Best small business database software for 2025 (pricing, use cases, features)

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✨ TL;DR:

• Why move on from spreadsheets: version drift, duplicate data, no permissions, and slow performance once rows pile up.
• What “small-business database software” means: a structured place for records with linked tables, views, and access controls your whole team can use without hiring a developer.
• Types that actually matter: No-/low-code relational (Softr Databases, Airtable, Baserow), Traditional SQL (PostgreSQL, MySQL + GUI), Embedded/ops tools (ClickUp, Notion, Pipedrive), Dev backends (Supabase, Xano).
• Must-haves for small teams: quick setup, linked records, custom views/filters, role-based access, solid performance at higher row counts, sane pricing at team scale, native automations, mobile access, and an API or front-end path.
• Rule of thumb: no/low-code if non-devs will own it; SQL/backends if you’ve got engineers.

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As a small business, managing day-to-day operations can be challenging, especially when your spreadsheets can no longer keep up. That’s where databases come in.

The best small business database software helps you store and organize information all in one place, so your business runs more smoothly.

In this guide, we’ll compare the top small business database software tools of 2025, covering features, pricing, and use cases— to help you find the best fit for your needs.

What is small business database software?

Small business database software helps you store, organize, and easily work with important data  in a structured, manageable way.

If you’ve used spreadsheets to track orders, tasks, or customer details, you’ve already worked with data.

But as your business grows or your workflows become more complex, spreadsheets get harder to manage. Database software gives you a clearer, more reliable structure because it lets you:

• Create and update individual records—like one entry per task, client, or order
• Link related data across tables, such as connecting a client to their orders using relational fields (also called “linked records”), so you only have to update information in one place
• Control access by setting rules for who can view or edit specific data
• Search, sort, and filter data quickly, and display it in different views

Types of small business database software

Understanding how different database tools work and which aligns with your team’s needs is key, especially when it comes to the type of data you’re working with and the level of technical know-how on your team.

Here are the main categories that matter most to small teams managing internal processes, projects, or client data.

What to look for in small business database software

Not every database tool is built with small businesses in mind. Some are overly technical. Others feel too limited once the data grows.

Here’s what to prioritize when picking the right database software for small businesses:

• Simple setup: If you don’t have in-house developers or time for complex onboarding, look for a no-code database you can set up yourself. It should feel intuitive from day one, so you can start managing data without extra training or tech support.
• Flexible data management: Look for a relational database that lets you link fields from different tables—like connecting clients to projects or tagging team members—so everything stays organized in one place.
• Customizable views and filters: Whether you're in HR, operations, or delivery, being able to find only what you need (and hide what you don't) makes workflows smoother.
• Role-based access: You should have control to allow different team members and clients to see or edit only the data that's relevant to them.
• Fast performance, even as data grows: Many spreadsheet-based tools lag with size. Choose one that’s built to accommodate larger datasets without slowing down.
• Cost-effective scaling: You should also pick a tool that lets your team grow without paying more for every user or API call.
• Built-in automations: Sending updates, assigning tasks, or notifying clients should be simple—no extra tools or complex setups required.
• Mobile-friendly: Especially useful for field teams or hybrid workplaces that need fast access from anywhere.
• Integrated frontend support: If you’re looking to build apps with your data, you’ll want a full-stack platform with both a database and an interface builder

Best small business database software at a glance

1. Softr Databases — best for managing data and building complete business apps in one place

Softr is a no-code platform with its own native relational database. It’s ideal for small businesses that have outgrown spreadsheets and want a more scalable, all-in-one solution without hiring developers. You can use Softr Databases to organize your data in one place, or turn it into useful tools your employees or customers can interact with, such as a CRM, portal, or dashboard.

When it comes to getting started, you have options: Build your database from scratch, use a pre-built template, or import data from a CSV or an existing Airtable base to get up and running fast.

