10 Best Client Database & Customer Database Software 2023

The Best Customer Database Software List

Here’s a shortlist of some of the most popular database software:

1. 1.

   monday.com

   — Manage your client data, interactions, and processes in one centralized place to streamline all sales opportunities

   

2. 2.

   Salesforce CRM

   — Cloud-based CRM software that helps businesses manage their sales, marketing, & customer service

3. 3.

   HubSpot CRM

   — Cloud-based CRM with features like chat, meeting scheduling, & email tracking

4. 4.

   Kintone

   — Build custom client databases with a drag-and-drop app builder & workflow automations

5. 5.

   Freshsales

   — Client database and CRM that lets your team use AI-based lead scoring, phone, email, activity capture, and more

6. 6.

   Airtable

   — Part spreadsheet, part database, Airtable lets you add attachments, text notes, links to records, and even barcodes

7. 7.

   Streak

   — Sales and project management software with automation, data, and analytics, built right into Gmail

8. 8.

   Ontraport

   — Store every customer click, purchase, and action throughout your campaigns and use landing pages and forms to bring people in

9. 9.

   Keap

   — CRM, client database, sales, and marketing automation for small to midsize businesses

10. 10.

    Agile CRM

    — A cloud-based SaaS service with sales enablement, marketing automation, customer service, and more

Gone are the days when you keep all your contacts in business card binders and all of your client files in alphabetized manila folders. Now, database programs take that work off your hands and offer a more complex, more searchable way to store important names, addresses, and project details.

Database software is the bread-and-butter of your business. Customer data management can help you sort, search, and select clients that you have had previous contact with. Databases can also help you collect and act on sales leads. How you manage your clients and contacts will have lasting effects on the success or failure of your business.

This article will help you quickly compare and evaluate the best client management software and other online database software.

1. User Interface (UI): Is it clean and attractive? Does it look modern or outdated? The best database management software will work well AND look good.
2. Usability: Is it easy to learn and master? Easy database software will offer good tech support, user support, tutorials, and training?
3. Integrations: Is it easy to connect with other tools? Any pre-built integrations?
4. Value for $: How appropriate is the price for the features, capabilities, and use case? Is pricing clear, transparent and flexible?

Client Database Management Key Features

Here are a few MUST haves.

Backup Client Base Online – Client databases need some sort of backup system to ensure the safety and longevity of your valuable data. An online backup system is ideal so that you can access it anywhere. However, you will also want to be sure they employ the best safety standards for all your client data.

Reporting and Analysis – Does the software offer a number of reporting tools and data visualizations? Are the reports easily downloadable and shareable?

Robust Search Functionality – Does the system make it easy to search and sort data in different ways? How far back do the results go? Can you narrow search terms to get the most relevant data for your query?

Mobile App/Access – With today’s mobile workforce, you might want a client database app that is smartphone compatible so that you can access your client details on-the-go. Considering the increasing number of remote or off-site workers, having an iOS and/or Android app is a huge plus.

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Overviews of the Client Tracking System Software

Here’s a brief description of each of the database software programs that are featured on this top 10 list.

1

monday.com

Manage your client data, interactions, and processes in one centralized place to streamline all sales opportunities

Monday sales CRM is a complete Work OS software featuring robust client management and database capabilities. The platform lets you manage all client and customer-related data: from contact details and recording communications to setting up automatic reminders and assigning tasks.

The platform provides a 360° view of all customer interactions and communications in one organized view, giving you and your team full visibility into all important data at any time. The intuitive interface makes it easy to visualize every part of your client database without having to switch between multiple tabs or screens.

Managing and recording interactions with customers is also made easy using monday.com: send emails directly from the platform, schedule calls, and instantly log all communications in one place. Whether it’s emails, meetings, notes, or other events, log and connect every interaction to your larger sales pipeline.

Best of all, you can connect your monday sales CRM customer database with many of the tools you already use, including Hubspot, Zendesk, Slack, Google Drive, and others. These integrations can be set up alongside automations to seamlessly trigger actions, like “If customer does not respond in 3 days, automatically send follow-up email.

monday sales CRM costs from $10/user/month and comes with a free 14-day trial. They offer a free plan for up to 2 users.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.

