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16 Best Client Database & Customer Database Software 2021


Discover the best customer database software to have all client information, lead generation data, orders, and more in one centralized place.

Best Client Database & Customer Database Software

Every business treasures its client data. But client data is only useful in an organized format. In the seemingly distant past, you had to keep all of your contacts in a Rolodex and all your client files in alphabetically ordered manila folders. 

But these days, we have database software to take the hassle of manual data wrangling off your hands. These programs organize your customer data in a searchable way and manage interactions with your customers. 

From letting customers know about new special offers or discounts to meeting targets for new clients each month, meeting your business goals starts with an organized system. 

And while there are standalone database programs, they can also be a part of customer relationship management (CRM) software, which are programs that let you access and manage all your customers’ sales and marketing data from one place. 

In this article, we’ll discover how to choose the best customer database software for your needs and introduce you to our top recommendations. We’ve combed through the dozens of offerings on the market and narrowed it all down to the 16 best options for businesses of all types.

Monday.com

Best Overall Client Database & Customer Database Software

Try Monday

Zoho CRM

Best for Zoho Ecosystem Users

Try Zoho

Keap CRM

Best for Coaching & Personalized Support

Try Keep

Streak CRM

Best for Gmail Integration

Try Streak

Tray.io

Best for Automation & Integration

Try Tray

NoCRM.io

Best for Sales Team Productivity

Try NoCRM

Airtable

Best for Small to Midium Businesses

Try Airtable

AllClients

Best for Non Technical Users

Try AllClients

PipelineDeals

Best for Advanced Charts

Try Pipeline

Salesforce Sales Cloud

Best for CRM Platform

Try Salesforce

HubSpot

Best for Businesses of All Sizes

Try HubSpot

Bitrix24

Best for Useful Automation Features

Try Bitrix24

Pipedrive

Best for Pipeline Management

Try Pipedrive

Copper

Best for Google Workspace Users

Try Copper

Insightly

Best for Small Businesses

Try Insightly

Zendesk Sell

Best for Customer Experience Integration

Try Zendesk

Best Client Database & Customer Database Software

1. Monday.com

Best Client Database Software for Basic Needs.

Monday.com is the Best Client Database Software for Basic Needs

Founded in 2012, Monday.com offers one of the most popular project management platforms on the market. Of its many features, the CRM stands out as a stellar offering for users with basic needs. 

Monday.com allows you to add a CRM board to your project management dashboard and manage your prospects and leads from a visual interface that is atypical of other CRM platforms around. 

A perfect product for businesses of all sizes, Monday.com is a top choice because it is a comprehensive tool with a broad selection of features to meet the needs of any organization. It may not be a CRM at its core but it’s still a great option for businesses. 

Pricing

Monday.com Pricing Plan

At the basic level, Monday.com offers a free package with limited features. They’ve graciously included a CRM in this plan; it is added as a board to your dashboard. There are more advanced features in the paid packages, including the team and project management features. 

Pricing for the paid packages ranges from $8/seat/month to $18/seat/month (with annual billing), plus a custom-priced Enterprise package.  

Pros

  • Modern, easy to use, intuitive UI
  • Highly customizable
  • In-app automations come built into the software
  • Includes prepackaged templates

Cons

  • Pricing and plans can be confusing
  • Navigation options are confusing and byzantine
  • The steep learning curve means that the 14-day free trial is not enough to learn how to use the platform
  • Costly for small teams

2. Zoho CRM

Best Client Database for Zoho Ecosystem Users.

Zoho is the Best Client Database for Zoho Ecosystem Users

Zoho CRM is a holistic business management platform that caters to organizations of all sizes. It is cloud-based and offers sales and marketing automation tools with analytics, helpdesk, and customer support functionality. 

With Zoho CRM, users can respond to customers in real-time across multiple channels. Its AI-powered sales assistant, Zia, can even predict the best times to contact customers. It can scan emails to determine their urgency and has search functionality for stats and documents. 

One of Zoho CRM’s distinguishing features is its many tight integrations with third-party tools like Google Workspace, WordPress, Unbounce, MailChimp, Evernote, and many others. There are also software development kits (SDKs) that provide developers with the tools to create custom features to be added to the CRM. 

Zoho CRM is available with monthly and annual subscriptions and offers support via documentation, email, phone, and other online channels.

