Best Database Software for Small Business – Safe & Secure
When you are running a small business, the biggest challenge is managing your data properly. Customer details, daily records, products, or content ideas… if all of this becomes scattered, your business slows down. This is where the best database software for small businesses makes your work easier.
Database software gives you a single place to safely store all your important information and access it instantly whenever needed. You don’t need any technical or coding knowledge, so beginners and non-technical users can also use it easily. If you feel confused managing your business data or are tired of searching for the right database software, this post is for you.
In this blog post, we will introduce the best database software for small businesses, helping you choose the right one for your business. A good database tool is not just limited to storing data. It helps you understand and analyze your business data and make better decisions. When you can clearly see which customer, product, or process is performing best, your chances of growth automatically increase.
Best Database Software for Small Business
1. Airtable
Airtable is a modern, cloud-based work management and database platform specifically designed to make the daily operations of small businesses simple and organized. It combines the simplicity of a spreadsheet with the advanced power of a database, allowing business owners to manage their work efficiently even without technical knowledge.
In small businesses, customer details, sales records, inventory, employee tasks, and marketing plans are often scattered across different tools or files. Airtable brings all of this into a centralized system, making it easy to track data and reducing confusion. You can create multiple tables on a single platform and link them together to build complete business workflows.
Airtable’s no-code setup is very helpful for small business owners. It offers different field types such as text, numbers, dates, checkboxes, dropdowns, attachments, and links, making it easy to store and manage any type of business data. With ready-made templates, beginners can start working immediately without any prior training.
Key Features of Airtable
• Spreadsheet-Like Interface – Easy to use like a spreadsheet, with powerful database capabilities
• Customizable Tables – Create and modify tables and fields to fit your workflow
• Multiple Views – View the same data as Grid, Kanban, Calendar, or Gallery
• Drag-and-Drop Functionality – Quickly organize and move records
• Real-Time Collaboration – Work together with your team at the same time
• Rich Field Types – Text, numbers, attachments, checkboxes, dropdowns, formulas, and more
• Automation Tools – Automate repetitive tasks like notifications and updates
• Integrations – Connect with tools like Slack, Google Drive, and Zapier
• Ready-Made Templates – Prebuilt templates for projects, CRM, and content planning
• Cloud-Based Access – Access your data anytime, from any device
Pros of Airtable (Advantages):
> Easy to Use – Looks like a spreadsheet, so familiar and user-friendly even for beginners.
> Flexible & Customizable – Build tables and fields that match your exact workflow.
> Multiple Views – Switch between Grid, Kanban, Calendar, Gallery views for different needs.
> Collaboration – Real-time teamwork with comments, shared edits, and activity tracking.
> Powerful Field Types – Use rich field options like attachments, checkboxes, formulas, links between tables.
> Automations – Automate workflows (e.g., reminders, notifications, status updates).
> Integrations – Works with many popular tools (e.g., Slack, Google Drive, Zapier).
> Templates – Lots of ready-to-use templates for project management, CRM, content planning, etc.
> Cloud Access – Access from anywhere, on any device.
Cons of Airtable (Limitations):
> Pricing – Free version has limitations; advanced features require paid plans.
> Not a Full Traditional Database – More powerful than a spreadsheet but not as robust as full database systems for very complex data.
> Performance with Large Data Sets – Can slow down if handling very large volumes of records.
> Advanced Features Can Be Tricky – Some tools like advanced formulas, automations, or API require learning.
> Limited Offline Access – Primarily online; offline functionality is limited.
> Reporting & Analytics – Not as strong as dedicated reporting/business intelligence tools.
Airtable Pricing Overview
Airtable offers a tiered pricing model designed to fit everyone from individual makers to growing companies. You can choose to pay monthly or annually (annual billing typically gives a discount).
I. Free Plan — $0
Main features included:
• Unlimited bases (databases)
• Up to 1,000 records per base
• 1 GB attachment storage per base
• Limited automation runs
• Basic views and collaboration tools
• Up to 5 editors/creators; unlimited read-only collaborators
• Best for individuals or very small teams
II. Team Plan — Approx $20 per user/month (when billed annually) or $24/month if billed monthly.
Main features included:
• 50,000 records per base
• 20 GB attachments per base
• Around 25,000 automation runs/month
• Standard sync integrations
• Gantt, timeline views, Interface Designer, forms, color/formatting options
• Designed for teams building collaborative workflows.