4.7

6745

14-day free trial + freemium plan available

From $8/user/month (billed annually, min 3 seats)

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2

Salesforce CRM

Cloud-based CRM software that helps businesses manage their sales, marketing, & customer service

Salesforce CRM is a cloud-based CRM system that helps businesses of all sizes improve their customer service, sales processes, and marketing campaigns. It allows users to store all their customer data in one secure location and access it from anywhere with an internet connection. This allows them to easily track customers, analyze data, create reports, manage accounts, monitor leads, and more. It includes features such as lead management, contact management, account management, report generation, and analytics. Other features include mobile access so users can access the system from any device, email integration so users can send emails directly from the system, and activity tracking which keeps track of activities such as calls and emails sent.

Salesforce enables businesses to effectively manage large amounts of data, including customer contact information and sales records. Data can be organized into custom fields, allowing users to quickly search for specific items or view summaries of data across multiple fields. Additionally, it provides powerful analytics tools that allow users to identify key trends in their data. Salesforce’s segmentation feature allows businesses to group customers based on different criteria such as location, purchase history, and demographics. This makes it easier for businesses to target specific groups with tailored marketing campaigns and special offers.

Salesforce offers advanced segmentation features such as dynamic segmentation which automatically updates segments based on new customer information. As the business grows, users can add additional features or services without having to purchase additional software or hardware. Additionally, because it is cloud-based it requires no setup or maintenance costs which makes it an attractive option for businesses with limited budgets or resources. It features powerful security measures such as encryption and two-factor authentication which ensures that all customer data always remains safe and secure.

Features include sales management, marketing automation, customer service and support, collaboration, customization, mobile access, integration, analytics & reporting, and built-in data security.

Integrations include Google Workspace, Slack, Quickbooks, MailChimp, LinkedIn, Docusign, JIRA, HelloSign, Code Science, Active Campaign, and Dropbox.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.

4.2

12285

14-day free trial

From $25/user/month (billed annually)

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3

HubSpot CRM

Cloud-based CRM with features like chat, meeting scheduling, & email tracking

HubSpot CRM is a cloud-based client and customer database platform with a suite of tools necessary for managing customer relationships and the sales and marketing aspects of a business. This solution allows users to store customer information—including contact details, company information, and communication history—in one location. This allows users to easily search, filter, and sort contacts to find specific information on a particular client or customer demographic.

HubSpot CRM’s contact management feature is included in the Free package and allows users to keep their contact records up-to-date easily by adding a prospect’s corporate email address and letting the software populate the records with relevant information. As long as the client’s information is stored in HubSpot’s database, manually entering data becomes less necessary. Currently, the database contains the contact details of around 20 million different businesses worldwide, so most users will be able to benefit from decreased manual data entry.

Users won’t have to switch tabs or screens when completing sales tasks since users will be able to send emails, make calls, record conversations, take notes, log sales activities, and more without needing to leave the contact records. This helps boost productivity since users will have easy access to important contact details and communication histories and be able to contact clients. Additionally, users will be able to continue using Gmail and Outlook through integrations so that users can automatically log emails sent to their contact records.

HubSpot’s contact management feature is part of the Sales Hub products and users can choose from the Free Tools, Sales Hub Starter, Sales Hub Professional, and Sales Hub Enterprise to use it. The paid plans will have more extensive features than the free plan, but users that only need a client and customer database can settle for the Free Tools package with its suite of free marketing, sales, service, CMS, and operations tools.

Features include contact management, sales pipeline management, email tracking, meeting scheduling, sales reporting, marketing automation, customization, a mobile app, and third-party integrations/add-ons. 

Integrations include Wistia, Datqabox, Seventh Sense, Zerys, PandaDoc, Eventbrite, and Aircall.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.