Pricing

Zoho Pricing Plan

Zoho CRM offers four plans that range in price from $20/user/month to $65/user/month. There’s a free plan that supports up to three users and offers essentials like leads, documents, and mobile apps; this option is a perfect fit for a small business with uncomplicated CRM needs.

Pros 

  • The free plan supports 3 users
  • Excellent feature set
  • Powerful inbuilt email marketing tools
  • Contains gamification modules

Cons

  • Workflow automation is only available on the Professional tier
  • Plenty of room for improvement with the Zia voice assistant

3. Keap CRM

Best Client Database for Coaching and Personalized Support.

Keep is the Best Client Database for Coaching and Personalized Support

Keap is the latest iteration of the world-renowned Infusionsoft. It is a cloud-based sales and marketing software that features marketing automation tools, customer relationship management tools, and e-commerce tools in one place. 

Targeted towards small businesses, it helps users across all industries streamline their sales process and manage client experiences. You can segment your contacts, send emails, track interactions with customers, and even run drip campaigns with customized triggers based on whether a prospect opened an email, clicked through, and so on. 

You can also manage all aspects of your e-commerce operations, from inventory management, payment processing, and order fulfillment to setting up online stores, tracking the activity on your storefront, and sending invoices, receipts, and quotes. 

With the system’s robust reporting and analytics tools, users can run analyses on parameters like emails, ROI data, and campaign performance. There’s integration with third-party software like Quickbooks, Salesforce, Outlook, Gmail, and many more. 

Keap is accessible via Android and iOS apps. Pricing is by monthly or annual subscription, and support is provided via phone, email, and FAQs. 

Pricing 

Keep Pricing Plan

There are three pricing plans ranging from $79/month ($56/month for your first five months) to $199/month ($140/month for your first five months). Each plan includes CRM functionality, payments, sales and marketing automation, leads capturing, appointments, quotas, unlimited emails, a mobile app, and data migration support.

There’s also the Max Classic plan that offers advanced e-commerce and sales management features. Contact the vendor for more information. 

Finally, you can get expert coaching on each plan for a one-time payment of $499. This add-on will give you access to one-on-one coaching, personalized support, and daily training webinars. 

Pros

  • Extensive coaching and personalized support for a one-time fee

Cons

  • Not a good fit for larger organizations

4. Streak CRM

Best Client Database for Gmail Integration.

Streak is the Best Client Database for Gmail Integration

Streak lets small and large enterprises alike manage your projects and fundraising campaigns via Gmail. It is a cloud-based CRM that allows users to automatically receive task details in their inboxes and sort through messages with the search functionality. 

You can send invitation links to various company departments and grant permission to specific employees. From the performance reports, you can gain insights into the efficiency of your product development processes and sales operations. 

There’s an API, which allows businesses to customize the system and integrate it with third-party systems. And there are mobile apps for Android and iOS from which you can update customer information and share details with team members from anywhere you can find an internet connection. 

Finally, there’s a free plan, in addition to the monthly and annual subscription plans. Support is offered via a few online channels, including live chat. 

Pricing

Streak Pricing Plan

At the basic level, Streak CRM offers a free package that allows 500 CRM contacts, mail merge for 50 recipients, and email tracking. There are more advanced features in the paid packages, and pricing for these plans range from $15/user/month to $129/user/month with annual billing.  

Pros 

  • Excellent feature set
  • Allows you to build and manage all types of process
  • Works right out of your Gmail inbox
  • Comes with excellent productivity tools such as email tracking, snippets, and mail merge. 

Cons

  • Only works with Gmail
  • Not a full-fledged CRM

5. Tray.io

Best Client Database for Automation and Integration.

Tray.io is the Best Client Database for Automation and Integration

Tray is an automation platform unlike any other. It allows users to connect their entire cloud stack without requiring help from anyone. With Tray, anyone can quickly and easily integrate their software applications using automated workflows. 

With the visual workflow editor, you can quickly build automations and streamline your work processes. You can integrate with any cloud-based software as you have access to the complete toolkit and every connector at no extra charge. 

The in-built tools and features allow you to empower your workforce with automated processes, which means that you can improve your marketing efficiency, streamline buying signals, and send sales updates directly to your sales reps. It also means that you can provide great after-care service that keeps customers coming back to you. 

