Customer Database Software for sales teams

Get the Customer Database Software to power your sales team and close more deals.

Why choose Insightly CRM customer database software?

Affordable yet powerful

Get modern, robust features in a cloud platform, but skip the enterprise prices.


The CRM that’s built to scale. It will grow with you…but you’ll never outgrow it.

The CRM you’ll love

Easy to adopt and use across your entire organization every day.

Build and Convert Sales Pipeline

Convert quality leads to opportunities, actively manage every step from opportunity to close, and grow your business faster than ever.

Adopting Insightly has helped us close deals faster because the entire team collaborates on providing mission-critical detail in the CRM. From my perspective as a sales leader, the support I get from the team to capture this information and close opportunities is absolutely critical to our success.

Ian Pund, Senior Vice President of Sales,
Noble BioMaterials

Sales Pipeline & Lead Management

Start acting on leads and create opportunities

  • Capture relevant details about each lead
  • Prioritize leads with your teams, and distribute based on criteria you set
  • Empower teams to get a real-time view into where each deal stands

Sales Lead Tracking & Opportunity Management

Create velocity through your sales process

  • Leverage your pipelines to track, manage, and nurture deals efficiently
  • Get insights into what’s moving your business forward, and where the risks are
  • Manage opportunities in customizable pipelines
  • Drive more velocity through the sales and delivery process

Increase Productivity

By supporting intuitive, automated, and scalable processes, teams are empowered to close deals and deliver services faster and more efficiently.

“By leveraging Insightly, we were able to shave 50% off our timelines. Insightly allows us to seamlessly push data to each project directly, which empowers us to move onto the next step in our process instantly.”

Joanna Falcone,
VP Systems and Process Development

Business Workflow & Process Automation

Automate repetitive, manual tasks so your team can focus on what matters most.

  • Eliminate the risk of human error
  • Reduce the number of redundant tasks and processes
  • Scale faster with email, reminders, onboarding stages and much more
  • Free your team from low-value tasks and improve employee engagement

Validation Rules & Advanced Permissions

Preserve data integrity, capture quality data, and deliver great experiences.

  • Make your CRM even more valuable to your business by ensuring that every business-critical field and object is updated with validation rules
  • Ensure accuracy and data compliance
  • Help teams perform efficiently and stay on track by delivering data access to the right roles and profiles with advanced permissions
  • Take control of your data by making sure the right people have the right access at all times

Products, Price Books & Quotes

Create a complete record of your offerings and make it easy to close the deal.

  • Drive process improvement and clarity by helping your teams add the right products to the right opportunities at the right price
  • Create deal velocity, configure and price quotes directly from opportunity records and keep track of the status with quote pipelines
  • Quickly and seamlessly generate PDFs or email quotes directly from Insightly
  • Customize your quotes with branded templates

Project & Task Management

Create seamless post-sale transitions, ensure crisp communication, manage projects, and complete them faster.

  • Seamlessly convert opportunities to projects after the deal is closed
  • Copy all corresponding details, records, tasks and more from the opportunity directly in the project for complete visibility into customer requirements
  • Use pipelines and milestones to enhance cross-team communication
  • Tailor every project with custom fields and page layouts to deliver great outcomes to your customers

Build Lasting Customer Relationships

Show customers and prospects you know them by capturing the right information about every interaction and using your data to deliver great experiences.

Our motto is this: If it’s not in the CRM, it didn’t happen. If you have an idea, explore it.  Get the process on a white board and work with your Insightly team to see if it’s possible. Odds are, the answer is yes.

Jennifer Nietz,
Vice President, COACT

Customer Relationship Management

Relationships are everything. Improve every connection you make and grow your business by delivering efficiently on your promises.

  • Create a single source of truth for every customer relationship
  • Break down communication silos by capturing the right information about every deal and making it accessible to key stakeholders in every department
  • Improve your business processes, elevate the experiences you deliver, and grow your business faster than ever

Customizable CRM

Every business is unique. Configure the CRM and information to match your business processes.