4.4

9243

14-day free trial

Starts at $50/month (1000 contracts)

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4

Kintone

Build custom client databases with a drag-and-drop app builder & workflow automations

Kintone is a customizable client database tool used by teams at Volvo Trucks North America, Japan Airlines, Shiseido, and over 23,000 organizations worldwide. Their unique approach to client database tools lets you build a wide variety of customizable “apps” either from scratch, using templates or from your existing spreadsheets, for data management, business processes, and workflows. Kintone apps can be customized for project management, sales CRM, client databases and activity logs, expense reports, shared to-do lists, equipment management, product feedback, and much more.

Kintone lets you build client database apps by dragging and dropping elements that you want to see onto the page: rich text fields, date fields, drop-down menus, number fields with built-in calculations, spaces for attachments, user or group selection menus, related data from other apps, tables, and more.

Once you’ve built the app you want, you can use it to more easily manage whatever data and tasks you and your team need to track. And with custom notifications and reminders as well as detailed permissions settings, your client database solution can look and work however you want it to.

What makes Kintone particularly great for client databases is the customizability—users can tailor what information the CRM records and holds, update and change fields or entire workflows without relying on IT support, and create automated reminders to notify sales members of important deadlines.

Kintone’s built-in communication features also allow your team to discuss customers or tasks directly in the database and in topic or project-based threads. Dedicated “spaces” organize all of the information your team needs about your customers in one place, including your customer database, customer inquiries and interactions, and more.

There are so many ways to customize Kintone it can be hard to know where to start. Read the starter blog “What Can You Build with Kintone?” or watch Creating an App from Scratch for a quick look at how the drag-and-drop builder works.

Kintone lets you expand its capabilities with both free native plugins built by the Kintone team as well as integrations with other tools like Slack, Gmail, Google Calendar, Outlook, Tableau, Dropbox, Salesforce, HubSpot, Eventbrite, WordPress, QuickBooks, MailChimp, and many more through a paid plan with Zapier or via API integrations.

Kintone costs $24/user/month with a minimum requirement of 5 users. They offer a 30-day free trial (no credit card required) and discounted prices for nonprofits and educators. Kintone’s team also offers a free custom app build as part of the free trial process.

30-day free trial

From $24/user/month

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5

Freshsales

Client database and CRM that lets your team use AI-based lead scoring, phone, email, activity capture, and more

Boasting over 150,000 clients and users, Freshsales aims to simplify CRM solutions. To do so, they offer AI-based lead scoring; phone, email, activity capture; sales lead acquisition assistance; sales pipeline management; event tracking (website and app); and more.

Freshsales does email segmentation, sorting, and display-by-relevance very well. This tool categorized conversations in a way that makes them easy to retrieve and sort by customer and it also uses conversation records (text, call, chat, email) to their full potential.

Native integrations include Freshdesk, Freshchat, Freshconnect, Freshcaller, Google calendar, Mailchimp, Segment, Office 365 Calendar, Hubspot, Freshsales for Web, PieSync, Google Apps, Quickbooks, Google Contacts, Xero, and many more through Zapier. Other integrations include Calendly, Facebook, GetAccept, Clenty, Justcall, Toky, 24sessions, Integromat, Akito, Trello, Magento, and more.

Setting up and learning the software was quite time-consuming, losing them some minor points in the Usability section of the evaluation criteria. Migrating from another CRM platform, in particular, has many pain points.

Freshsales starts at $15/user/month and has a 21-day free trial.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.

4.6

959

21-day free trial

From $15/user/month

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6

Airtable

Part spreadsheet, part database, Airtable lets you add attachments, text notes, links to records, and even barcodes

With over 800,000+ companies using Airtable, this tool uses native mobile and desktop apps to make it easy to edit, comment, and collaborate within the database in real-time. Organizational options include customizable fields for data; filtering, sorting, and grouping of content; and more.

Having a freemium version, as well as a very reasonable monthly subscription price, made sure that Airtable excels in our Value for Cost evaluation criteria section. This makes them a great choice for those just beginning to dabble in client database software.

Airtable has many built-in integration options as well as a robust API. Connect even more apps and websites through Zapier, Workato, Integromat, or Automate.io. Built-in integration options include Asana, Basecamp, Box, Dropbox, Eventbrite, EverNote, Facebook, Github, Gmail and G Suite, Instagram, Jotform, LinkedIn, and many more.