As for integrations, there’s support for over 4500 APIs and more are added regularly. 

Pricing

Tray.io Pricing Plan

There are three pricing plans ranging from $695/month to $2450/month, plus a custom-priced Enterprise plan

Pros

  • Configurable, dynamic workflow
  • Graphical workflow editor with a drag-and-drop interface
  • Workflow and data storage management

Cons

  • No video tutorials
  • Modularization and reusability of workflows could be improved

6. NoCRM.io

Best Client Database for Sales Team Productivity.

NoCRM.io is the Best Client Database for Sales Team Productivity

Used by sales teams and salespeople from businesses of all sizes, NoCRM is an easy-to-use client database software that was created to improve the efficiency of sales teams. 

It was built on the premise that the typical CRM tends to reduce salespeople’s productivity by encumbering them with paperwork and unnecessary information that distracts them from their ultimate focus, converting more customers. 

NoCRM allows users to instantly capture leads from different sources and follow up on them by tagging, referencing, and prioritizing them. This way, the platform ensures that salespeople never drop the ball on a prospect or lead. 

There are also features that help sales teams see how their teammates manage their leads. You can assign leads to a specific team or user. And you can manage leads and close deals on the go with mobile apps for Android and iOS.

Finally, there’s an import feature that allows you to get up and running quickly by importing your data from other CRMs as an Excel or CSV file in just a single click. 

Pricing

NoCRM.io Pricing Plan

There are three pricing plans ranging from $12/user/month to $32/user/month, plus a custom-priced plan for teams with over 30 users. If you’d like to try before you buy, there’s a 15-day free trial that you can take advantage of.

Pros

  •  Easy to use
  • Excellent support
  • Flexible and scalable

Cons

  • No search function for pending emails
  • No integration with Office 365

7. Airtable

Best Spreadsheet-cum-Client Database.

Airtable is the Best Spreadsheet cum Client Database

Targeted at small to mid-sized businesses and departments within much larger organizations, Airtable is a cloud-based project management platform that focuses primarily on organizing your data and collaborating with your teammates. 

It organizes your data in a spreadsheet-like format but allows you to link related data together (which is what makes it a spreadsheet-cum-database). You can link things like inventory items to their vendors, or contacts to their companies. 

The platform is compatible with desktop and iOS, showing data on desktops as a spreadsheet and as tappable cards on mobile devices. On all devices, you can perform operations like adding data, removing data, attaching files, and sharing tables. 

You can share tables in this software and easily track changes to the document. There’s a chat tool through which you can chat with other users while working on tables. 

There’s also extensive integration with third-party services like Google Drive, Dropbox, Evernote, and Box, among several others. And there’s an API if you’d like to build custom integrations. 

Pricing

Airtable Pricing Plan

Airtable’s plans range from completely free for individuals or teams just getting started with Airtable to $20/seat/month that need complex workflows. There’s also a custom-priced Enterprise plan for those that need advanced security and support features. 

Pros 

  • Well-designed, intuitive, and user-friendly interface
  • Versatile
  • Highly customizable
  • Excellent collaboration features
  • Extensive third-party integrations

Cons

  • Formatting options are somewhat limited

8. AllClients

Best Customer Database Software for Non-technical Users. 

AllClients  is the Best Customer Database Software for Non-technical Users

AllClients is a cloud-based contact manager and client database that focuses on providing an easy-to-use CRM and email marketing tools for small businesses with under 10 users. It allows you to keep your business organized, generate leads, and stay in touch with your clients without being tech-savvy or needing any tech support. 

The focus is clearly on ease-of-use as almost everything is just a click or two away. You’ll need to turn on the marketing tools (newsletters, autoresponders, web forms, etc.), and there are automation features that help you to ensure that clients always receive a personalized, instant response to their queries. 

All that said, we won’t necessarily call AllClients a full-scale CRM as it doesn’t contain some important modules to qualify for the distinction—for example, it lacks a customer support system, e-commerce functionality, and so on. Yet, it does bring a few unique benefits and features to the table.

For one, there are several ways to customize the application to your specifications. And you can create custom deals, too. 

Pricing

AllClients  Pricing Plan

You can get AllCllients with one user for $34/month, 2 users for $49/month, and five users for $79/month. 

