool (great for diverse data and deep analysis), while CRM Analytics is best for analytics embedded in Salesforce. Many organizations use both, but only when each serves a distinct purpose – avoiding the duplication of tools for one team.
How can I negotiate lower CRM Analytics costs if I have Tableau?
Leverage your Tableau investment. Make it clear to Salesforce that Tableau and CRM Analytics are part of a single analytics budget. Ask for bundled pricing or a discount on CRM Analytics since you’re already paying for Tableau – you shouldn’t pay twice for similar capabilities.
Can I reduce CRM Analytics licenses mid-term?
Yes, if you negotiate it upfront. Ensure your contract includes a true-up clause so you can decrease licenses (and costs) at a set interval if needed. Also, ensure you can reassign licenses to new users freely. These terms let you scale down if adoption is lower than expected.
Should I co-term CRM Analytics with my main Salesforce deal?
Aligning CRM Analytics with your core Salesforce renewal (co-terming) concentrates your negotiating leverage. Salesforce is more likely to give a better discount when analytics is bundled into a larger renewal. It also means you have one renewal date for all Salesforce products, simplifying vendor management.
What’s the best way to prevent silent cost creep?
Be proactive. Regularly audit your analytics usage and reclaim any unused licenses. Do this before each renewal to adjust your license count. By monitoring and cleaning up unused licenses, you ensure you’re only paying for value received, stopping costs from quietly piling up.
Read more about our Salesforce Contract Negotiation Service.
