We have a basic database here but would like to see about having it improved by someone who knows what they are doing. It will need some basic report functions, easy bulk editing, multiple screens and will need to fully functional on IPads through the standard browser (no need for app) and on android phones through the browser. We have a budget and are flexible with timelines, within reason.  ***update** here is a summary that hopefully defines what we are looking for better:

We are looking to combine two daily functions of our business. One part of or business is direct mailing leads on a regular basis. Our leads come to us in two ways. We purchase records and those are delivered in CSV which we convert to excel, the second source is stuff we see out in the field while we go about our normal day. When a lead calls in off one of our mailing pieces it rings our cell phones directly and we need a way to search/update/make notes on a record while we are talking to them.

The purchased records are easily managed in excel, we have a master sheet and all new purchased records are copied to it as we buy them. On this sheet we track what the last mail piece they received and the last date we mailed them. By sorting we can see who's turn it is to receive mail, what was the last piece they received and we can then just copy the columns of data our bulk mail vendor requires to send our piece. The records contain 28 columns of data that is purchased and we have an additional 7 columns that we manually input depending on what the status of the record is in.

While going about our daily business we run across prospects that need to be added to our mailing list. We have been handling this by using Evernote on our Android phones or Ipads, creating a note, making a few notes and then eventually that record gets added to the excel sheet.

Thirdly, while out in the field we receive phone calls from people who received our mailing piece. If we are lucky we will make an Evernote note while on the phone, or we write notes down on a note pad and hopefully don't lose the thing. We send on average 2000 pieces of mail a month so when someone calls us and we are in the field we have no way of quickly retrieving their information so we end up having to ask questions for information that we already have and occasionally this turns off a prospect due to this fact.

So, we need an online custom database that imports all our excel records, is accessible in the field, has a very easy search function that will work on a smart phone or ipad, and the ability to upload photos of a prospect directly into it when we are manually inputting a new record from the field. This will need to be our mail campaign manager, note holder for individual leads and lead classification system to make follow up easy.

On the mail campaign side I need to be able to go into the database and say show me records that have not been mailed in XX days (generally 60-120) and then be able to narrow those results down based on any of the data fields to a specific 500-550 records for export to a defined spreadsheet for our bulk mail vendor. We track the last time they received mail and what mail piece was sent out. Our target is 500 +/- pieces of mail sent out every Friday.

When manually inputting while in the field this will generally be done on our Android phones so we will enter just a few pieces of information, snap a picture and then complete the research and data entry the next time we are at our desk. This needs to be easily and quickly done from the field and then when at our desks we need a easy search that displays the manually input records that need further research and data entry/updating.

Lastly we classify each record based on if they have ever called, we spoke to them and were told to go to hell, spoke to them and didn't make an offer, spoke to them and made an offer etc. If a formal offer was mailed to them we will upload it as a PDF to be stored with the record that way if we are in the field and they call back we can pull up the offer we sent out.

Looking around I found Zoho Creator and it looks like it will handle all of these needs. I created a ugly version and we are currently testing it out and we are able to do everything we need on our phones and computers in the fields. I'm not a programmer and have no interest in being one so I'm looking for someone who can take what I have already started, clean up the user interface, create an easy search function and a way to run the various searches. If Zoho Creator isn't the best solution I'm open to suggestions provided they are not tens of thousands dollars. Realistically we are only talking about 35-40 fields of information per record and a maximum of 20,000 records as we grow over time. We currently have just under 10,000 records and are adding/growing by about 800 a month.

Lastly, for backup purposes we would want an easy way to export the entire database in one run to a CSV file to be backed up to our carbonite account and my external HD.

This database only needs to handle two users.