Pros 

  • The UI is simple and easy to use
  • Cloud-based
  • Unlimited custom fields and categories
  • Contains features not found in any other CRM (for example, referral management, activity logs, VoiceTouch, etc)
  • Powerful reporting features

Cons

  • Even the most expensive plan only supports five users
  • There are some unreasonable limitations (e.g., you can’t create a to-do list without linking a contact to it, you can’t create a to-do list from the to-do menu, you can’t import data unless it has a field for First Name/Last Name, etc.)
  • Daily data backup is free, but recovery costs extra
  • No outbound integrations except with Google accounts
  • Gets quite expensive for larger teams

9. PipelineDeals

Best Client Database for Full Visibility into Customer Accounts.

Pipeline is the Best Client Database for Full Visibility into Customer Accounts

If you’d like to manage all your contacts, qualify leads, and track them from a single cloud-based program, PipelineDeals is a great client database software for you. It is a CRM and sales engagement platform that provides daily snapshots of your pipeline, real-time status updates on your deals, and advanced charts on your dashboard. 

On PipelineDeals, all activities, people, events, and documents that are related to a particular deal are kept together. With over 12 standard data fields and the option to add as many as 225 custom data fields, you can save as much data about your leads and contacts as you need to. 

You can also send trackable emails that alert you when someone opens your message, clicks on a link, or downloads an attachment. There are bulk data imports so that migration from other CRMs or spreadsheets is quick and easy—PipelineDeals even scans for redundant data. 

The platform is accessible anywhere you have a device that can connect to the internet. It’s no wonder it’s used by over 17,000 salespeople across the world.

Pricing 

Pipeline Pricing Plan

PipelineDeals lets you try out the software for 14 days at no charge, no credit card required. Then prices start at $25/user/month and go up to $49/user/month. There are custom plans available for larger teams. 

Pros

  • Easy-to-use UI
  • Phone support is free
  • Powerful reporting tools 

Cons

  • Forum support is not great as the user community is not very active
  • Third-party integrations are not many

10. Salesforce Sales Cloud

The Gold Standard in Client Databases.

Salesforce is The Gold Standard in Client Databases

Salesforce Sales Cloud is an on-demand CRM platform that provides sales and customer relationship management applications for organizations of all sizes. The platform includes capabilities like marketing automation, lead management, and contact management. 

With these applications, sales teams can track sales leads, execute and analyze marketing campaigns, manage customer accounts, and provide after-sale service to customers. 

There’s an Outlook integration that allows you to sync all your contacts, emails, calendars, and tasks with Salesforce without any interruptions to the normal flow of your business processes. 

On the enterprise edition, you get some advanced features like call scripts, team selling, setup approval and automation, custom applications, business workflow, API integrations, and many more. 

Pricing

Salesforce Pricing Plan

Pricing for Salesforce Sales Cloud ranges from $25/user/month to a pricey $300/user/month. 

Pros

  • Plentiful advanced features and customization options
  • Powerful collaboration features
  • Extensive third-party integrations
  • Excellent workflows

Cons

  • Steep learning curve
  • Expensive

11. HubSpot

Best Free Client Database Software.

HubSpot is the Best Free Client Database Software

HubSpot’s CRM helps organizations and businesses of all sizes track and nurture their leads, as well as analyze several business metrics. It is suitable for businesses in any sector or industry, whether B2B or B2C. And it’s free, to boot. 

Among its many features, there are features for inbound and outbound marketing, pipeline management, sales automation, customer relations management, contact management, lead management, email tracking, and so on. 

HubSpot displays a real-time overview of your entire sales funnel on a visual dashboard. You can automatically track customer interactions via social media, email, live chat, or phone calls. Every interaction between your business and a customer is stored in a timeline, and this timeline is organized by lead. 

You can also create email marketing campaigns and track how well they’re performing on the platform. And it integrates seamlessly with other HubSpot tools such as HubSpot Sales Hub and HubSpot Marketing Hub, plus a wealth of other third-party platforms like Salesforce, Zoho CRM, SugarCRM, and many more. 

Pricing

HubSpot Pricing Plan

HubSpot CRM is free to use for up to 1,000,000 contacts and unlimited users with no time limit. But for more advanced features, you can choose any of three plans that range in price from $45/month to $4000/month, billed annually. 

