Creating a CRM with Access: what you need to know

CRM Notice: Microsoft has been democratizing application creation with Microsoft Access for several years now. The possibilities are almost infinite with this software from the Office suite. However, it's not always a good idea to start with this solution. If you want to create your own CRM with Microsoft Access, be sure to read the following advice.

See all software No-Code

What can you do with Access?

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

The advantages of creating your own CRM with Access

There are two major advantages to creating your own CRM:

• You already pay for Access as part of your Microsoft Office subscription or license. So you don't have to pay a license fee 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 customized 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 above points into perspective.

The disadvantages of Microsoft Access

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

• Creation and maintenance time, as well as the skills required, are often underestimated by 80%. That's a lot, but it's true. Although there's little or no programming involved with Access, the time required to build up the skills to set up a complete software package is simply enormous. When you first use the finished application, you'll often notice small bugs and inconsistencies, which 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 jeopardize your business. No support is 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 an Access CRM project is much higher than that of online software. 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. You can, however, export your data in CSV format and import all your tables into a new CRM if required.
• Even if you implement an excellent CRM, you'll never have collaborative functions such as integration with social networks, note sharing, event tracking, geolocation, customization of views and reports, email marketing, etc. This collaborative dimension is essential to making your CRM a success. This collaborative dimension is essential for efficient, productive customer relations.
• Access is not accessible via a secure mobile application adapted to mobile working, unlike most SaaS CRMs.

aPaaS: a Cloud version of Access

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

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 functional coverage is very limited, to limit creation and maintenance time
• 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 becoming increasingly rare for the creation of a CRM with Access to be a profitable project. For most CRM projects, we recommend CRMs that are mobile, collaborative and secure, and that can be rapidly upgraded to meet the high demands of prospects and customers.

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