  • Intuitive customization empowers you to easily mold Insightly to your unique business needs
  • Save on cost with intuitive, easy customization – no expensive third party developers required
  • Improve communication, collaboration, and CRM adoption while driving great business outcomes

Customer Email Management

Make all your communication even more effective with Insightly.

  • Deliver complete visibility to all your teams across every single customer email interaction
  • Drive deal and project velocity by tracking and managing each customer communication in Insightly
  • Facilitate proactive communication by picking up the relationship at exactly the right place

Get real-time performance insights

Create real-time, customizable data visualizations in minutes with the data that matters most to your business.

Because operations and sales all utilize Insightly, we’re all empowered to deliver great customer experiences. Insightly delivers a great way for us in operations to understand and get ahead of what’s coming.

Amber Livingston,
Operations Manager, Multifamily Utility Company

Performance Dashboards & Reporting

Create customizable charts and visualizations in minutes with the data that matters most.

  • Customize around your unique KPIs so that your key metrics are visible at a glance
  • Make decisions based on what’s happening with your business in real time
  • Get to a single source of truth for your business, save time on handoffs across teams, and create consistency
  • Create up to 100 shareable dashboard cards on the Professional Plan and an unlimited number of cards on the Enterprise plan
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Do more, better, faster

Increase your teams’ productivity by automating and orchestrating workflow tasks, sending emails, updating records, executing custom code, firing webhooks, and much more.

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Customers drive productivity with Insightly CRM

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Solar company shows how Insightly helped them triple revenue without tripling the team.

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Experience Insightly CRM for yourself

Keep everything safe and secure

Our entire team uses the Insightly platform too, so we ensure your data is as secure and safe as our own. We work with customers every day to make sure that their data security requirements are met and exceeded.

  • SOC 2 Type II certified
  • Single-sign-on via industry standard authentication protocols
  • Two-factor authentication support
  • Encryption of data in transit and at rest
  • EU/US Privacy Shield and GDPR Compliance
  • HIPAA Compliance

Work from anywhere

Manage everything on the go with award winning mobile applications for both Android and iOS.


Scan business cards

Take the drudgery out of data entry by uploading all contact information from any business card in just one click.


Update your projects in real time

Road warriors can quickly update the other members of the delivery team on the status of their tasks, milestones, and deliverables.


Move opportunities along

Field salespeople can easily change the status and amount of an opportunity—or create a new one—right at the client’s location.

Frequently Asked Questions

What is customer database software?

Customer database software functions as a repository of the data that a business knows about its customers. It allows the business to  view and manage all their contacts and accounts in one centralized location.

What’s the difference between customer database software and CRM?

A customer database is a feature of a CRM. A CRM (customer relationship managements) software also provides functionality to track prospects and leads who will become customers, to send emails and automation workflows, and to report on the status of customers and your pipeline. 

Is a CRM just a database of customers?

No – it is much more. A CRM contains a customer database, but offers significantly more functionality beyond that. A CRM will also track your customers and your pipeline of potential customers. It will help you send emails to prospects and customers, as well as create automated workflows. You can also use a CRM to report on aspects of your business such as a pipeline report for forecasting.

Customer Database Software

Modern businesses generate massive amounts of data. Every action and engagement with your customers is always a potential for data collection. And this is why companies are turning to customer data software to help manage the incoming and existing data. Data is the foundation of sound business decision-making, so there’s always a race to collect, manage, and mine it to optimize every facet of business operation.

What Are the Types of Customer Database Software?

Simply put, a customer database is a collection of data. However, how that data is stored and retrieved varies depending on the types of customer database software available and the best customer database software options for your industry.

SQL Database

Also known as a relational database, SQL databases are structured using rows and columns to establish relations between two pieces of information. Thus, you can query related data from various tables with just one statement. This is the traditional way of compiling data. 