Softr Databases pros and cons

Pros:

• Relational database with flexible field types built for business logic: formulas, lookups, rollups, attachments, and more
• Manage data and build apps in one place—no API limits, sync delays, or performance issues
• Real-time performance even with large data volumes (and no 3rd-party API limits)
• Enterprise-grade compliance with GDPR and SOC-2
• No per-seat pricing

Cons:

• Not designed for deep developer-level backend scripting or server-side logic
• Automation features are growing but still in early stages (native Workflows in development)

Softr Databases best features

• Powerful field types: From short text and currency to linked records, rollups, and lookups—this platform is designed for managing structured data at scale.
• Custom views: Create custom views using built-in filters, sorting, and field visibility—tailored to different teams and workflows.
• Ability to create full-stack business apps: Looking to do more with your data? Turn it into secure client portals, project management systems, inventory trackers, and more—all in one place.
• Airtable import: Easily migrate data from Airtable into Softr Databases in a few clicks—relational fields included!
• Native Zapier and Make integrations: Set custom triggers and actions with Softr Databases + Zapier or Make—and keep all your tools in sync.
• Public API: Push data from any tool with a REST API into Softr Databases. Migrate from legacy systems, sync live CRM data, and centralize scattered information.
• Library of pre-built templates: Get started quickly with ready-made database templates for CRMs, inventory, client portals, etc.

Softr Databases pricing

Softr offers flexible pricing, including a generous free plan. Softr Databases are available on all Softr plans with some record limits.

• Free for up to 10 users per month and 1000 records per database (5000 records per workspace)
• Paid plans start at $49/month for 20 users and 50K records per workspace (when billed annually)
• Professional: Starts at $139/month for 100 users and 500K records per workspace (when billed annually)
• Business: Starting at $269/month for 500 users and 1M records per workspace (when billed annually)
• Custom plans for enterprise customers

Learn more about how Softr Databases work👇🏻

2. Airtable — best for spreadsheet-style collaboration with linked records

Airtable blends the look and feel of a spreadsheet with the functionality of a relational database. It’s designed for teams that are used to managing tasks, projects, or customer info in Excel or Sheets, but need more structure, scalability, and collaboration features.

You can create tables for different types of data, link them together, apply filters and formulas, and use built-in layouts like Kanban or Calendar. For more custom dashboards and user-facing views, you’ll need to use Airtable Interfaces. While beginner-friendly, its full potential often requires technical setup or scripting. Costs also scale quickly with per-seat pricing.

Airtable pros and cons

Pros:

• Easy to adopt thanks to spreadsheet-style UI
• Supports linked records, flexible field types, and custom views and filters
• Offers strong third-party integrations and automations
• Multiple layouts for visualizing data

Cons:

• Gets expensive at scale due to per-seat pricing
• Advanced features often need scripting or dev support
• Can feel cluttered for less technical users

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If you manage your data in Airtable, Softr helps you turn it into a branded app, like a portal or internal tool, with more control over what each user can see and do, thanks to built-in role-based permissions. Perfect for client and partner portals, team intranets, project trackers, and more.

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Airtable best features

• Relational structure with spreadsheet feel: Build connected tables with linked records while keeping the simplicity of rows and columns. Great for teams transitioning from Excel or Sheets.
• Custom views and field types: Filter, group, and sort data using flexible field types like single/multi-select, checkboxes, attachments, and formulas.
• Flexible views and interfaces: Use built-in layouts like calendar, kanban, and gallery to organize your data, or create custom dashboards and workflows with Airtable Interfaces.
• Built-in automations: Trigger notifications, updates, and actions across tools like Slack, Gmail, or webhooks without leaving the platform.
• Interface Designer: Create tailored front-ends for your team on top of your Airtable data.
• Large integration ecosystem: Connect with thousands of tools via Zapier, Make, native integrations, or Airtable’s own API.

Airtable pricing

• Free: Up to 5 editors, 1,000 records per base
• Team: $20/user/month, up to 50,000 records per base
• Business: $45/user/month, up to 125,000 records per base
• Enterprise: Custom pricing available for larger teams

👉 See Softr vs. Airtable for a more detailed comparison

3. ClickUp — best for task and project management with relational database features

ClickUp is a flexible project management platform that also supports structured data storage through its custom fields and task hierarchies. While it’s not a traditional database, it offers enough relational structure for small teams to track client info, tasks, goals, and workflows—all in one place.

It’s particularly popular with operations, marketing, and product teams who want to manage both their data and tasks in one platform. ClickUp works well if you need tight integration between task tracking and business data, though it can get overwhelming with too many features or views.

ClickUp pros and cons

Pros:

• Combines task management with structured data tracking
• Supports nested hierarchies, custom fields, and relationships between tasks
• Built-in automations, goals, docs, and dashboards
• Generous free plan with unlimited users

Cons:

• Not a true relational database—limited complex data modeling
• Can feel bloated or hard to navigate as the workspace grows
• Performance issues with large data volumes

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Managing projects and data in ClickUp? Softr helps you turn your data into branded client portals, dashboards, or internal tools—without duplicating views or manually managing permissions. It connects directly to your ClickUp tasks and lets you build clean, secure front-ends where each user sees only what they need.

