Difference between a Contact Management Software and CRM

A decade ago the term contact management was used to define a software program that allows access to contact information like name, email address, physical address and phone numbers. Today, Contact Management software, in addition to tracking contacts, can track appointments, emails, encounter notes, etc. Wikipedia defines the Customer Management System (CRM) as software capable of providing integrated customer data and services and solves their issues. Usually, CRM is used by the sales department to manage accounts, sales projections and opportunities. Its core function is to create a better relationship with customers. Contact Management is a broad term that can encompass tracking of customers, vendors and service providers. They are usually less advanced than Customer Relationship Management software.


Act and Goldmine were among the first DOS-based Contact Managers in the 1980s.

Use of a Contact Management Software

Contact Management software can organize contact information and put it in a database. In most Contact Management systems, this information is also linked with other information related to marketing, sales and support tracking. One of the functions that it facilitates is the conversion of prospects to customers and then to clients. Many systems also provide features to send newsletters to the prospects to keep them interested in the products that the company is selling.

How OfficeClip handles the functions

OfficeClip Contact Management software touches most aspects of managing information related to contacts. It provides a workflow that starts with capturing the leads and continues with conversion to customers, converting opportunities, tracking time spent on projects and provides a self-service help desk to keep customers satisfied. Some of the important functions of Contact Manager are:

  1. Ability to capture leads from multiple sources, such as manual entry or capture from web forms
  2. Keeping track of all the encounters and appointment details with the prospects so that a detailed understanding of their uniqueness is preserved.
  3. Sending rich media newsletters to keep in touch with future customers
  4. To track relationships between various entities. For example, John is a prospect that worked previously with Mike in Widgets Inc. This kind of information is useful to the sales organization, who can get future leverage to make a sale happen.
  5. Tracking of Opportunities, which is beneficial for upsell and getting new projects to work with customers
  6. Keeping track of time and expenses in the projects enables running a company profitably and also serves to create confidence in the minds of customers
  7. Finally, a help desk is necessary to address ideas and provide support for issues and grievances.

Separately, best-of-class configurable software in each of the above areas may cost many thousand dollars and includes man hours to implement and configure. Today’s small business organization wants a simple system that can satisfy 70 to 80 percent of their needs without a high price sticker and maintenance overhead.

See Also

CRM Buyer article on the difference between Contact Management and CRM

Contact Information

OfficeClip LLC
1955 Cliff Valley Way, Suite 117
Atlanta, GA 30329

Tel (US/Canada): (888) 666-8164 (Toll Free)
Tel (UK): 845-834-0416
Tel (Others): +1 770-448-7375



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