Pros

  • Pretty decent free version
  • Easy to use and understand
  • Excellent email integration

Cons

  • Can get very pricey as you add advanced premium features

12. Bitrix24

A Customer Database Software with a Wide Variety of Lead Management Tools and Some Useful Automation Features. 

Bitrix24 is A Customer Database Software with a Wide Variety of Lead Management Tools

Bitrix24 is a client management solution that helps businesses and organizations to track and streamline their correspondence with clients or partners, both new and old. Users can log and manage their interactions with clients, capture and store data about their leads, generate advanced reports, and segment their audience. 

The platform allows you to feed leads generated from your website—such as from an opt-in form, contact form, or feedback form—directly into the system

From here, you can then create email message templates, make notes on your interactions with clients, send emails to individual contacts or groups, schedule meetings, and assign tasks to teammates. 

You can also create custom invoices and have the system automatically pull in the client’s details and mail them directly to the client. The sales funnel functionality gives you a 360-degree view of your sales process and where each prospect is along the customer journey.

The sales dashboard shows each sales agent how many deals they’ve closed, how many clients they haven’t invoiced, and their overall rating in comparison to other members of the sales team.

Pricing

Bitrix24 Pricing Plan

There’s a 30-day free trial and a free plan with some basic tools. After that, pricing for the cloud solution ranges from $49/month for 5 users to $199/month for unlimited users. For on-premise installation, Bitrix24 costs a one-time fee of $2,990 for the Business plan and $24,990 for the Enterprise plan. 

Pros

  • Kanban UI
  • Gives regular notifications about opportunities, tasks, and activities

Cons

  • Complicated UI
  • Limitations for social networking

13. Pipedrive

Best Client Database for Pipeline Management.

Pipedrive is the Best Client Database for Pipeline Management

With Pipedrive, sales teams can plan their sales activities and monitor deals. Pipedrive is a cloud-based CRM and pipeline management platform built on the activity-based selling methodology. This means that it streamlines every action from the inception of a deal to the close of a sale. 

Pipedrive can be accessed from any web browser or its mobile apps. Sales teams get full visibility into different pipelines. The intuitively designed UI show salespeople every stage of the sales process for each deal with details about the next actions to take. 

With the activities and goals feature, users can track pending activities in their pipeline. There are also custom reporting tools to monitor targets at both the individual and team levels, analyze sales data, and generate beautiful visual reports. 

The platform’s mailing system integrates well with several email providers, including Gmail, Outlook, and Yahoo. You have the option to send and receive emails from multiple accounts. 

Migrating your customer data from other CRMs is quick and painless, and there are integrations with other services like Google Maps, MailChimp, Trello, and Zapier. 

Pricing

Pipedrive Pricing Plan

Pricing starts at $15/user/month and goes up to $99/user/month. Adding and removing members is easy and can be done anytime. 

Pros 

  • Deal-driven workflow
  • Intuitive UI
  • Great mobile apps with email and cal syncing

Cons

  • A bit pricey, given the limitations
  • New leads and contacts are not separated

14. Copper

Best Client Database for Google Workspace Users.

Copper is the Best Client Database for Google Workspace Users

Copper is an easy-to-use, cloud-hosted CRM created to simplify and reinforce marketing and sales processes for businesses that need a better way to manage leads & grow customer relationships. 

Formerly called ProsperWorks, Copper boasts over 25,000 reputable companies across the globe as its customers. It is loved for its intuitive UI and complete relationship management feature set. 

You’ll love Copper if you don’t want to spend time doing manual data entry or other tedious admin tasks, or just don’t want to deal with overly complicated tools. Designed to work from your Gmail account, it syncs well with other Google apps and can automatically log all your emails and interactions to the right contacts without your input. 

You can view information from across your inbox, interactions, and tasks in one place. It will even remind you to stay in touch with prospects and follow up on deals

Copper was designed for utmost usability and flexibility, combining features for collaboration, productivity, and analytics in one easy-to-use interface. 

These features allow you to automate your core business operations, find ways to improve your processes to streamline your workflow, respond to market trends more quickly, and get improved visibility into your sales pipeline. 

Copper is extensible via an API for custom integrations. Its interface looks exactly like Google Workspace tools; so, anyone with experience using those tools will find it easy to navigate the software. There’s a shallow learning curve, and being cloud-based, there’s no need for any complex installation. 

