CRM software brings organisations, contacts and activities together in one place. In teamspace, incoming emails attach themselves to the contact, callers are recognised, and every open activity turns into a follow-up, without a separate reminder list.
Overview
Organisations, contacts and activities build on each other. Emails, appointments, quotes, tickets and hours are stored automatically in the right spot, captured once and found everywhere, without anyone maintaining things twice.
Quotes, emails and mail merges are created straight from the organisation's master data, with address, contact person and layout, with no retyping.
Sales opportunities, sales funnel, key account management and campaigns are integrated and draw on the same data, so sales can be run without a second system.
Digital customer record, activity, relationship
The digital customer record fills itself: teamspace gathers activities, quotes, tickets, emails and appointments on the contact and brings them together. Manual entries can be added at any time, but the automatic build-up is what makes it valuable. So sales and account care work on the same master data.
Digital customer record
Emails, appointments, quotes, tickets and hours land automatically in the digital customer record; manual entries add to it. Anyone new to an account is up to speed in a quarter of an hour.
Follow-up
Activities carry a target date. Once the date arrives, teamspace reminds the responsible owner. No separate reminder list, no double upkeep.
Communication
The Outlook add-in synchronises contacts and appointments. Incoming emails are matched to the CRM contact. The phone system and Microsoft Teams show the caller and the key account manager as the phone rings.
Lifecycle
Six steps from the CRM module. Each step is an activity on the contact, all activities hang on the same organisation, without anyone creating things twice.
An enquiry by email, phone or web form lands as an activity on the contact. Source, date and owner are saved with it. Whoever opens the activity sees the whole digital customer record of the organisation.
From the contact grows the organisation, from the organisation a tree with a parent organisation and subsidiary entries. The address is inherited by the contacts, each contact gets its own profile and its own activity view.
The activity moves to enquiry, to need, to quote. On a quote you can record probability and revenue. As long as the closing date is open, teamspace keeps the follow-up on the owner.
The activity becomes the quote in invoicing. Address, contact person, payment terms and layout come from the organisation's master data. Sent by email, status returned to the digital customer record.
When the order is placed, the project is created with budget, team and phases. The handover from sales to delivery runs on the same organisation, not across an interface.
After the project closes, the organisation stays active in the digital customer record. Key account managers and VIP managers see follow-on activities, upsell potential and maintenance contracts. Cross-selling becomes visible because every touchpoint hangs on the same contact.
Email, appointment and quote land on the customer, not in individual inboxes.
Highlight 1
Email, call, appointment, quote and activity land on the organisation. Whoever takes over sees the whole history.
Highlight 2
When an account owner leaves, the relationship is not gone. The deputy sees straight away what is due.
Highlight 3
Accepted quotes become an order and a project. Customer data, hours and invoice stay connected.
Data model
Whoever documents a touchpoint in the CRM writes it to three connected places. Everything else is built from these three kinds of record: the digital customer record, the follow-ups, the reports. Every activity runs back to the root.
Seen in a few minutes
A short look at the teamspace interface: maintaining contacts and organisations, documenting activities, reading the digital customer record as a timeline.
Email, appointment and quote land on the organisation, in chronological order in the digital customer record.
Orders, invoices, hours and tickets are reachable from the contact.
Open activities turn into follow-ups, with no separate reminder logic.
Use cases
Six focus areas from the CRM module, each on its own page.
“Our staff appreciate how simple the system is.”
Case Study
Hypothetical practice example to illustrate how it works. Concrete values depend on the starting point, industry and execution and are not guaranteed. A typical migration scenario: 35 consultants, one Excel contact list, Outlook categories as a lead tracker.
Existing contacts sat in three parallel Excel sheets, maintained by changing office managers. Calls were noted in Outlook categories, follow-ups ran through personal calendars. When the account team changed, follow-on potential was lost, because the communication history stuck to people, not to organisations. Cross-selling topics were pulled together by hand in the quarterly meeting.
All existing contacts are moved onto teamspace in one migration, with parent-organisation trees mapping the group structures of the larger clients. Emails and calls are matched automatically. Every open activity becomes a follow-up. When an order is won, the project is created from the quote, with no data transfer. The customer analysis shows the contribution margin per customer each month, the CRM analysis shows activities by type and owner.
+18 %
follow-ups kept, instead of lost in a private calendar
1
digital customer record including subsidiaries, instead of three Excel lists
+1
follow-on activity per existing customer, visible in the digital customer record
Three aspects
Sales, customer and supplier are not tags but three separate master-data areas on the same organisation. Whoever opens the entry sees at a glance which roles they hold with the firm, which ABC class they sit in and who in the firm is responsible for them.
Requirements check
In 30 minutes we walk through your organisation structure, activity logic and the links to email, phone and Teams. You get an honest opinion, not a sales demo.
Audiences
Service providers that maintain relationships over years, right across the industries.
Leads, quotes and existing customers with contract and ticket history in one digital customer record.
Industry pageClients over years, with contacts, quotes and project history in one place.
Industry pageCustomers with contracts, maintenance and devices. The digital customer record knows the whole history.
Industry pageClients, authorities and partners per project, with contact and activity history.
Industry pageCustomers, budgets and contacts bundled, from the enquiry to the follow-on campaign.
Industry pageProspects and existing customers with quote and project history, without a separate CRM tool.