III. Business Plan — Approx $45 per user/month (annually) or $54/month billed monthly.
Main features included:
• 125,000 records per base
• 100 GB attachments per base
• Around 100,000 automation runs/month
• Premium sync & integrations
• Admin controls, two-way sync, interface/external sharing, SAML SSO (in some versions)
• Intended for departments needing advanced features & admin.
IV. Enterprise Scale Plan — Custom pricing
Main features included:
• Very high limits on records, automations, storage
(e.g., ~500,000 records, 1 TB storage)
• SAML SSO, audit logs, advanced admin controls
• Dedicated support and SLAs
• AI credits scaled per user (~25,000/month)
• For large enterprises with advanced governance, security, and scale.
Note:- Prices are for example purposes only and may vary slightly depending on the billing method or region. For the latest and most accurate information, always check Airtable’s official website.
Airtable Supported Operating Systems & Platforms
• Web Browser — Any OS with Chrome/Edge/Firefox/Safari
• Desktop App — Windows and macOS
• Mobile App — Android and iOS
2. Stackby
Stackby is a flexible, cloud-based database and workflow management platform that helps small businesses manage their work and data in a smart and efficient way. It is designed for users who like the simplicity of spreadsheets but also want greater control and customization.
Small business owners can use Stackby to manage customers, leads, projects, inventory, and content planning. It offers multiple custom field types, allowing each business to create a database structure according to its specific needs. The ability to build tables and views without coding makes it easy to use even for beginners.
If you are looking for a tool that is more powerful than a spreadsheet but not as complex as traditional software, Stackby can be a practical and scalable solution for small businesses.
Key Features of Stackby
• Spreadsheet-Style Interface – Easy to use like Excel, with database power
• No-Code Database Platform – Build workflows without coding
• Multiple Views – Grid, Kanban, Calendar, Gallery, Timeline, List
• Rich Column Types – Text, numbers, formulas, attachments, links, checklists
• Relational Tables – Link data across multiple tables
• Automation Tools – Automate tasks, updates, and notifications
• API Integrations – Connect live data from external tools and services
• Forms Builder – Create custom forms for data collection
• Real-Time Collaboration – Work with teams simultaneously
• Templates Library – Ready-made templates for CRM, marketing, HR, projects
• Dashboards & Reporting – Visualize data with charts and summaries
• Cloud-Based Access – Use anytime, anywhere on any device
Pros of Stackby (Advantages):
> Easy to Use – Spreadsheet-like interface, beginner friendly
> No-Code Platform – Build databases and workflows without coding
> Multiple Views – Grid, Kanban, Calendar, Timeline, Gallery, List
> Powerful Automations – Saves time by automating repetitive tasks
> API Integrations – Pull live data from external tools and services
> Relational Databases – Link tables for better data structure
> Real-Time Collaboration – Teams can work together at the same time
> Custom Forms – Collect data easily using forms
> Templates Available – Ready-made templates for quick setup
> Cloud-Based – Access from anywhere, on any device
Cons of Stackby (Limitations):
> Limited Free Plan – Advanced features require paid plans
> Learning Curve for Advanced Features – Automations and APIs may take time to learn
> Performance with Large Data – Can slow down with very large datasets
> Fewer Integrations than Some Competitors – Compared to big platforms
> Not a Full Traditional Database – Not ideal for very complex or enterprise-level needs
> Internet Required – No true offline mode
Stackby Pricing Overview
Stackby offers tiered subscription plans so you can choose based on team size, storage needs, and automation power.