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ClickUp best features

• Tasks as structured records: Use tasks like database entries—with custom fields, statuses, tags, and dependencies for tracking leads, deliveries, or projects.
• Custom fields & filters: Tailor task data to your workflow with text, numbers, dates, dropdowns, and formulas—then filter and sort for clarity.
• Nested task hierarchy: Organize teams and work through Spaces, Folders, Lists, and Subtasks, reflecting real-world workflows.
• Built-in docs & dashboards: Keep project updates, internal knowledge, metrics, and docs all in one place.
• Workflow automation: Automate task updates, assignments, notifications, and integrations using ClickUp’s no-code automation builder.
• Flexible layouts: Choose from List, Board (Kanban), Calendar, Timeline, Gantt, Workload, and more to visualize your data.

ClickUp pricing

• Free: Unlimited users, 100 MB storage, basic views, docs, and automations
• Unlimited: $7/user/month (billed annually), includes custom fields, integrations, Gantt, and guest access
• Business: $12/user/month (billed annually), adds advanced dashboards, workload view, and SSO
• Enterprise: Custom pricing for large teams needing advanced security and support

4. Pipedrive — best for visual CRM workflows and sales data

Pipedrive is a sales-first CRM built to help small businesses manage leads, track deals, and close more efficiently. Unlike general-purpose tools, Pipedrive is built around a visual pipeline, making it easy to customize stages, automate follow-ups, and stay on top of your sales data.

It offers a clean interface, customizable fields, and automation for tasks like email reminders or status changes. While it’s great for SMBs focused on sales workflows, it’s not intended for broader business use cases like project management or internal app building.

Pipedrive pros and cons

Pros:

• Visual sales pipeline simplifies deal tracking
• Custom fields and filters to tailor your CRM to your sales process
• Automation features for follow-ups, lead assignment, and more
• Built-in email tracking and contact history

Cons:

• Limited use beyond CRM and sales-focused workflows
• Custom reporting and integrations may require paid add-ons
• Not suitable as a general-purpose relational database or internal tool builder
• Per user pricing

Pipedrive best features

• Sales pipeline visualizer: Drag-and-drop interface to move deals through customizable stages
• Smart contact management: Log calls, emails, and meetings in one place with automatic data enrichment
• Workflow automation: Automate repetitive tasks like lead routing or email follow-ups
• Sales reporting: Build reports on performance, conversion rates, or pipeline health
• Email and activity tracking: Get notified when leads open emails or complete key actions

Pipedrive pricing

• Lite: $14/user/month (billed annually) or ~$19/user/month (month-to-month): includes core features like pipeline management, leads, activities, and basic AI insights.
• Growth: $24/user/month (billed annually) or ~$34/user/month (monthly): adds full email sync, workflow automations, meeting scheduler, and forecasting tools.
• Premium: $49/user/month (annually) or ~$64/user/month (monthly): includes advanced reporting, lead routing, e-signatures, team roles, and custom field limits.
• Ultimate: $69/user/month (annually) or ~$89/user/month (monthly): the top tier with sandbox testing, improved permissions, enriched data limits, and enterprise-grade support.

Trial: 14-day free trial available

Add-ons: Optional extras like LeadBooster, Smart Docs, Campaigns, or Web Visitors are billed separately.

5. Notion — best for lightweight documentation-first workflows with basic databases

Notion is a hybrid workspace tool combining rich note-taking, lightweight databases, and collaborative documents. While it's not a full-stack database platform, Notion’s flexible structure makes it valuable for internal documentation, SOP libraries, and simple interconnected data systems.

Teams looking for free customer database software often use it to manage procedures, client records, or content calendars. Every database row is itself a Notion page and lets you mix structured data with descriptive content.

Notion pros and cons

Pros:

• Combines pages, documents, and databases in one flexible workspace
• Unlimited blocks and properties in free and paid plans (unless multiple workspace owners trigger limits)
• Multiple database views: Table, Board, Calendar, Gallery, Timeline, List, and Feed formats
• Easy to document workflows and link content across pages and databases

Cons:

• Not ideal for complex databases or large-scale apps
• Hard to control what each user can see
• Free plan only includes 100 rows of data

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Managing data in Notion and need more structure, role-based visibility, or a client-friendly interface? Softr helps you turn your Notion data into secure, branded apps—without duplicating work or oversharing.

