Creating your CRM with Access: what you need to know

CRM review: Microsoft has been democratising the creation of applications with Microsoft Access for several years now. The possibilities are almost endless with this software from the Office suite. However, it is not always a good idea to start with this solution. If you want to create your own CRM with Microsoft Access, read the following advice carefully.

See all software No-Code

What can you do with Access?

Access is a database management system supported by Microsoft's proprietary language: VBA (for Visual Basic for Applications). Access lets you create relational databases without programming, and that's what makes it such an interesting tool. Unlike a prospecting file in Excel, where 1 line corresponds to 1 contact, Access lets you tell that 2 contacts belong to the same organisation. Excel doesn't allow you to manage this type of relationship, which is why you lose a huge amount of information by working in this way.
In addition to the "database" part, Access lets you create interfaces with input forms just like a real software package. It is also possible to create queries to interrogate your database, and reports that can be used to edit customer files, personalised contracts, order forms, etc.
On paper, Access has everything you need to create your own CRM software.

The advantages of creating your CRM with Access

There are two major advantages to creating your own CRM:

• You already pay for Access as part of your subscription or your Microsoft Office licence. So you don't have to pay for a licence for the applications you create, no matter how many users they have. By way of comparison, a very good CRM costs between €10 and €30 per month per user. If 10 people use a CRM, you can save up to €3,600 a year.
• What's more, you're free to create all the views and forms you want. So you can create a tailor-made CRM without going through a software publisher or integrator.

These two points are very attractive, but you need to consider all the dimensions of your project before taking the plunge. The disadvantages that follow put the previous points into perspective.

The disadvantages of Microsoft Access

We have seen CRM projects using Access fail and sometimes succeed with great pain. Here are the main reasons why:

• The time it takes to create and maintain a CRM system, as well as the skills required, are often underestimated by 80%. This is huge, but it's a reality. Even though there is little or no programming involved with Access, the time it takes to develop the skills needed to set up a complete software package is simply enormous. When you first use the finished application, you often notice small bugs and inconsistencies that will also take a long time to resolve.
• In the event of data loss, Access has no back-up. Nor are you protected against viruses and intrusions that could damage your business. There is no support available to answer your questions. In the case of online software, support, maintenance, updates and data protection are included in the price.
• The cost of a CRM project in Access compared with online software is much higher. The time you spend developing and maintaining your application is taken away from your 'real' business.
• Microsoft uses a proprietary technology that is not very compatible in the event of migration to another software package. However, you can export your data in CSV format and import all your tables into a new CRM if necessary.
• Even if you set up an excellent CRM, you will never have collaborative functions such as integration with social networks, note sharing, event tracking, geolocation, customised views and reports, email marketing, etc. This collaborative dimension is essential to making your CRM a success. This collaborative dimension is essential for effective and productive customer relations.
• Access is not accessible via a secure mobile application that is adapted to working on the move, unlike most SaaS CRMs.

aPaaS: a Cloud version of Access

If you're not a developer but want to design an application yourself, consider Application Platform as a Service. This new generation of online tool allows you to create any type of software with all the benefits of the Cloud: security, collaboration, application libraries, etc.

See all software No-Code

To help you choose

In conclusion, we recommend Access for very specific projects:

• in the case of a POC (Proof of Concept): application to validate a need
• if the functional coverage is very limited, to limit creation time and maintenance
• if an essential functionality is not offered by any other CRM

Modern CRMs are highly configurable and offer very affordable rates, with the most affordable starting at €5/month/user. It is therefore increasingly rare for the creation of a CRM with Access to be a profitable project. For most customer relationship management projects, we recommend CRMs that are mobile, collaborative and secure, and that can be upgraded rapidly to meet the high demands of prospects and customers.

Halfway between Access and a proprietary CRM, you can also opt for an Open Source CRM (free of charge) that you simply install on a server and configure to your liking. This is a popular alternative for companies that want total control over their data without spending 1 euro on a licence.