A perfect example is a sales database where the name of the customer, products, price, and date of purchase might be tabulated. With this type of customer database, you can answer questions like, “How much did customer x buy?” without going over multiple tables.

NoSQL Database

In contrast to SQL databases, NoSQL databases are not organized in tables. Instead, they are presented as graphs, object-oriented, or document databases. NoSQL databases work well with large amounts of data. Companies use this type of database because it can be implemented and retrieved faster than relational databases.

NoSQL database is designed to manage data with varying structures and types that wouldn’t make sense if organized in tables. Thus, it’s more flexible and scalable compared to SQL databases. For example, survey responses, customer service complaints, and social media comments are typically non structured, making a NoSQL database more apt for this type of data.

What Is Stored in a Customer Database?

Every organization has its unique way of doing business. That’s why there are many industry-specific uses of customer database software. So the application that you adopt must meet your company’s distinct needs. 

Generally, the data stored in databases are classified into these categories:

Customer Details

This includes basic personal information of customers, including specific milestones, hobbies, and preferences. This data is used to generate a deeper insight into the customer and how your company might cultivate a customer-centric approach to its operation. Details in this database include:

  • Customer name
  • The contact information like phone number and email
  • Social media profile
  • Location
  • Company name
  • Job title
  • Personal preferences like favorite music, sports team, food, etc.
  • Events like birthdays, anniversaries, graduation, etc.
  • Business and industry-type


This includes the details of a customer’s engagement with your company across a wide range of platforms. Key information includes:

  • Contact platform (social media, website, email, customer support, etc.)
  • Communication details like date, time, reason, and frequency
  • Browsing history
  • Subscription status
  • Customer service history
  • Engagement level

Purchase History

This data delves into customers’ buying behavior, which gives companies an idea of what type of product or services the customer are most likely to be interested in. Some information included in this database are:

  • Products or services bought or subscribed
  • Ongoing subscription
  • Renewal Schedule
  • Payment history
  • Loyalty

Customer Database Example

A customer database can propel your company to greater heights if you know how to harness the power of a robust database. With the right software, you can easily standardize how you collect data and what information is vital for your business. You can go as basic or as in-depth as you want. 

A basic customer database example would include information like a customer’s name, email address, and job title. It could also include demographic data like gender, age, and income. 

If you want to dig deeper and discover valuable insights about your customer, you might want to go beyond the basic customer database. You could include engagement data, which could inform how you design the buyer’s journey. Another data you might also want to collect is behavioral data, which is nifty in identifying trends and buyers’ preferences.

How to Use Customer Database in Marketing

There are countless ways businesses use customer databases. Coupled with CRM and business intelligence tools, customer databases can work many wonders for your company’s bottom line. 

Database marketing companies are raking in profits with age-old direct marketing strategies using customer databases. At its core, database marketing is direct marketing on steroids. In traditional direct marketing, you craft messages, mail them to prospective customers, and hope you were persuasive enough to evoke a response.

In database marketing, you go way further. You glean as much as you can from your customer database and strive to understand customers: what they like, where they hang out on the internet, and what messages resonate with them. Using your solid understanding of the audience, you create messages that resonate with them.

Marketing Database Examples Are Everywhere

Because this marketing strategy never gets old, even big tech companies are crunching volumes of data to use it for database marketing. For example, Netflix tracks its subscribers’ behavior when it comes to movie genres. Then, it gives recommendations based on the type of movies you watched historically. This improves the streaming giant’s overall KPIs.

Social media platforms like Facebook, YouTube, and Twitter are no different. They collect user data, segment their audience, and create personalized experiences by showing videos, posts, and ads you’ll most likely be interested in. This makes the users spend more time on their platform. 