Minor cons include no options for rich text functionality, quite limited records for free plans, low-responsiveness with customer service, and minimal tutorial help.

Airtable starts at $10/user/month and has a freemium version.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.

4.6

1339

Free forever plan available

From $10/user/month

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7

Streak

Sales and project management software with automation, data, and analytics, built right into Gmail

Streak CRM integrates directly with Gmail, so users can track and manage their sales pipeline, contacts, and emails right in G Suite. You can also set reminders for easy follow-ups with tasks and clients.

You can import and export client and lead data in any format, including numbers, text, lists, checkboxes, tags, formulas, contacts, and more, making it useful for tracking and reporting on data. Streak CRM will auto-fill data such as ‘Date created’ or ‘Date of Last Email’.

Another great feature is the ability to automatically share emails, notes, and call logs with your team so you can pick up where they left off. Streak CRM offers a mobile app as well, for ease of use and access.

Streak CRM’s open API integrates with G Suite and Zapier to connect your Streak to any existing app or tool you use.

Streak CRM has a basic plan that is completely free. Paid plans cost from $15/user/month.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.

4.4

160

14 days free trial

From $15/user/month

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8

Ontraport

Store every customer click, purchase, and action throughout your campaigns and use landing pages and forms to bring people in

Boasting award-winning customer support, Ontraport features a variety of tools for users of their CRM suite: email and text marketing, landing pages and forms, UTM data for lead sources, fulfillment lists, automated follow-up, process mapping, API access for integrations, and more.

Something Ontraport does particularly well is helping you map the customer journey from landing page to ongoing relationship support. You’ll have access to perfectly tailored event steps like initial forms, email confirmation automation, and future campaign navigation.

Integrations include Quickbooks, Xero, Acuity Scheduling, Calendly, Google Calendar, Schedule Once, Time Trade, Bloom Forms, ConvertPlus, ConvertPro, Freshdesk, Helpscout, ZenDesk, Beaver Builder, Leadpages, Megaphone, Lob, MailLift, Thankster, LearnDash, ZippyCourses, Shopify, WooCommerce, and many more. You can also connect tools through API helpers like Apiant, Fuzed, PieSync, PlusThis, Webmerge, and Zapier.

In our Value for Cost evaluation criteria, we look for two things: General affordability and transparency in pricing. Ontraport lost a few marks here because the monthly cost is only for a single user with additional users racking up another $47/user/month.

Ontraport starts at $79/month and has a free 14-day trial.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.

4.3

144

Free 14-day trial

From $79/month

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9

Keap

CRM, client database, sales, and marketing automation for small to midsize businesses

Keap is a clean, intuitive client database tool for automating processes around following-up with leads and clients. You can schedule pre-built reminders, automated emails, and texts to make keeping up with customers, or potential customers, faster, saving you and your team time.

The tool lets you build a repeatable sales process to maintain regular client database outreach as well as set-up appointments, track leads, and send quotes. Keap also includes built-in landing pages and a campaign builder to get more leads and turn them into paying clients, as well as reporting and analysis features.

Keap integrates with lots of tools including PieSync, AdEspresso, BigCommerce, Bojoro, AppointmentCore, Automate.io, Zapier, Fix Your Funnel, Deadline Funnel, CustomerHub, Formlift, Gmail, Graphly, Imember360, Instapage, JotForm, LeadPages, My Fusion Helper, OptinMonster, Outlook, PlusThis, Privy, Quickboks, ScheduleOnce, WordPress, and others. This extensive list of connection options scored them very well in the Integration segment of the evaluation criteria.

Keap starts at $79/month for 500 contacts and 1 user; they often have lower price deals for your first 2 months.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.

4.2

1472

14-day free trial

From $169/month

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10

Agile CRM

A cloud-based SaaS service with sales enablement, marketing automation, customer service, and more

Free for up to 10 users, Agile CRM is an excellent option for small to mid-sized businesses. Features vary between free and paid plans and may include sales enablement through gamification, marketing automation, customer service, contact management, and more.

