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For teams of all sizes looking for a flexible and user-friendly database (spreadsheet replacement) that can easily connect with other tools.
Airtable is an incredibly flexible tool that can be used from something as simple as a Google Sheets replacement, all the way up to a no-code builder.
At a core, it's really just a user-friendly database, similar to that of Coda and even Notion (although those 2 apps both started as more of knowledge base tools first, whereas Airtable has always been first-and-foremost a user-friendly database).
If your team is still using Google Sheets (for things outside of company finance reporting like balance sheets, etc.), then we fully encourage you to check out Airtable and to give it a try. In most cases, it will completely replace the need for Google Sheets, Google Forms, Typeform, Jotform, and other Form software.
Believe it or not, over the past 8+ years, we've actually entirely replaced every single internal Google Sheet with Airtable alternative. Sometimes the structure needs to change slightly, but doing so unlocks so much additional functionality.
We've done this because it provides way more structure (it being a proper database), while also having an incredibly powerful API (for integrating and automating).
And that's where it has some no-code builder functionality, which means with the right guidance, it can even replace more complicated apps lite Submittable (more of an application management software).
As much as we don't recommend using Airtable as your CRM, we do believe it serves a place in just about every business. For instance, Airtable can serve as a fantastic database extension of your lead and customer info.
That said, we actually named Airtable as one of our 5 Best Copper App Integrations of 2023, so it still serves a purpose even when you're seeing how it might fit alongside your CRM needs.
Airtable is also not a project manager—please stop trying to use it as one 😅
On that note, if you're super tempted to use Airtable as your CRM and don't want a more fully-fledged CRM like Copper, you might want to try out Folk instead.
We love working with the Airtable API. It just does most everything you could want it to do, and it incredibly flexible and easy to work with.
You can simply create a new view within an Airtable Base, add filtered logic to it, and set it up so when a new record enters that view, an automation can be triggered. This allows it to be incredibly flexible.
With it ultimately just being a database at the end of the day and having such a powerful API, it is the most core tool in our stack. I don't think there's one customer we've taken on that we haven't used Airtable with for at least some aspect to their business.
Even if it's just more in the background as an intermediary database, doing data manipulation, allowing for us to more easily pass data between software.
With all of that said, there's a fine line between what it is good for, and what it's not good for. So it brings with it the same issues we've seen arise with tools like Notion and Coda. Determining when you should and shouldn't be using it is probably the most important thing to nail down when determining if Airtable is the right fit for your needs.
folk is a simple yet powerful spreadsheet-like CRM for individuals.
folk is great if you're an individual trying to use something like Google Sheets, Airtable, or Notion as your CRM.
They built it in a way to feel familiar to how you might use a spreadsheet to manage your contacts and important information:
An example of when I've recommended folk to a friend is when they brought up to me all the business concerns they had, which a CRM would traditionally solve, but they are currently a solopreneur or incredibly price sensitive.
Hearing things like "I'm wondering if I could just use Notion to manage all of this" is a great indicator that something like folk is right for you.
If you are planning on scaling or working with a larger team (or expect to integrate with a myriad of other tools), you'll want to use a more business-friendly CRM like Copper.
They do have some cool CRM features baked in like mail merge (for sending out personalized templated emails in bulk), as well as quick access via a Chrome extension when on Gmail and LinkedIn.
folk has built a new custom field type called "Magic Fields" which allows for an AI prompt to do a bit of legwork, whether it be generating a personalized email across groups of contacts, or even more complex data sanitizing functionality. Of all the CRM's we've seen on the market, folk has taken an incredibly unique approach to how their choosing to implement AI to improve their tool:
This is one of the main areas that we struggle heavily with folk. While they have a basic Zapier connector, it's incredibly limited in the functionality. For example, certain custom field types aren't yet supported (like number fields), which makes it nearly impossible to build more complex integrations. While this will be built out over time, they still have a long way to go before having any level of feature parity to that of a more business-focused CRM.
Usually this isn't as big of a deal because if you're more technical you can just fallback on their API, and even use Zapier's Webhook functionality to build out some custom endpoints. The problem though is that they don't actually have an Dev API accessible at the moment, making building any meaningful integration quite limited and difficult.
If you're an individual using Google Workspace or Microsoft 365 and you're looking to make the upgrade to the CRM world from that of a basic Spreadsheet, folk will be your best option. It's like a more opinionated version of Airtable and Notion, that is actually built with proper CRM features like Email and Calendar activity tracking.
On the other hand, if you're working on a team or looking to scale your company behind a handful of team members, we highly recommending a more powerful CRM like Copper, Pipedrive, or HubSpot, if nothing more than just to have a properly fully-featured API as you scale (you're going to need this). That said, if you're in any way considering Airtable or Notion as your CRM, we highly recommend you use folk instead.
Coda is a flexible document tool that struts the line of no-code (you can use it for building micro apps).
