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Contact Management Software: A Quick Guide

Contact management software helps your business and employees stay organized by storing customer information in an easy-to-navigate, customer-centric database. This information can range from customer names and telephone numbers to communication logs and sales tracking. When your business uses contact management software, you can easily access and assess customer information to provide comprehensive customer service.

A contact management system can be appropriate for a business in which one representative fulfills numerous roles in a one-to-many interaction model. In contrast, businesses whose representatives fulfill a single role (such as sales) in a many-to-many model may find a customer relationship management (CRM) system better suited to their needs.

If a CRM system best fits your needs, take a look through our qualified vendors.

Benefits of a Contact Management System

Contact management systems have evolved in recent years: from on-premise software managed by IT departments to cloud-based software-as-a-service available online and on mobile devices. The type of software that you choose depends on your business’s functions, needs, and budget. In general, all contact management software will come with the following functions:

  • Centralized database of customer and client information with search functionality.
  • Sales and marketing campaign tracking.
  • Calendar integration with scheduling functions.
  • Customizable fields, including notes and document management.
  • Integration with email clients.
  • Ability to import and export information from other software or programs, such as POS systems or web-based analytics programs.


Contact management software pricing depends on your specific software needs. If you choose an on-premise software solution, you will be required to pay for the software up-front, as well as any installation costs or training for your employees to learn to use the system effectively. However, once the system is up and running, you will only be responsible for minor maintenance costs for the next several years.

Cloud-based software-as-a-service is usually paid for through a monthly fee in exchange for use of the service. Many service providers offer tiered pricing models that offer an inexpensive basic solution, and provide extra features and functionality at a higher price. Since the contact management program is hosted entirely in the cloud, there is no software to install to your business’s computers and devices. However, you may still need to train your employees on how to use the system.

  • This pricing model can be easier on your business’s finances because it spreads the cost of the software over the course of the year, rather than requiring a large up-front investment.
  • It makes it easier to discontinue using the service if you are not happy with it; it also carries the risk of losing all your customer information should the service provider go under.

When shopping for contact management software, keep in mind the type of business you run and what functions are necessary. Whether you choose on-premise or cloud-based software, be sure that you get all the functions that you need at a price you can afford to pay over the long-term.

When looking for contact management software, be sure to also consider call center software and document management software.