Agile CRM’s monthly subscription price is one of the lowest per-user on this list, not to mention they have a freemium version for 10 users or less. This ensured they scored top marks in the Value for Cost section of the evaluation criteria.

Integrations include Twitter, Facebook, TowerData (Rapleaf), LinkedIn, Zendesk, ClickDesk, HelpScout, LiveHelpNow, Tidio Chat, UserVoice, IMAP, Google Apps, Microsoft Exchange, Twilio, VoIP, RingCentral, Bria, Mandrill, SendGrid, Amazon SES, FreshBooks, Xero, QuickBooks, and many more. Connect additional tools using Zapier, as well.

A few cons to note are limitations/restrictions in certain automation capabilities, some cumbersome sales tracking elements, and a lack of search/sorting fields.

Agile CRM starts at $8.99/user/month and has a freemium version for up to 10 users.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.

4.2

412

Freemium version up to 10 users

From $8.99/user/month

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Need expert help selecting the right Backend / Database Software?

We’ve joined up with Crozdesk.com to give all our readers (yes, you!) access to Crozdesk’s software advisors. Just use the form below to share your needs, and they will contact you at no cost or commitment. You will then be matched and connected to a shortlist of vendors that best fit your company, and you can access exclusive software discounts!

Other Client Database Options

Here’s a few more that didn’t make the top list. If you need additional suggestions for handy client database tools, check these out.

• HubSpot – Free HubSpot CRM includes marketing, sales, and service software that features contact lists, deals data, task lists, and more.
• Maximizer – Lead, contact, and campaign management to segment and track your marketing and sales efforts with a variety of CRM features.
• GreenRope – A fully integrated sales, marketing, and operations platform that taps into email marketing, social media, advanced marketing automation, and more.
• Insightly – Build robust pictures of your customers by unifying marketing, sales, and project delivery teams data in one system.
• Zendesk – Build and log customer interactions across phone, chat, email, social media, and any other channel you use for your business.
• Accelo – A cloud-based software solution for your service and client operations that includes integration with other popular project management platforms.
• Pipedrive – Manage leads and deals; track calls, emails and other communication; and automate administrative tasks so that your team can focus on selling.
• Copper – A CRM specially designed to work with G Suite so that you can manage all your contacts, deals, emails, files, and more.
• Zoho CRM – A customer relationship management software that taps into every contact channel, be it calls, email, social media, live chat, and so on.

Business Database FAQ

Learning more about business databases is a good place to start. Even if this seems basic, a quick overview is helpful to warm up your mental muscles before diving into software specifications. Here are some FAQs to get you started.

What is a client database?

A client database is a collection of contacts that might include company name, position or role in the company, phone number, email address, physical address, records of past interactions, and so on and so forth. Contact database software can help you manage these names and interaction details in a way that is easy to maintain and search, as needed.

What is client database software?

Client database software is a digital solution to store data and details pertaining to any contact or customer with whom you have had business. Not only can you store personal details, like name and phone number, but you can even track payment history, conflict resolution, lead generation, and more.

What are some different types of database software?

There are many different kinds of database software, each with a specialty pertaining to a certain industry or type of contact. They may offer features and functions that relate to the specific needs of a particular working group. Some common examples include:

• Marketing database software
• Personal database software
• Business database software
• Customer database software

What is the best Windows database software?

If you are a Windows user, you have a lot of customer management software to choose from, like Tray.io, NoCrm.io, Airtable, All Clients, Salesforce, and many more.

Not looking for a contact database at the moment? Check out our other lists of top client software:

1. You can only gain a client if you start with a winning project proposal—I’ve made a list of the best proposal software to help you win new business.
2. If you share a lot of files and assets with your clients, manage access and sharing of these files all in one place with a digital asset management tool

Have you tried out any client database tools listed above? Is there something that you think we are missing from our list? What system(s) do you use for your database management needs?

Are you thinking about switching or upgrading anytime soon? Do you use free customer management software or prefer a paid service? One-time fee or subscription?

We want to hear your thoughts in the comments below.