Pricing

Copper Pricing Plan

Copper offers three SMB pricing plans ranging from $25/user/month (with a 3-user maximum) to $119/user/month. You can try before you buy with the 14-day free trial, no credit card required. 

Pros 

  • Integrates seamlessly with Google Workspace products
  • Most of its features can be accessed directly from your Gmail inbox
  • It can pull new leads directly from your email inbox into your lead management listing
  • Provides some options for automation 

Cons

  • Alerts for email opens can get annoying
  • Does not support qualified leads in the pipeline

15. Insightly

Best Client Database for Small Businesses.

Insightly is the Best Client Database for Small Businesses

Insightly is simply one of the best online CRMs for small businesses. It is a SaaS-based CRM for small to mid-sized businesses used by over 1.5 million users across the world to manage their customer data, build and nurture customer relationships, accelerate sales, and manage projects. 

Insightly boasts features for contact, pipeline, and task management that help users get a clearer overview of their business and sales visibility, as well as track deliverables to customers, increase productivity and efficiency, and improve customer communication and collaboration within the organization. 

It integrates well with popular applications like Google Apps, Evernote, MailChimp, Office, and Outlook. There are plugins for Gmail and Outlook, and an API to build custom integrations. 

Insightly is accessible on iOS, Kindle, and Android. The mobile apps have business card scanning and audio notetaking functionality built in to allow for quick and easy updates for mobile sales teams. 

Pricing

Insightly Pricing Plan

If you only need the software for two users and don’t need too many advanced features, then you can use Insightly for free. Beyond that, you can opt for any of the three plans: Plus for $29/user/month, Professional for $49/user/month, and Enterprise for $99/user/month, all billed annually. 

Pros

  • Well-designed user interface
  • Powerful features 
  • Built-in project management functionality
  • Extensive options for third-party integrations

Cons

  • Might be a bit too pricey for SMBs
  • Support costs extra

16. Zendesk Sell

Best Customer Database for Integration with a Full Customer Experience Suite.

Zendesk is the Best Customer Database for Integration with a Full Customer Experience Suite

Zendesk acquired Base CRM in 2018, renaming it Sell CRM and integrating it into its extensive portfolio of marketing, customer service, and sales tools. Zendesk Sell is a simple-to-use CRM and sales force automation tool for small to mid-sized businesses. 

On acquiring Base CRM, Zendesk reduced the overall price of admission, which was a wonderful boon for its customers. But the most important benefit of the acquisition for Base CRM users is integration with Zendesk’s popular suite of messaging, analytics, chat, and self-support solutions

By this acquisition, Zendesk is now a full-stack customer experience platform for SMBs and boasts other integrations like Dropbox, MailChimp, HubSpot, and QuickBooks. 

Zendesk Sell leverages Zendesk’s expertise with analytics to offer its users several integrations that can generate useful insights to help organizations improve the results of their sales efforts. 

You can get instant insights—from calls, tasks, appointments, and emails—into team activities and compare people and teams over time to spot potential conflicts and identify trends. And there are funnel reports that uncover bottlenecks in your sales pipeline process. 

Pricing

Zendesk Pricing Plan

There’s a 30-day free trial after which pricing starts at $19/user/month and goes up to $99/user/month. 

Pros

  • Offers a holistic view of all client interactions
  • Provides powerful analytics 
  • Improved pricing options
  • Intuitively designed UI

Cons

  • CSV file uploads are tedious
  • Its feature set might be overwhelming for users that only need a simple CRM solution

How to Choose the Best Customer Database Software

If you need to choose a client database software for your business or organization, the number of options available to you can feel pretty overwhelming. But taking the time to make the following 8 considerations will make your choice much easier. 

1. Outline Your Goals

What problem are you trying to solve with client database software? Knowing the answer to this question is the first step towards making the right choice. One way to articulate your goals is to rearrange the following list in order of importance to determine which customer database software will be best for you: 

  • You want to track your customer base
  • You want to track leads and lead activity
  • You want to allow collaboration between teams
  • You want to manage your client relationships
  • You need custom reports
  • You want to increase the profitability of your business
  • You want to improve the organization of business processes
  • You want to improve the productivity of your team

2. Understand the Costs of Implementation

Will you need to bring on an outside consultant or have a dedicated team member in-house to handle implementation? How much training and testing will be required to get your team up to speed with the system and iron out any bugs or kinks with the system? 