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Notion pricing

• Free: $0/user. Includes unlimited pages and blocks, 10 guests, 7-day version history, and 5MB uploads — but databases are limited to 100 rows each.
• Plus: $10/user/month (annually). Adds unlimited uploads, 30-day history, synced databases, 100 guests.
• Business: $20/user/month. Includes Notion AI, private teamspaces, SAML SSO, advanced permissions, 90-day history, 250 guests.
• Enterprise: Custom pricing. Offers audit logs, user provisioning, unlimited history, analytics, and priority support.

6. Baserow — best open-source alternative to Airtable

Baserow is a no-code database you can host yourself—great for GDPR-sensitive data or teams that want data control without vendor lock-in.

It has a simple, spreadsheet-style interface that makes it easy to use: you can create tables, connect data between them, and build custom views without writing code. This helps teams organize and manage their information quickly.

You can run Baserow on your own server for full control, or use the Baserow Cloud version if you prefer a setup that’s already managed for you.

Baserow pros and cons

Pros:

• Open-source with self-hosting support for full data control
• No user limits on the free plan
• Real-time collaboration with a relational database structure

Cons:

• Limited third-party integrations compared to other platforms
• The interface is functional but less polished and user-friendly than Airtable, Notion, or Softr Databases

Baserow best features

• Self-hosting option: Deploy on your own infrastructure (Docker, Helm, AWS, etc.) for full governance and data sovereignty
• API-first architecture: Every table exposes a REST API, making automation and integrations seamless
• Application builder & plugin support: Build simple apps, dashboards, or custom workflows with plugins or low-code customization
• Relational data and real-time editing: Connect records across tables and collaborate live with teammates‍
• Multiple views (paid plans only): While the free tier includes grid, form, and gallery views, features like Kanban, calendar, and timeline are unlocked only on premium plans or self‑hosted setups, and availability depends on your workspace (app) configuration.‍
• Security and compliance-ready: Supports GDPR, audit logs, encryption; enterprise plan adds SSO and role-based permissions

Baserow pricing

Cloud-hosted (billed yearly):

• Free plan: Includes unlimited users, 3,000 rows, 2 GB storage, and basic views (grid, form, gallery)
• Premium plan: $10 per user/month — Up to 50,000 rows, 20 GB storage, and extra views like Kanban, calendar, and survey
• Advanced plan: $18 per user/month — Up to 250,000 rows, 100 GB storage, plus role-based permissions, audit logs, and read-only users

Self-hosted:

• Free version: Host it yourself with no limits on users, rows, or storage
• Paid self-hosted plans: Start at $10 per user/month to unlock advanced features
• Enterprise: Custom pricing for features like SSO, admin panel, audit logs, and priority support

7. Supabase — best developer-friendly PostgreSQL with a GUI

Supabase is an open-source Firebase alternative with real-time Postgres, authentication, storage, and APIs. Great for technical teams who want a full backend with minimal setup.

Since Supabase is open-source, teams can choose to use its hosted version or install it on their own servers. This makes it a strong choice for teams that need flexibility, room to grow, or control over privacy and data rules.

Supabase pros and cons

Pros:

• Full PostgreSQL database per project, with SQL support and real-time updates
• Auto-generated REST and GraphQL APIs, serverless Edge Functions, auth, and storage all included
• Open-source with self-hosting option and a growing ecosystem

Cons:

• Requires developer or technical skills to fully leverage features
• Cost scales with usage—adding storage, bandwidth, or active users increases monthly fees

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Need a frontend for your Supabase backend? Softr lets you create secure apps on top of your database—think dashboards, portals, or CRMs—using real-time data and role-based access, no coding needed.

