CRM Data Backup and Export
We received the below question from a reader today which I thought others might have as well.
Your website says you recommend Insightly as a small business CRM. While my initial review of the product was quite favorable, I discovered a serious potential problem as I dug deeper. I was and am concerned with data export and data backup, and what would happen to my data if I decided I no longer wanted to use Insightly. It appears that you can only export basic record data, not emails, documents, etc.
Is there any other comparable small business CRM that handles data export and backup better while providing task management and email tracking?
I asked our CRM analyst Jeremy Marsan to look into this and here is what he came back with:
Most CRMs export data as a .CSV file only, so they don’t include additional documents or emails. While I could not find a perfect solution, here’s two systems you might be able to work with to get what you need:
Zoho lets admins export data at any time, but like Insightly, this is records only (no emails or attachments.) HOWEVER, there’s also an option to request a data backup. For a one-time $10 charge, Zoho will compile all the data on your system and send you an email with a link to download it. This includes documents, but unfortunately they are not linked to records. All documents are placed in a “master” folder. If you have any emails linked to records you’ll be able to view the email subject, but NOT the body content.
With Salesforce you can request a full data export of your system without an additional charge. This includes images, files and attachments, but unfortunately no emails. There are some 3rd party tools, however, that can export emails as well.
Hope that helps. If there are any other questions or concerns on this let me know.
I highly recommend Pipedrive CRM. You can import and export everything, and you can also perform regular backups to a flattening tool like Flat.ly, which backs up your data to Google Sheets. Mine is backing up on the hour, every hour, so I have unlimited version history. Costs me $50/mo.