These are all questions you need answers to before settling on a client database system. While there might be no direct implementation costs, there’ll still be costs associated with training your team to use the system and migrating your existing customer data. You’ll also need to seriously consider the time investment involved.

3. Secure the Buy-in of Your Team Members

No matter what system you choose, you’ll always meet resistance from some of your team members. This is why it’s important to secure the buy-in of your team members beforehand. And the best way to do this is to involve them in the process of picking out a client database solution right from the beginning. 

4. Consider Your Mobility Requirements

You’ll want a system that’s flexible enough to meet the mobility needs of your team. Would they need to be able to access the database from any device while on the move? Then you’ll need a system that provides access through a plethora of devices from phones to tablets to desktops. 

5. Consider Your Existing Processes and Business Practices

Your business processes are about as unique as your business itself; everyone’s process is different in one way or another. So, you’ll want a system that’s flexible enough to handle your processes instead of one that forces you to change your processes to suit the platform. 

It should also be able to grow with your business and adapt as your processes change so that you don’t have to replace it. Plus, it should be updated regularly so that it doesn’t go out of date. 

6. Consider Compatibility with Your Current Business Software

These days, this is less of an issue as most software solutions are easily extensible via APIs. But you still need to make sure that the system you choose can communicate with the other software you already use. Bonus points if it can do this out of the box. 

It would also be great to find one that works with a service like Zapier to create custom integrations without having to hire a developer or write code.

7. Use the Product Demo or Trial 

If there is a trial version of the software, make sure to use it extensively. Stretch it as far as it would go; your goal is to break it to identify its weaknesses and test out customer service. This will save you a lot of headaches in the long run. Don’t just give the demo a cursory glance and conclude that it’ll work.  

8. Examine the Solution’s Reporting Capabilities

Reporting functionality is a must as it can be the difference between doing okay and crushing the competition. You’ll want a system that can generate custom reports that showcase your wins, losses, and areas for improvement. 

Without hard data, it’s easy to fall for your own hype and believe that all is going well when in fact it isn’t. Your processes might seem effective to you but the data may show otherwise. 

With good reporting capabilities, a client database will help you set prices more effectively, give customers the exact products and services they need, and improve your business processes. It can even help you train your sales team to be more effective.

Frequently Asked Questions

What is a client database?

A client database is a lot like an address book. It is a collection of the names and contacts of your business’ leads and prospects. It may contain such information as company name, position or role, records of past interactions, email address, phone number, physical address, and so on.

What is client database software?

Client database software is simply a digital client database. It stores your client data electronically in a searchable format and allows you to automate some CRM processes. You can even use it to track payment history, resolve conflicts, generate leads, and many other functions.

How to create a client database?

You can create a simple client database using the humble Excel spreadsheet. Since a good client database is more than just a list of names and contact details, you’ll want to add other fields like title, company name, important dates, and so on.

To make your database more useful, you should include headings that identify your customers with codes that explain the business type, dollar volume, value to your business, and other such metrics and values.

But to save you the stress of manually creating and managing a spreadsheet database, your best option is to use a client database software.

How to maintain a customer database?

There are many tips for maintaining a customer database.

First off, understand that database maintenance starts at the point of data collection. If your data starts clean, maintaining it will be much easier. So, always ensure that data is captured correctly. Set up regular data audits to ensure that your data is well-kept.

Contact your contacts often; this will ensure that their information is still correct and reduce the chances of them going cold. And last but not least, use a data cleansing service or software—such as email verification and validation tools—to weed out incorrect and duplicate information.

How much does a good customer database software cost?

Aside from free options, prices for customer database software vary widely, often starting at around $12/user/month and going up to $150/user/month on Enterprise packages. The most expensive plans generally hover around $300/user/month.

Which Client Tracking System Should I Pick?

Here are our recommendations: 

  • The best free client database software is HubSpot
  • If you have basic needs and don’t need a complicated product, check out Monday.com.
  • For Google Workspace users, it doesn’t get better than Copper
  • For small businesses, Insightly might be your best bet.
  • If you’d like tight integration to a full custom experience suite, check out Zendesk Sell.
Written by
Martin Luenendonk
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