I. Free Plan — $0/month
Main features included:
• 10 stacks (databases)
• 1,000 rows per stack
• 2 GB attachment storage per stack
• 2 MB file upload limit
• 2 weeks revision history
• Unlimited users and read-only guests
• Best for Individuals or small start-ups just getting started
II. Personal Plan — $5 per user/month (monthly pricing)
Main features included:
• 15 stacks
• 3,500 rows per stack
• 4 GB attachments per stack
• 3 months revision history
• Unlimited read-only guests
• Best for solo entrepreneurs or single users
III. Economy Plan — $9 per user/month
Main features included:
• 25 stacks
• 7,000 rows per stack
• 6 GB attachments per stack
• 6 months revision history
• 500 automatic API runs/month
• Custom branded forms & extra features
• Best for Small teams
IV. Business Plan — $18 per user/month
Main features included:
• 50 stacks
• 50,000 rows per stack
• 20 GB attachments per stack
• 12 months activity history
• More API connectors & automations
• Best for Growing teams and businesses
V. Enterprise Plan — Custom pricing
Main features included:
• Unlimited stacks
• Higher storage & automation limits
• Extended history (up to 3 years)
• SSO, admin controls, priority support
• Best for Large organizations needing advanced features
Note:- Prices are for example purposes only and may vary slightly depending on the billing method or region. For the latest and most accurate information, always check Stackby’s official website.
Stackby Supported Operating Systems & Platforms
• Web Browser — Any OS with Chrome/Edge/Firefox/Safari
• Desktop App — Windows and macOS
• Mobile App — Android and iOS
3. Softr Databases
Softr Databases is a no-code data management solution that helps small businesses easily organize, manage, and present their data. It is a core feature of the Softr platform, allowing users to create structured databases without any coding and connect them with apps, portals, or websites.
In small businesses, managing customer information, orders, content, memberships, and internal records can be time-consuming. Softr Databases offers a centralized and secure system to store all this data, making daily operations smoother and more efficient. Its clean and user-friendly interface makes it easy to use even for beginners.
For small businesses looking for a database solution that is simple to use, easily customizable according to their needs, and scalable as the business grows, Softr Databases can be a practical and reliable choice.
Key Features of Softr Databases
• No-Code Database – Create and manage databases without coding
• Relational Tables – Link multiple tables for structured data
• Flexible Field Types – Text, number, select, file, formula, lookup, rollup
• Custom Views – Filter, sort, and manage data easily
• Built-In App Backend – Databases work natively with Softr apps
• Real-Time Sync – Instant data updates between database and app
• User Permissions – Control who can view or edit data
• Data Import – Import data from CSV and spreadsheets
• Automation & API Support – Connect with Zapier, Make, and APIs
• Templates Available – Ready-made templates for common use cases
• Scalable & Secure – Designed to grow with your business
• Cloud-Based Access – Access data from anywhere, anytime
Pros of Softr Databases (Advantages):
> No-Code Platform – Build and manage databases without coding
> Built-In App Backend – Works natively with Softr apps
> Relational Databases – Link tables for structured data
> Real-Time Sync – Instant updates between database and app
> Flexible Field Types – Text, number, select, file, formula, lookup
> User Permissions – Control who can view or edit data
> Easy Data Import – Import CSV and spreadsheets quickly
> Scalable & Secure – Suitable for growing businesses
> Cloud-Based Access – Use from anywhere, anytime
Cons of Softr Databases (Limitations):
> Limited Advanced Logic – Not suitable for complex backend workflows
> Automation Features Are Basic – Compared to dedicated automation tools
> Fewer Integrations – Limited native third-party integrations
> Web-Focused Only – No native mobile app support
> Platform Lock-In – Best used only within the Softr ecosystem
> Paid Plans for Growth – Advanced features require paid plans
Softr Databases Pricing Overview
Softr offers a tiered pricing model designed to fit everyone from individual makers to growing companies. You can choose to pay monthly or annually (annual billing typically gives a discount).
I. Free Plan — $0 / month
Main features included:
• Publish 1 app
• Up to 10 app users
• 5,000 database records
• Basic building blocks & workflows
• Custom domain support included
• Great for testing, learning, or very small projects
II. Basic Plan — $49–59 / month
Main features included:
• 3 published apps
• Up to 20 app users
• More database records (e.g., 50,000+)
• Kanban, payments, custom code, embed external apps
• More workflows and AI credits
III. Professional Plan — $139–167 / month
Main features included:
• Unlimited apps
• Up to 100 app users
• Larger database limits (e.g., 500,000+ records)
• Conditional forms, charts, calendar, comments
• API calls, export PDF/CSV, PWA support
• Remove Softr branding
IV. Business Plan — $269–323 / month
Main features included:
• Unlimited apps
• Many more users (e.g., 2,500+)
• Even larger database capacity
• Advanced features like global data restrictions
• Domain-restricted signup & enhanced security options
V. Enterprise Plan — Custom Pricing
Main features included:
• Tailored for large organizations
• SSO support (SAML/OpenID), dedicated support, team training
• Custom limits & invoicing
Note:- Prices are for example purposes only and may vary slightly depending on the billing method or region. For the latest and most accurate information, always check Softr Databases’s official website.
