Strong customer relationships are at the core of any successful business. And to build those connections, you need to really know your current customers and those even remotely interested in your business. 

What challenges are they facing? 

Where are they in their customer journey? 

Which products are they most interested in?

These are some of the questions that help you understand your customers, and to answer them, you need more data than a spreadsheet or a bunch of emails can manage.

Customer relationship management databases, or CRM databases for short, are the way to go if you want a comprehensive look at the customer experience that ties together sales, marketing, and support efforts. 

In this article, I’ll explain what is a CRM database, its benefits, everyday uses, and some of the best CRM DB software. 

What are CRM databases?

CRM, as you might already know, stands for Customer Relationship Management. CRM databases, essentially, are software that compile all your customer and contact data in one, unified place accessible to everyone in your team in real-time. 

A CRM database stores data like customer names, contact details, purchase history, communication records (emails, calls), and customer’s personal preferences. 

Now, how does this data make its way into a database? 

Some of it is collected automatically when customers fill out forms on your website or make a purchase online. 

Besides that, team members also manually contribute to it. For instance, sales reps may add notes after a phone call, or marketing teams may upload leads from a campaign. The core concept is to collect data at every customer touchpoint so it’s all in one place.

Businesses use data stored in CRM systems to track leads, manage customer relationships, send follow-up emails, plan meetings, predict customer behavior, you name it.

What’s the use of CRM data?

CRM data can be used in a multitude of uses. Some very common use cases include the following.

1. Tracking customer interactions

Companies use CRM databases to keep tabs on all the interactions they’ve had with customers. 

These interactions include logging calls, emails, meetings, or any other form of communication so everyone on the team knows what’s been said and done.

2. Managing leads and sales pipelines

Sales teams love using CRM data to manage their leads and keep the sales process moving. 

In a CRM database, it is much easier to see which leads are at what stage, when to follow up, and which ones are ready to close. It prevents losing track of potential deals.

3. Improving customer support

CRM databases are particularly useful for customer representatives to see a customer’s history when they reach out for help.

They can quickly get the context they need, like past issues or recent purchases, so they can respond faster and more effectively.

4. Personalizing marketing campaigns

CRM databases allow for targeted, personalized marketing campaigns. You can look at customer interactions and purchase history to send out emails or ads that match what people actually want. 

It is also possible to split your customer base into different groups based on age, location, purchase history, or anything relevant, and then reach out with offers or content that makes sense for each group.

Benefits of maintaining CRM databases

CRM databases are so widely used in multiple different aspects of business management because of the supreme benefits they bring. 

Here’s what you get when you invest in maintaining a CRM database.

1. Access from anywhere, anytime

If you use a cloud-based CRM database, your team can access it from anywhere, in the office, at home, or on the go. 

The flexibility that comes with such access ensures that your work doesn’t stop just because someone isn’t at their desk. 

All your team members stay productive even when they need a break from the monotonous office routine and want to spend the day in their living room or work from a cafe. 

2. All your customer info in one place

CRM databases keep all your customer data, such as names, contact info, past conversations, and sales history, right where you need it. 

They save you from clicking through endless folders or trying to remember where you saved that one crucial note.

Plus, everyone on your team can access the same information so if someone is out sick or on vacation, anyone else can jump in and pick up where they left off.

3. Keep your team on the same page

Nothing’s worse than a customer hearing one thing from your sales team and something completely different from customer service. With a CRM, that mess is a thing of the past. 

CRM databases also make it easier for new team members to get up to speed. They can look through the CRM and understand a customer’s history without having to ask around.

4. Understand your business better

Besides simply organizing data, CRM data also helps you understand how your business is doing. You can pull up reports that show you who your best customers are or which of your products are most popular. 

Plus, you also notice trends in CRM reports that can shape how you approach your strategy. For example, if you see that a certain product always does well in a particular season, you can ramp up your efforts when the time comes. 

5. Save your team from admin headaches

We all equally hate spending hours on repetitive administrative tasks like updating contact details or setting reminders. 

With a CRM, most of these small, annoying tasks are automated. Freeing up team members from such tasks makes their job enjoyable and increases their productivity. 

Nucleus research found that automation boosts sales productivity by 14.5% and cuts marketing costs by 12.2%.

3 Popular CRM database examples

There are a number of different tools you can check out to create your CRM databases. 

Here are the 3 top-tier CRM database examples: 

1. HubSpot CRM

HubSpot's CRM database is made up of three main components: objects, records, and properties. 

• Objects: These represent the types of relationships your business handles. HubSpot includes standard objects like contacts, companies, deals, and tickets. Depending on your plan, you may also see calls, payments, and custom objects. 

• Records: These are individual entries within those objects. For instance, John Doe is a contact record, and his company, Orange Inc., is a company record. 

• Properties: Properties are the fields that store info in a record, like John’s email address or his company’s revenue. HubSpot provides default properties, but you can customize them to fit your needs.

The best thing about HubSpot’s CRM database is that it doesn’t lock you into a rigid setup. You can create custom properties to store specific data that are relevant to your business. 

Plus, it’s super easy to view, edit, and log activities like calls, meetings, meetings, or tasks on each record’s timeline. HubSpot also auto-logs certain activities to save you time.

2. Salesforce CRM

Salesforce is another CRM database management tool where all your customer and business data can live. It’s built on Oracle, which means it’s solid, secure, and reliable. 

In Salesforce, data is organized into objects, fields, and records. 

Objects are the data containers; you have standard objects (like accounts, leads, contacts), custom objects (made to fit your business needs), and external objects (for data outside of Salesforce). 

Each object is structured with fields, which are the columns where you store details. Standard fields include things like unique IDs, record names, and system info that shows when the record was last updated.

Records are the individual entries you add to these objects. For example, if you add a new lead, you’re creating a record within the “Leads” object. 

What’s really cool about Salesforce is how it handles relationships between objects. 

It’s a relational database, meaning objects can share and relate data to each other. It is super handy because, for example, if you’re looking at an Account, you can also see the related Contacts directly within it. 

3. MondayDB

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Monday Database is a relatively new solution to Monday’s CRM suite built around flexible “boards” that help you track everything from tasks to business deals. 

Each board is set up like a table, where you can add different types of columns. These columns can be basic, like text or numbers, or more complex, such as tags, files, or formulas. 

You have the freedom to organize, filter, and analyze your data exactly how you need with over 40 different columns. 

Once you’ve set up your data, mondayDB will create you custom reports and dashboards. You can choose from various report types like pivot tables, Kanban boards, or maps to gain insights into your data.

FAQs

What is the best CRM database?

Everyone has their definition of the best CRM database. Salesforce is a top choice for its robust customization features, HubSpot is great for ease of use, and Zoho CRM offers affordability. However, the best CRM database is a custom solution that you create yourself, like Formaloo. 

How to create a CRM database?

You can easily create a CRM database in the CRM platform of your choice. Simply import customer data and organize it with relevant fields. Set up data input processes, and automate workflows to save time.

Can I create my own CRM?

Of course, you can create your own CRM through a no-code platform like Formaloo. Just define the necessary features and customize it to fit your business needs. 

Make a custom CRM with Formaloo and collect customer data your way!

CRM databases are usually customizable to an extent, but they often come with preset fields that don’t always fit your requirements. 

With Formaloo, you can build a custom CRM that’s truly tailored to your business. You get full control over every aspect, from automating lead generation and managing workflows to improving customer relationships. 

Plus, Formaloo’s drag-and-drop interface makes it super easy to design forms, create custom dashboards, and analyze data with visual reports.

Sign up for Formaloo today to create an ideal CRM database that works exactly the way you do!