Best Filemaker alternative – what is the perfect online database?

About once a year, I used to do more research; are there any good Filemaker alternatives on the market? Although many Filemaker database alternatives initially looked good, they always failed with my tests as a real Filemaker alternative. So we continued to use the same old Filemaker databases. Something changed at the end of 2023. Well, two things have changed. The first was that I really had enough of the Filemaker interface and the lack of intuitive use. This made my search for a Filemaker alternative serious. I have made a directory of all Filemaker alternatives, their strengths and weaknesses, prices and reputation. The next step was to make a simple database in all those Filemaker alternatives, to test the database systems in real situations.

Criteria Filemaker alternatives – a list

Relationships
That means that it must be a relational database. If you don’t know what that is, a short explanation: suppose you have a database that consists of two tables; People, such as customers or members, and invoices. Now, of course, you want to be able to link an invoice to the right customer; That is where the relationship is needed. You require a relationship between customers (or members) and the invoices. It is as if you have two Rolodex systems, with connections between each customer in the customer’s Rolodex and the invoices in the invoice Rolodex. The relationships must be easy to set up. Not every Filemaker alternative is as user-friendly when it comes to relationships. Filemaker itself is also not very user-friendly when creating and working with relationships.

Online database
It must be an online database, that means in the cloud. It is useful, no software needs to be downloaded, it is easy to add new users and most Filemaker alternatives offer an option to give an outsider, such as an accountant, limited access. Because these hosting companies spend a lot of money on safety, this is also one of the safest options. It is true that if you spend a few hundred thousand euros on a server with decent software and well-trained staff, you can create the same level of safety. But most small to medium-sized companies do not have that kind of resources. You are usually much better off with professional hosting from the online database provider itself.

PDF files
The Filemaker alternative must offer an easy way to create PDF files, for example for invoices. Together with the following condition, this was one of the shocking results of my research: not many Filemaker alternatives offer that option, at least not easily.

Page-breaks
The database must offer a way to make page breaks in a PDF. Users want to be able to make and send PDF files of multiple pages, that still look good.

SMTP, DKIM en SPF
The online database must be able to send e-mails with a SMTP Server, including correct DKIM and SPF Records. Never heard of it? Sending an e-mail without the correct set of DKIM and SPF records almost guarantees that the e-mails you send, end up in the spam box. Only a few of the available online database providers offered this option and if they did, often only with an expensive subscription (sometimes a few thousand or more per year).

Workflows (scripts)
Workflows or scripts. Different databases use different names, but they mean the same. A workflow (or script) is a series of triggers, conditions, and actions that lead to a specific goal. Such as making a PDF file from an invoice record and sending it to a customer by e-mail. If you work with a database, that is something that you do not want to do manually.

Attachments
A decent online database has an option to add files to e-mails that you send.

Easy formulas
Easy and comprehensible formulas. Most formulas in an online database are very similar to the formulas that you use in a spreadsheet. But they offer various options. Some database systems offer formulas with which you can work effortlessly, while others are total counterproductive and extremely difficult to work with.

Permissions
A database must have the option to manage permissions. Who has access to any data, who can delete records, and who doesn’t. It must be just as complete as Filemaker, but preferably easier because the permission system of Filemaker is a bit … Let’s say, is chaotic.

Privacy
Nowadays, every online database alternative must ensure sufficient privacy. Not just that. The manager must be able to check who did what, and even who sent what and when. Of course, you can build a database yourself that does that, but it would be perfect if it was already implemented.

Online forms
A luxury. It wasn’t on our “must have” list, is the possibility to create web forms online. Website visitors can fill in a form, that is saved directly in the database. The Fusioo forms can be used with a direct link, or by implementing them on a website page.

Filter & Search
The meaning of each database is not only entering data … but also the possibility to find it, use it … You must be able to find every customer, invoice, by name, address, telephone number, invoice number etc. Some databases are excellent at that, while others …

Backup
It is important that the database provider regularly makes backups, and offers a way to restore a backup.

Calender (agenda) synchronization
The database should offer a way to connect to a calender, such as Google or iCloud. Some offer a one-way connection synchronization (just upload to the calendar), while others offer real full two-way communication, which means that every change that you make in the calendar also changes the original record in the database.

Undo of retrieval of records
Furthermore, a luxury; I would appreciate it if our new Filemaker-alternative had a way to retrieve removed records. I mean, sometimes a user presses the wrong button too quickly.

Learning-curve
The learning curve must be short and intuitive. Users are often employees or volunteers, and occasionally a team changes composition. It is nice if new employees master the database with ease.

Helpdesk – support
Finally; The Filemaker alternative must have a useful help desk. Some helpdesks answered my questions within an hour or two, some after a few weeks. In our opinion, 24 hours on weekdays is the maximum. Another downside is the quality of the help desk; In some tests we received reactions from the help desk that had nothing to do with the question, or it turned out that the employees knew nothing whatsoever about their database.

De list of Filemaker alternatives

This is our list of Filemaker alternatives that meet the database criteria, always with the specific advantages and disadvantages.