Softr Databases Supported Operating Systems & Platforms
• Web Browser — Any OS with Chrome/Edge/Firefox/Safari
• Desktop App — No Official Desktop App for PC
• Mobile App — Not a Native Mobile App
4. Microsoft Access
Microsoft Access is a desktop-based database management system that helps small businesses manage their data in a structured and organized way. It is part of the Microsoft Office family and is designed for users who want a solution more powerful than spreadsheets but do not want to deal with complex enterprise-level databases.
Small businesses use Microsoft Access to manage customer records, invoices, inventory, employee details, and internal reports. It includes built-in tools such as tables, queries, forms, and reports, which make data entry, analysis, and reporting easier. Thanks to its visual interface, users can create and maintain databases even without advanced technical knowledge.
If you are looking for a stable, trusted, and feature-rich desktop database solution for your small business, Microsoft Access can be a practical choice—especially for users who already use Microsoft Office tools.
Key Features of Microsoft Access
• Relational Database Management – Create and manage relational databases with linked tables
• User-Friendly Interface – Easy to use with forms, wizards, and templates
• Tables, Queries, Forms & Reports – Complete tools to build full database applications
• Powerful Query Builder – Create queries using SQL or visual design view
• Form & Report Designer – Design professional data entry forms and detailed reports
• Integration with Microsoft Office – Works seamlessly with Excel, Word, and Outlook
• Data Import & Export – Easily import/export data from Excel, SQL Server, CSV, and more
• Multi-User Support – Allows multiple users to work on the same database (with limits)
• VBA Automation – Automate tasks and build custom logic using Visual Basic for Applications
• Offline & Local Use – Databases can be used without an internet connection
Pros of Microsoft Access (Advantages):
> Easy to Learn – User-friendly interface, good for beginners
> Rapid Application Development – Quickly create forms, queries, and reports
> Strong Office Integration – Works smoothly with Excel, Word, and Outlook
> Relational Database Support – Handles linked tables and relationships well
> Powerful Queries – Supports SQL and visual query design
> Forms & Reports – Create professional data entry forms and printable reports
> VBA Automation – Automate tasks and build custom database logic
> Offline Access – Can be used without an internet connection
> Good for Small to Medium Databases – Suitable for small businesses and teams
Cons of Microsoft Access (Limitations):
> Windows Only – Not available natively on macOS or Linux
> Not Free – Requires Microsoft Office license or subscription
> Limited Scalability – Not ideal for very large databases or high traffic
> Performance Issues – Slows down with many users or large datasets
> Limited Cloud Collaboration – No real-time multi-user collaboration like cloud tools
> Outdated UI Feel – Interface feels less modern compared to newer platforms
> Not Web-Based – Mainly desktop-focused, limited web app support
Microsoft Access Pricing Overview
Microsoft Access costs either a one-time fee (standalone) or is included in Microsoft 365 subscription plans — the latter giving you access to many Office apps in addition to Access. No free version exists.
Standalone License (One-Time Purchase)
• You can buy Microsoft Access as a standalone product for Windows.
• Prices vary by retailer and version, but a typical retail price is around USD $129–$179 for one PC.
Subscription via Microsoft 365
Microsoft Access is included in certain Microsoft 365 (formerly Office 365) subscriptions — meaning you get Access plus other Office apps like Word, Excel, and PowerPoint.
LibreOffice Base Supported Operating Systems & Platforms
• Web Browser — No Available for Web
• Desktop App — Windows (Microsoft Access works only on Windows)
• Mobile App — No Native Mobile app
5. LibreOffice Base
LibreOffice Base is a free and open-source database management tool that helps small businesses systematically organize and manage their data. It is part of the LibreOffice suite and is an ideal option for users who want a reliable and cost-effective solution instead of paid database software.