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Supabase best features

• PostgreSQL out-of-the-box: A complete relational database with schema, joins, SQL queries, and extensions
• Built-in auth & storage: Secure user sign-up/sign-in workflows and file management with access rules
• Edge Functions: Write serverless backend logic using JavaScript or TypeScript, deployed near users
• Auto APIs: Every database table gets its own REST and GraphQL endpoint automatically
• Self-hosting support: Optional self-managed deployment for full data control and no vendor lock-in

Supabase pricing

• Free plan ($0/month): Includes 2 projects, 500 MB database, 1 GB storage, and up to 50,000 users. Best for testing or small prototypes.
• Pro plan ($25/month per project): 8 GB database, 100 GB storage, 250 GB bandwidth, up to 100,000 users, daily backups, and email support. Extra usage is billed as you go.
• Team plan ($599/month): Adds SSO, SOC 2 compliance, extended API/log retention, edge-function scaling, and priority support.
• Enterprise: Custom pricing with SLAs, VPC support, audit logs, and advanced infrastructure options.

8. MySQL + GUI — best for long-term data reliability with a visual interface

MySQL is one of the most widely used open-source relational databases, trusted by businesses of all sizes for its stability, flexibility, and support across platforms. It’s a strong option for small teams that need a robust, secure backend for their operations, but it requires some technical setup.

That’s where tools like MySQL Workbench come in. This GUI (graphical user interface) makes managing MySQL more accessible, letting you visualize your schema, build queries, monitor performance, and manage users—all without relying solely on the command line.

MySQL pros and cons

Pros:

• Time-tested, reliable database with broad community and ecosystem support
• Open-source and free to start and scale without lock-in
• Broad compatibility—works across platforms and with third-party tools

Cons:

• Requires technical expertise or developer support to maintain
• Lacks a built-in user-facing interface—requires external tools or a custom front-end, which mean separate tools and costs

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If you already store your data in MySQL, you can build secure and branded business apps like portals, intranets, and other internal tools on top of your data with Softr.

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MySQL best features

• Full open-source engine: Free Community Edition with optional paid Enterprise features like backup, audit, and security tools
• Advanced SQL support: Handles large datasets, complex queries, full-text search, JSON fields, and more
• Proven scalability: Supports scaling from small projects to enterprise-grade deployments
• Highly extensible: Add-ons for geospatial data (PostGIS), replication, clustering, and custom types
• Strong ecosystem: Integrates seamlessly with BI, reporting, analytics, and backend applications

MySQL pricing

• Community Edition: Fully free under an open-source license
• Enterprise Edition: Paid subscription, priced per server socket—includes advanced tools and technical support

9. PostgreSQL — best for teams needing advanced SQL features and scalability

PostgreSQL is one of the most trusted open-source relational databases used by businesses of all sizes. It’s known for being reliable, secure, and full-featured, with support for complex queries, relational data, and advanced features like full-text search and JSON fields.

While PostgreSQL is often seen as developer-focused, it’s also a strong option for operations, data, and admin teams—especially when paired with user-friendly tools like pgAdmin or DBeaver. These visual interfaces make it easier to browse tables, write queries, manage backups, or inspect performance without needing to use the command line.

PostgreSQL pros and cons

Pros:

• Stable, proven database with strong community and ecosystem
• Works well with visual tools like pgAdmin for easier navigation and editing
• Fully open-source and extensible with custom types and add-ons

Cons:

• Setup and maintenance may require technical support
• Built-in user interfaces are limited without third-party tools

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Using PostgreSQL to manage your data? Softr helps you turn that data into secure, easy-to-use tools and portals, so your team or clients can access what they need, without extra tools or code.

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PostgreSQL best features

• Visual tooling support: Use pgAdmin, DBeaver, or other GUIs to manage your data visually
• Advanced SQL support: Write complex queries, use full-text search, and handle JSON or structured data
• Scalable and reliable: Trusted by companies that need consistent performance at scale
• Custom extensions: Add what you need—whether it’s geospatial data (PostGIS), audit logs, or automation
• Strong access control: Roles, permissions, and encryption options help secure sensitive data

PostgreSQL pricing

• Free to use under an open-source license
• No user, row, or storage limits
• GUI tools like pgAdmin and DBeaver are also free and widely used

Find a small business database software that fits your needs

As you evaluate the best small business database software for your team, consider: How structured is your data? Who needs to access or update it? Do you have technical resources to help with implementation? And do you want to simply organize your data—or build something powerful on top of it?

Whether you're managing projects, clients, or day-to-day operations, remember: relational databases > spreadsheets because they eliminate duplicate data, reduce manual errors, and keep everything connected as your business grows.

Want a tool that’s both easy to use and powerful enough to scale? Softr Databases gives you the flexibility to structure and manage all of your data in one place, and build custom apps or portals on top of it, if you want. Try Softr for free today.