Benefits of Using Customer Database Software

With many businesses competing for customers’ attention, companies are now focusing on what is now considered the absolute deal clincher: customer relationship. In a world where customers are bombarded with many options with just a few clicks of a button, they’ll go for brands they trust. For this reason, the importance of a customer database cannot be overstated. Here are the benefits of using customer database software:

Targeted Marketing

Database marketing strategies are only as good as your customer database. In order to craft an excellent customer experience, you first have a solid understanding of what your customer needs.

A robust database integrated with great customer relationship management (CRM) software can easily help you drill down to the details of your customers’ needs.  An excellent database, for instance, will give you insights into your customers’ buying behaviors, locations, and important events in their life. This way, you can engineer a relevant customer journey and craft compelling messages for them.

Streamlined Business Processes

A well-maintained customer database and excellent CRM software can automate a large part of your business process. Whether managing your email list, omnichannel engagements, or collecting sales leads, automation is key to making all these working parts of your business operation come together seamlessly.

Automation is also key to reducing human error. So a streamlined business process will not just make your team more productive, it also helps improve efficiency.

Better Data Analysis and Reporting

Databases can be a goldmine with good data analysis and reporting. You can draw out valuable business insight and discover opportunities with excellent analysis and reporting. 

Great insights are game-changers for your company, but they’re only as good and reliable as your customer database.

Higher Customer Satisfaction

Customers are the be-all and end-all of any business. It doesn’t matter if your product rocks or if you offer the best-priced service in your industry. If your customers think otherwise, your company heads to nowhere. 

A good customer database allows you to get into your customers’ minds. By understanding where they’re coming from, what they need, and what’s most important to them, you can create a personalized customer experience. With a customer-centric approach to sales and marketing, you will enjoy higher customer satisfaction and better retention rates.

Features of Customer Database Software

Whether you own a small to mid-sized business that needs a simple customer database or you oversee a large corporation that needs complex solutions, your customer database software is at the core of your operation if you want to be a data-driven organization. Here are important features of customer database software that you shouldn’t do without:


Every business has unique needs. Thus, the customer database software must allow some customization so that you can design it to cater to your specific requirement. This feature can cover basic areas like customizable fields and categories. And it could include more advanced options like plugins, add-ons, extensions, and API integrations.

Lead Management

Building sales pipelines can be a tedious task. But with customer data and CRM software, you can easily capture details about a prospective lead. Armed with real-time information from the database, you can prioritize leads based on criteria and close deals faster.

Workflow Automation

Automation is key to getting the most done efficiently. Your team can say goodbye to manual, repetitive, and redundant tasks so they get to focus on high-value tasks. You also get a high-quality customer database with automated data entry and management, as there’s no risk of human error.

Real-Time Insights and Reporting

The software should have a dashboard that allows you to check on real-time performance insights with just a few clicks of a button. A customizable dashboard allows for your company’s specific KPIs to be visible at a glance. With this feature, you can also create reports using charts and other data visualization graphics.

What Is a Customer Database?

A customer database is the lifeblood of sales and marketing. If you’re like most modern companies, you can’t afford to forgo the benefits of a customer database.

So, how to create a customer database in the first place? Here are some ideas to get you going:

  • Conduct polls, surveys, and questionnaires on your social media account or through the mail. Offer incentives so that people are more willing to input their details and answer your questions.
  • Make data collection a part of your purchase process. For instance, you can request your customers’ names, email addresses, contact information, and addresses on the order page.
  • Add forms on your website or store. Incentivize your potential customers with freebies, discounts, newsletters, or free demos and quotes, whichever is appropriate for your industry or business model.
  • Host free events that your prospects will most likely be interested in. During the registration process, make your prospects key in whatever data you want to collect.
  • Contests are also a great way to build your customer database. Just make sure that the prizes you offer are good inducements to get your target audience to enter their personal details.

There are many uses for a customer database. You can never go wrong with data-driven decisions. While intuition certainly is helpful as an entrepreneur, you still need data to confirm your hunches. With the solid backing of data, you’ll be more confident in business decisions and your organization can take a more proactive approach to sales and marketing.