Northwest Data Designs

6 Compelling Reasons to Ditch ACT!

and Embrace a Modern CRM

ACT! CRM has helped businesses manage contacts for over 30 years. But in 2025, many long-time users are discovering that legacy systems are becoming more of a burden than a benefit. With shifting technologies, growing security demands, and more intuitive platforms entering the market, the case for migrating from ACT! has never been stronger.

Here’s what small and medium-sized business owners need to know before making a decision.

1. The User Interface Hasn't Kept Up

ACT! was once considered user-friendly, but its interface hasn’t evolved with modern expectations. Business owners report spending extra time onboarding staff or manually clicking through outdated menus. As digital literacy increases across generations, teams expect intuitive, clean dashboards. A 2024 SMB Technology Adoption report from Software Advice found that 71% of small business users ranked “ease of use” as their top CRM priority, above price and features. Modern CRMs like Zoho CRM or Monday.com have redefined the user experience with drag-and-drop customization, responsive design, and streamlined navigation. ACT! simply doesn’t keep pace.

2. System Slowdowns and Sync Failures Cost Time

ACT! performance can decline sharply as databases grow. Businesses with tens of thousands of records report slow system startup times, lags when searching contacts, and frequent sync failures, especially when integrating with Outlook or Gmail. For users managing 50,000+ records, this isn’t just a nuisance. It’s a daily drag on productivity that can add up to dozens of lost hours each month. Modern CRM systems are designed with cloud scalability, meaning they can handle high volumes of data without compromising performance.

3. The Real Cost of Ownership Is Rising

At first glance, ACT! may appear affordable. But costs grow quickly when factoring in:

  • Hosting and IT maintenance (especially for on-premise versions)
  • Third-party tools for features like automation or analytics
  • Manual data backups and system patches

Meanwhile, subscription-based CRMs typically include these features, plus security, support, and automatic updates—reducing both risk and effort.

4. Integration Options Are Limited

In today’s business environment, integration is no longer optional. Whether it’s QuickBooks, Shopify, Slack, or Mailchimp- your CRM needs to connect. ACT! users often rely on middleware, plugins, or custom scripts to bridge the gaps. And even then, the functionality is limited. This slows down workflows and creates room for error. Modern CRMs come with robust integration ecosystems and built-in API support, allowing real-time data flow across systems without tech heavy lifting.

5. End-of-Life Risk and Security Exposure

As of August 2024, ACT! Pro desktop versions are no longer supported. That means no new patches, no security updates, and no official support- leaving your business exposed. In an era where cybersecurity incidents cost small businesses an average of $120,000 per breach (Hiscox Cyber Readiness Report, 2024), relying on unsupported software is a risk few can afford. Switching to a modern, actively supported CRM is a foundational step toward safeguarding your customer data.

6. ACT! Doesn’t Scale with You

ACT! was built for a different era. As your business grows, you may find ACT! struggling to accommodate more users, departments, or analytics needs. Reporting tools are basic, and customizing the system to fit your evolving processes can be time-consuming and limited. Modern CRMs offer scalable plans, deep customization, and role-based access—all designed to grow with your team, not against it.

Making the Leap: Why Timing Matters

The longer a business waits to modernize, the harder it becomes. Data becomes more entangled. Processes become more rigid. Staff becomes more resistant to change. Migrating from ACT! may seem daunting- but it’s far more manageable when done proactively and with expert support.

For many ACT! users, the biggest hesitation comes down to a single question: “Will I lose anything if I leave?“

The answer lies in how the migration is handled. Businesses that approach the transition strategically, prioritizing data integrity and workflow mapping, can retain nearly all of their essential information: contacts, notes, activities, and communication history. The truth is, the greater risk lies in staying too long. As systems age and support fades, data becomes harder to protect, export, and secure.

Migrating from ACT! isn’t just a software upgrade. It’s a strategic decision to protect your data, empower your team, and modernize how you work. Businesses that make the move early are often surprised not only by how much they can preserve, but by how much more their new systems can do. With the right guidance, the shift from legacy to modern CRM becomes less about what you’re leaving behind- and more about what you’re finally ready to unlock