Industry pageCommunication
The Outlook add-in brings contacts and appointments into the system in both directions. Incoming emails are matched to the CRM contact by address; Teams meetings and calls land on the same record.
Digital customer record
Whoever opens the digital customer record sees every activity in chronological order: the last email, the open quote, the next appointment. teamspace gathers activities, quotes and tickets on the contact automatically and brings them together; manual entries add to the record at any time, but the automatic build-up is what makes it valuable. The organisation's master data is inherited by the contacts, without anyone maintaining it twice.
Follow-up
Every activity carries a date. Once the date is reached and the activity is not closed, teamspace reminds the responsible owner. So a reliable chasing system grows out of ordinary activity upkeep.
Feature scope
Five areas that carry the CRM core module. Pipeline, weighted forecast and sales analyses belong to the separate sales-process module and are framed further down.
Comparison
Where a CRM with a digital customer record and activities differs from a contact app.
Feature
Stand-alone CRM
teamspace
Contact, activity and digital customer record hang on the same organisation. Reports and integrations grow from the same records, not from parallel lists.
organisation, contact, activity
soft, hard, internal
sales, customer, supplier
5 POINT AG, self-funded
Cover
A sick note on Monday, a holiday in the middle of the quote phase, a job move in sales: in the weak moment of an account relationship it is decided whether the digital customer record is visible to everyone or whether the knowledge hung on a person who is now out of reach.
Sales process
Anyone who steers sales actively adds the sales-process module to the CRM. It sits close to the CRM data model but is a separate stage. Not every mid-sized firm needs this degree of control: the digital customer record and the ABC view carry their weight without a pipeline.
The edition is enterprise. We mention it here because the question comes up in most requirements checks; we do not sell it actively. Anyone after a pure CRM with a digital customer record, follow-ups and communication stays in office. Anyone who wants to steer sales in stages sees the extension cleanly framed.
Reports
Instead of freely buildable dashboards, teamspace offers three standard views that cover the daily work of sales leadership.
Three fixed standard views instead of freely buildable dashboards. Anyone who needs more gets it into their own BI tool via the REST API. Anyone who needs less stays with the three standard views.
Campaigns
A campaign bundles contacts and activity types in one place. Possible types are email, mail merge as a PDF, address labels and CRM activity, so the same recipient list serves several channels without duplicating data.
So a campaign grows from existing data, without a separate newsletter tool and without an address export.
What makes CRM software
CRM software manages organisations, contacts and activities in one place. The term stands for Customer Relationship Management and means more than an address list: the goal is one digital customer record per customer, where the touchpoints between firm and customer stay traceable, even when the account owner changes.
The need becomes tangible as soon as several people maintain the same base of customers and follow-on orders should no longer depend on personal memory. At growing service providers this usually tips between 5 and 15 staff, when emails sit in Outlook categories, appointments in private calendars and knowledge leaves with the salesperson.
Anyone who makes the move early has a smaller migration effort. Anyone who delays drags data silos into the new world, whose untangling later costs more than the switch itself.
Migration
Mid-sized service providers are typically fully productive after two to four weeks. The plan follows a proven pattern.
Anyone who needs data migration from existing systems gets it from the 5 POINT AG customer success team. The import path runs through contacts and generic Excel or CSV sources; specific connectors to HubSpot, Salesforce or Pipedrive do not exist. Anyone coming from those systems exports there to Excel and imports here; that runs in a single pass.
Security
CRM data is sensitive. It contains business relationships, terms, internal notes and personal communication with contacts. teamspace addresses that on several levels, without management having to worry about the infrastructure.
The contracting party is 5 POINT AG, a German public company under German law. Incoming emails to the CRM application stay in the EU; with the Microsoft Teams integration switched on, data flows into the customer's Microsoft tenant, which is made transparent in the requirements check.
Requirements check
Half an hour is enough to walk through your organisation structure, activity logic and the links to email, phone and Teams. You get an honest opinion, not a sales demo.
Terms around CRM software, precisely placed in the teamspace model.
CRM — Customer Relationship Management. In teamspace, the module that runs organisations, contacts and activities. Edition: office.
Sales process — A separate module for sales opportunities with stage, probability and revenue, a sales funnel with configurable stages and a distribution view per stage. Edition: enterprise. It shares the data model with the CRM.
Activity — Every touchpoint with a contact or an organisation. Three groups: soft activities (enquiry, chasing), hard factors (need, quote, order), internal (status, note).
Follow-up — An open activity whose target date has been reached. teamspace reminds the responsible owner, with no separate reminder list.
Parent organisation — The superordinate organisation in the data tree. It maps holding and division hierarchies. A contact’s activities are visible at organisation and parent level.
Key account manager (KAM) — The responsible contact within the firm for a particular organisation. Optionally with a deputy. CRM data can be restricted to the KAM.
VIP — A marker for especially important contacts or organisations. Gets its own VIP manager, visible also in caller recognition.
ABC analysis — Sorting organisations into three classes (top 20 per cent, middle 60, weakest 20) per aspect: sales, customer, supplier. The calculation rule is configurable per aspect.
Standard project — A project held per organisation, onto which tickets and hours are booked automatically when the customer is recognised.
Caller recognition — Recognition of the CRM contact on an incoming call by phone number. Before you pick up, you can see who is calling and which activities are open on this contact.