  • Ninox
  • Clickup
  • JESTOR
  • CODA
  • Retool
  • Fauna
  • NOCODB
  • Budibase
  • Teamdesk
  • Odoo
  • Infinity
  • Tadabase
  • QuintaDB
  • Firebase
  • MongoDB
  • Appsheet
  • Podioo
  • Knack
  • Airtable
  • Fusioo.

Ninox

  • https://ninox.com/en/
  • Looked interesting
  • Has print-in-PDF functionality
  • Works a bit like Filemaker
  • Has a permissions system
  • Webhooks
  • Triggers en actions for scripts/workflows
  • Annoying syntax of formulas
  • No page ends in PDF files
  • No SMTP functionality; All e-mails end up in the spam box
  • SMTP only in the Enterprise subscription (€4000 per year)
  • No DKIM for e-mail
  • Conclusion: No

Clickup

  • https://clickup.com/
  • Interesting characteristics
  • IMAP/SMTP functionality
  • Formulas with a “today” function
  • Calendar synchronization
  • Looks good, but as a user, it gave me a lot of stress
  • Conclusion: No

Jestor

  • https://jestor.com/
  • No SMTP functionality; All e-mails end up in the spam box
  • Offers a lot, but you have to code…
  • Too technical
  • Conclusion: No

Coda

  • https://coda.io/resources/courses/databases-101
  • Has a way to integrate SMTP, but only with Gmail and Outlook
  • Possibility to see all formulas
  • Calendar synchronization
  • Dropbox-integration
  • No normal standard SMTP
  • Making a layout for PDF files is too complicated
  • Conclusion: No

Retool

  • https://retool.com/eu/
  • Database with the ease of use of AirTable (later in this review)
  • Possibility to activate a workflow in another workflow
  • SMTP is standard!
  • Excellent search function
  • Too technical
  • Conclusion: No

Fauna

  • Can do a lot
  • Too expensive (€ 150-500 per month)
  • Conclusion: no

NOCODB

  • https://www.nocodb.com/
  • Geen codering
  • No coding
  • SMTP (with Mailersend)
  • Webhooks
  • Feels solid
  • PDF creation: no
  • No easy e-mail workflow
  • Conclusion: no

Budibase

  • https://budibase.com/
  • Pop-ups
  • SMTP only in the most expensive subscriptions
  • Looks a bit like a complicated Filemaker
  • Too complicated
  • a bit expensive for a small company
  • Conclusion: no

Teamdesk

Odoo

Infinity

  • https://startinfinity.com/
  • Many options
  • SMTP only in the white-label subscription
  • With SMTP Rather expensive
  • Buggy
  • Conclusion: no

Tadabase

  • https://tadabase.io/
  • No coding
  • SMTP
  • PDF pages limited
  • Make PDF in the most expensive subscription (€398 / month)
  • Personal subscription (98,- / month) max. 15 tables
  • Conclusion: no

QuintaDB

  • https://quintadb.com/
  • Real database
  • Very fast
  • No SMTP or DKIM
  • Strange messy layout
  • Jumpy user interface
  • Conclusion: no

Firebase

MongoDB

Appsheet

  • Not really a database
  • Can be connected to every cloud
  • Good for forms, etc.
  • Not really a database
  • Conclusion: no

Podioo

  • Posioo.com
  • Very easy formulas
  • Calendar, but no two-way synchronization
  • Separate forms must be made to show the layouts to the user
  • Need to use integration Globiflow for PDF-lay-outs etc.
  • Conclusion: No

Knack

  • https://www.knack.com/
  • Real database
  • Formulas very logical (a bit like Filemaker)
  • DKIM
  • No SMTP, but there is a whitelist from senders
  • Very low limit for # of records
  • No page end in PDF
  • Some people are not 100% sure that the company will continue with the Knack database
  • Conclusion: no

Airtable

  • https://airtable.com
  • SMTP with SendGrid, Mailersend or SMTP.com
  • Many automations
  • Fast calendar synchronization
  • Need to create separate layout-outs for users (such as forms)
  • PDF creation difficult
  • No a page-end
  • Overwhelming user interface
  • Maximum 50,000 records (total) in the database (very little for a database)
  • conclusion: perhaps, if there is nothing else.

Fusioo

  • Fusioo.com
  • SMTP functionality is standard
  • PDF-creation
  • Page breaks: yes
  • Workflows, including sending e-mail relationships
  • What you create, is what users see (except when you change that with permissions)
  • Standard permissions
  • Simple formulas presented with color syntax and suggestions
  • Possibility to add an e-mail, including PDF files to the workflow
  • No need to set up a user interface; It is fully usable as it is
  • Calendar synchronization (two directions)
  • Calendar synchronization can also upload only (as desired)
  • Extremely low learning curve
  • Shows the full history of all users (2 weeks to a year, depending on the subscription)
  • Easy to create and use it on a website
  • Can add free read-only users
  • Relationships are so simple; you make one in a second
  • Most intuitive user interface I have ever experienced
  • Excellent help desk
  • The perfect Filemaker replacement!
  • Conclusion: yes