When it comes to managing business data and building custom applications, Claris FileMaker and Microsoft Access are two names that come up often, especially among organizations trying to modernize legacy systems or streamline operations. But while both tools serve similar core functions, they offer very different capabilities.
This guide offers a clear comparison to help businesses make an informed choice between the two.
The Basics: What they do
Both FileMaker and Microsoft Access are relational database platforms. Each allows users to store, query, and interact with data using forms, scripts, and reports.
But the similarities mostly end there. Claris FileMaker is built for flexibility, mobility, and user-friendly development, while Access is a more rigid, Windows-centric tool that has changed little over the past decade.
Platform Support
FileMaker’s cross-platform support gives it a distinct advantage for hybrid and remote work environments, or teams using a mix of devices.
| Feature | Claris FileMaker | Microsoft Access |
| Operating Systems | macOS, Windows | Windows only |
| Mobile Access | Native iOS app (FileMaker Go) | None |
| Web Access | Built-in via WebDirect, or through FM BetterForms | Requires SharePoint |
| Cloud Hosting | FileMaker Cloud or On-Premise Server | Not natively supported |
Development Approach
FileMaker’s strength lies in its low-code development environment. Users can design custom layouts, automate workflows, and create complex logic with little experience. It’s approachable for non-developers, while powerful enough to handle sophisticated business needs.
Access, by contrast, leans heavily on VBA (Visual Basic for Applications) for automation. While it offers fine control to experienced developers, it also introduces a higher technical barrier and requires more training to maintain.
Performance and Scalability
Microsoft Access was initially designed as a single-user database, so expanding its capabilities and adding multi-user access can be tricky. On the other hand, FileMaker not only supports multi-user access but also provides:
- Concurrent users support: FileMaker can support larger teams and simultaneous users with server deployment. Access, while fine for a handful of users, often struggles with concurrency and network performance at scale.
- Large data sizes: Access has a 2GB file size limit, which can be restrictive. FileMaker handles much larger datasets and allows external file storage options.
- Sophisticated yet simple security: FileMaker supports modern encryption, role-based access down to the field level, and several authentication protocols. Access security is tightly coupled with Windows and may require IT support to configure safely.
Cost Considerations
Access can seem more affordable upfront, but costs quickly rise if you need to add web hosting, custom integration, or third-party tools. FileMaker’s built-in features can reduce long-term overhead and development time.
| Platform | Licensing Model | Estimated Cost |
| Access | Included in Microsoft 365 plans | ~$13/user/month or $180 one-time |
| FileMaker | Subscription or perpetual license | $22/user/month or $625 one-time |
Use Cases
If you are struggling to decide between Microsoft Access versus Claris FileMaker as the basis for your business applications, here are some use cases to demonstrate which platform works best in specific situations.
Microsoft Access may be suitable for:
- Internal databases for small Windows-only teams
- Organizations with legacy Access tools and minimal mobile/web requirements
Claris FileMaker is a better fit for:
- Teams using Macs, PCs, tablets, and smartphones
- Businesses needing mobile, web, or cross-platform access
- Custom application development with limited internal resources
- Organizations planning to scale, integrate, or modernize their systems
Support for Legacy Systems
Many businesses are slow to upgrade their hardware, leaving them reliant on older, legacy software. When comparing older versions of FileMaker, it’s worth noting that:
- Claris continually introduces major enhancements to FileMaker Pro. Since 2017, FileMaker has seen improvements and new features in the areas of mobile access, scripting, APIs, UI design, and AI integration.
- Microsoft has discontinued Access web apps and has made few significant changes to Access in recent years.
If your organization is still relying on outdated tools, now is a good time to evaluate a more future-ready solution.
Final thoughts: Choose a Platform that Grows with You
The decision between Claris FileMaker and Microsoft Access is ultimately about flexibility, scalability, and longevity. Access can still be useful in narrowly defined environments, but for most modern organizations, especially those with remote teams, custom workflows, or long-term growth goals, FileMaker offers a more robust, forward-compatible platform.
If you want help evaluating your options, contact us for a free consultation.We specialize in helping companies transition from outdated tools to custom-built solutions that are intuitive and scalable. Whether you’re starting from scratch or modernizing an old Access system, we can help you build the right foundation. Contact us today for more information.
This piece represents a collaboration between the human authors and AI technologies, which assisted in both drafting and refinement. The authors maintain full responsibility for the final content.