Managing customer records, invoices, inventory details, employee information, and reports can be quite challenging for small businesses. LibreOffice Base allows all this data to be stored in a structured database, keeping information secure and easily accessible. Its interface is simple, making it usable even for users with basic computer knowledge.
LibreOffice Base is a practical choice for small businesses that want a traditional, secure, and fully free database solution. If you are looking for a stable and budget-friendly tool for long-term data management, LibreOffice Base can be a strong option.
Key Features of LibreOffice Base
• Free & Open Source – Completely free to use with no licensing cost
• Database Management Tool – Create, edit, and manage databases easily
• Table, Query, Form & Report Support – Build full database solutions in one place
• Built-in HSQLDB / Firebird Engine – Use an internal database or connect externally
• SQL Support – Advanced users can write and run SQL queries
• Forms & Reports Designer – Create professional data entry forms and printable reports
• Multi-Database Connectivity – Connect to MySQL, PostgreSQL, MariaDB, SQLite, and more
• Office Suite Integration – Works smoothly with LibreOffice Writer and Calc
• Offline Access – Databases can be used without an internet connection
Pros of LibreOffice Base (Advantages):
> Completely Free & Open Source – No license or subscription cost
> Offline Access – Works without an internet connection
> Multiple Database Support – Connects with MySQL, PostgreSQL, MariaDB, SQLite, etc.
> SQL Support – Suitable for users who want advanced query control
> Forms & Reports – Built-in tools to create data entry forms and reports
> Cross-Platform – Available on Windows, macOS, and Linux
> Good for Small Databases – Ideal for small businesses, students, and local projects
> Office Integration – Easily integrates with LibreOffice Writer and Calc
Cons of LibreOffice Base (Limitations):
> Outdated Interface – UI feels old compared to modern database tools
> Steep Learning Curve – Not beginner-friendly for non-technical users
> Limited Collaboration – No real-time multi-user collaboration
> Performance Issues – Slower with large or complex databases
> Basic Automation – Lacks advanced automation and workflow features
> Reporting Limitations – Reports are less flexible than professional BI tools
> Not Cloud-Native – No built-in cloud sync or online access
LibreOffice Base Pricing Overview
LibreOffice Base is completely free. It is part of the LibreOffice suite, which is open-source software you can download, install, and use at no cost.
Free and Open Source:
• No purchase price.
• No subscription fees.
• No per-user licensing charges.
Optional App Store Costs:
• Some versions available via app stores (e.g., Microsoft Store or Mac App Store) might ask for a small fee.
• That fee is not required for the software itself—it usually supports distribution or is a donation to the developers.
LibreOffice Base Supported Operating Systems & Platforms
• Web Browser — No Available for Web
• Desktop App — Windows, macOS and Linux
• Mobile App — No Native Mobile app
Conclusion
Choosing the right database software for a small business is not just a technical decision; it’s a step connected to the future of your business. When you manage your data in an organized, secure, and easy-to-use system, work becomes smoother and new paths for growth open up.
If you want to make your business more professional, make better decisions, and build a strong foundation for the future, now is the right time to choose a reliable database software for your business. It may seem like a small step, but its impact on your business can be significant.
FAQ's about best database software for small business
What is the best database software for small business?
The best database software for small businesses is one that is easy to use, affordable, and secure. Popular options include Airtable, Microsoft Access, and LibreOffice Base.
Which database software is best for small business beginners?
For beginners, Microsoft Access, Airtable, and LibreOffice Base are the best options because their interfaces are simple and no coding is required.
Why use database software for a small business?
Using database software helps:
• Keep data secure
• Make customer management easy
• Generate reports quickly
• Track business growth
How secure is database software for small businesses?
Modern database software includes security features like encryption, user access control, and automatic backups, which help keep small business data safe.
Is there any free database software for small business?
Yes, several free database software options are available for small businesses, such as MySQL, PostgreSQL, SQLite, LibreOffice Base, and Airtable (free plan).
Vikram kumar
Hello everyone, My name is Vikram and i am from India. I am very interested in blogging. I will do my best to keep you happy with my posts. I do my work seriously. I hope you enjoy this blog. Thanks you!
