What Is a CRM Database?

Learn what is a CRM Database, who needs it, what advantages can a CRM Database offer your business, CRM Database management best practices, and more.

what is crm database

CRM stands for customer relationship management. A CRM software allows you to use geolocation-based services, automate sales and marketing tasks, generate and score leads, segment contacts, and more.

With a CRM database, you keep track of pertinent data for all your contacts. For instance, you’d have their name as well as their basic contact information. This information can be online-based, such as a Skype username or an email address. You may also have their physical address and phone number.

You can review lead scores and determine where each lead came from (an ad, your website, a blog post, even social media). If you recently reached out to a lead or contact, your CRM database can show you when and what the conversation was. If the lead engaged with your company in any way or visited your website, a CRM database will tell you.

A good CRM database software can collect personal information of contacts. Leads can share information about their interests, their family, their pets, etc., and you can work your sales pitch according to the information, all of which is recorded in one database.

A strong CRM database will help you convert leads faster, with key data and metrics to guide you all through the sales or service progress.

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Who Needs a CRM Database?

Now that you know a bit about CRM database, let us tell you if you need one.

Any company that’s growing or is set to grow needs a customer relationship management (CRM) database.

That includes CRM database software for small businesses too. It’s better to have one platform to organize and manage all your contacts from the get-go. This way, no potential leads slip through the cracks. You can also start your company with your best foot forward, optimizing your sales and marketing approaches with a database that can guide you with important information about all your contacts.

Mid-sized and large businesses can never work without a CRM database or some form of CRM software. After all, the more leads you generate, the harder it becomes track them all. A CRM database keeps you from getting overwhelmed with data, so that you can keep up effective communication with your leads and existing customers alike.

That said, not every business needs a CRM database. Check this out:

  • If you don’t market and sell to business clients and customers, then your company can viably go without a CRM database.
  • If you sell limited edition products that will run out and not be restocked, then your customer base has an equally limited life. You don’t need to worry about bringing in new customers.
  • If your company has an everyday product that people will always need, then you too can skip having a CRM database. For instance, people will shop for toilet paper, toothpaste, and shampoo consistently.
  • If you don’t have a lot of customers and you don’t anticipate that changing anytime soon, then you may want to hold off on using CRM. You can track your customers and leads as is, so you’d spend money unnecessarily on a database. This can always change later, though.

What Advantages Can a CRM Database Offer Your Business?

Your company fits the bill, but you’re still not sure? Here are some of the many benefits of using a CRM database for your small business.

Increased Revenue

With more successful marketing campaigns and plentiful sales, your company sees more revenue. If you’re a startup or small business growing fast, a CRM database can add to your revenue and help stabilize your bottom line. Even large companies need better revenues, and that’s why they always use a CRM database. At least the smart ones do.

Increased Revenue

More Sales

To make more sales in less time, use a potent CRM database like EngageBay and track all the conversations your teams have had with leads and prospects. If a certain approach didn’t work, you can take a quick look and revise your strategy. EngageBay also helps with template talking points, so that you can customize them for your leads and convert faster.

More Sales

Boost Customer Satisfaction

Every person has a need to feel special, and treated warmly. Use the EngageBay CRM database to understand the shopping behavior, hobbies, and product preferences of all your customers. This kind of personalized approach will improve the relations you have with your customers, and boost your company’s overall customer satisfaction.

Better Relationships with Your Customers

More Efficiency and Productivity

An efficient, productive office gets more done. With a CRM database, your customer service, marketing, and sales teams can touch base and ensure they’re not doing the same thing at the same time. They can also collaborate, passing on relevant information from one team to another so everyone does the best job they can.

More Efficiency and Productivity

How to Choose a CRM Database

You must understand what features you need before you make your decision. If your business requires advanced list management or analytics and a highly affordable CRM database software doesn’t offer those features, it is better to go for a pricier one that does it all. Often, entrepreneurs and small business owners end up buying subscription to many different software. Avoid that trap, and pick a platform that has all the features you need in one place.


Most CRM services charge annually, but some do it monthly. Compare the prices for the top three to five CRM database brands you’re considering. Which one costs the most? Do keep in mind that you shouldn’t necessarily disqualify one software just because it’s pricier than the others. The cheapest option is not always better, especially because cheaper often means less features.

contact management in engagebay crm


Yes, that’s right, you must also prioritize features. If your company requires advanced list management or analytics and your CRM database doesn’t offer it, then what? You either go without, which really isn’t an option, or you spend more money on yet another program. For a small business, the latter might put them under significant financial strain.

Make sure your software has the features you need before you buy it, then.

crm features

Learning Curve

While it may take a bit of time to get the hang of a CRM database software, you shouldn’t find it intimidating. Look for a platform that is intuitive for the user. The smaller the learning curve, the better for you. A steep learning curve is not what you want, since the purpose is to improve your business, not learn new tech.

learning curve


You may be using some software to keep your business running smoothly. Will the new CRM database integrate with those programs without any issues? EngageBay is built with high priority for integrations, especially with the most popular business tools out there.

EngageBay Integrations


Where will your company be in two to five years? How many more leads and customers will you have by then? The more contacts, the greater your CRM database needs will become. Can your software grow and accommodate those changing needs, or will you have to buy another CRM as your company expands? Ideally, you want a database with room for scalability.

task management in engagebay crm

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