We used to be huge fans of Coda for internal documentation and shared customer documentation. When it first came out, it was competing with Google Docs, and it was just better on every single front. And to that end, it still is.
We mainly used it as more of a collaborative project manager mixed with knowledge base solution, to where we'd spin one up when beginning work with a new customer, and it'd be the sole place we'd communicate and document.
The friction point grew over time as documents increasingly felt separate from one another. Jumping between internal documentation and customer documentation was like moving in and out of folders in Google Drive, and quickly searching across all of this was just too much.
That and the team at Coda decided they were going to double-down more on the no-code and database functionality of Coda and less on the knowledge base/documentation side of things.
I must admit, they did an exceptional job at this—in terms of re-thinking Google Docs and turning it into something that's just better in all ways, they accomplished that and more. It's just also with that, they began strutting the line of an all-in-one tool, to which if you've read enough on the site, you'd see that this is a category we see poised with issues.
We've gotta hand it to their team, if you want to dip your toes into the no-code world, there's probably no better entrance than Coda. They have a deep library of concept apps, it was genuinely one of the first tools that really got me thinking in the no-code headspace.
If you're technical enough to understand formulas in Google Sheets, you can do some pretty cool things with Coda. We almost see Coda as more of a playground, a fun place to learn and experiment. If you have a non-standard process that genuinely fits outside that of what other more structured tools offer, it might be worth giving Coda a shot.
This is also the area that's quite difficult though, just because they show you in their templates area that you can build a CRM or Project Manager in Coda, doesn't mean you should.
So while we encourage you to experiment with Coda, we just highly encourage you not to go overboard—if you find yourself trying to recreate an existing solution like a CRM or task manager, take a step back and re-evaluate, as you may be using the wrong tool for the job.
The most direct competition Coda has is probably Notion, as they both started out in the documentation/knowledge base area, and evolved their database functionality to a level of no-code builder capabilities.
We've seen some companies do some incredibly impressive things with Coda—heck, we were one of them. What we see with tools like this though is they start out with a clear focus and purpose—let's build an MVP for a non-standard process we have going on in our company, one that no other tool on the market fits into.
And we agree with that premise! Where it falls apart is shortly after that, when the team starts seeing the capabilities of Coda, and begin rebuilding all other systems into Coda. The exact same reason why we don't recommend using Notion as your CRM is the same reason we don't recommend using Coda as your CRM.
Why is this relevant? Well it's because we've seen way too many well meaning companies using Coda for one division (e.g. marketing), and a CRM for another division (e.g. Sales), and then someone wants the two systems integrated together (totally fine by the way)! What comes next is the problem...
There's then this person that has the "smart" idea of:
"Why don't we remove our reliance on our CRM and instead just build it directly into Coda? How hard can it really be?"
And that's where all hell breaks loose. Not immediately, but rather 1–2 years later when the team finally realizes that they made a huge mistake.
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A shared documentation and note taking tool that tip-toes the line of a flexible no-code platform (for teams of all sizes).
Notion positions itself as an "all-in-one" workspace tool, but that doesn't mean it's ideal for "everything."
At its core, Notion is a knowledge base or wiki, designed for documenting company processes and notes. Over time, Notion has expanded its capabilities, allowing users to link notes, create databases with formulas, and more.
Notion's versatility allows you to customize it into almost anything you need. This flexibility has led teams to use Notion as a CRM, project management tool, task manager, knowledge base, and more. However, just because Notion can be adapted for various purposes doesn't always mean it should be. We often receive feedback from teams who've tried using "Notion for everything", only to find it becoming overwhelming and messy.
If you want to use Notion, use it as a knowledge base/company wiki (or use Slite, our top pick and what we use 😉). For specific business functions like project and task management or CRM, it's usually better to opt for dedicated tools built for the job.
A huge drawback of using Notion for CRM or project management is that you're now building your system from scratch. Even with available templates, you'll find yourself investing a lot of time in learning to configure Notion and tailoring it to your processes.
In contrast, a project management tool that is developed by a team focused solely on creating the best product in that niche, will much more quickly set you up for success.
Just think about it: when you're using a project manager that was built for that function, this means that their entire team focused on building the best project manager out there. So you're already getting a tool with project management features that are useful to thousands of other businesses. While with Notion... well guess who is going to be building said features? YOU 😅
The reality is, we often hear people say "but my business is unique so I need a custom solution, which is why Notion is appealing".
After helping teams of all sizes and in many industries for over a decade, we promise you that business processes are not that unique and 95% of the time can be (and should be) mapped to the structure of existing tools.
Oh and if you're considering using Notion as a CRM, make sure to read this dedicated article as to why we don't recommend that either.
Notion offers a free tier for up to 10 guests, making it accessible if you're curious about its capabilities. Notion has a free tier for up to 10 guests, so if you're curious as to what the hype is about, you can easily sign up and start playing with it yourself. If after a day you start feeling overwhelmed, you're not alone, it's more or less a blank slate after all.
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