What are the best tools for creating and maintaining a fundraising database?

1 Spreadsheet software

One of the simplest and most accessible tools for creating and maintaining a fundraising database is spreadsheet software, such as Excel, Google Sheets, or Numbers. Spreadsheet software allows you to create tables, charts, formulas, and filters to organize and analyze your data. You can also import and export data from other sources, such as email, CRM, or online forms. However, spreadsheet software has some limitations, such as data security, scalability, collaboration, and automation. If you have a large or complex database, or if you need to share and update your data frequently, you may want to consider a more advanced tool.

2 CRM software

Another popular tool for creating and maintaining a fundraising database is CRM software, or customer relationship management software. CRM software is designed to help you manage your interactions with your donors and prospects, such as contacts, donations, communications, and activities. CRM software can also help you automate tasks, generate reports, and integrate with other platforms, such as email, social media, or website. Some examples of CRM software for fundraisers are Salesforce, Raiser's Edge, or DonorPerfect. However, CRM software can be expensive, complex, and time-consuming to set up and customize. You may need to invest in training, support, and maintenance to get the most out of your CRM software.

3 Online platforms

A third option for creating and maintaining a fundraising database is online platforms, or cloud-based services that offer database functionality as part of their features. Online platforms can provide you with a ready-made and user-friendly database that you can access from anywhere and any device. You can also benefit from features such as online donation forms, peer-to-peer fundraising, event management, and email marketing. Some examples of online platforms for fundraisers are Classy, Fundly, or Givebutter. However, online platforms can have limitations, such as data ownership, customization, and integration. You may not have full control over your data, or you may face challenges to connect your data with other tools or systems.

4 How to choose

When deciding on the best tool for creating and maintaining a fundraising database, it’s important to consider factors such as the amount of data you have and how often you update it, how you use data to inform your fundraising strategy and tactics, how you communicate and engage with donors and prospects, how you measure and report results and impact, as well as the time and money you’re willing to spend on the database tool. There is no universal solution when it comes to fundraising databases, so you may need to experiment with different tools or use a combination of them to find the one that works best for you. Ultimately, having a clear and consistent system for collecting, storing, and analyzing your data will help you improve your fundraising performance and outcomes.

5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?