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CRM & customer processes

No customer should get lost in the process.

Sales and service need a shared view of the customer without distributing confidential information indiscriminately. We configure your CRM, connect it to the relevant systems and design clear processes for prospects, quotes, account management and service cases.

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Customer process model with data ownership · Planning and implementation by OTOKO®

Your brief for OTOKO®

What we take care of for you.

We clarify with sales, service and marketing when a case is handed over and which information is needed for it. Stages of a sales opportunity need clear criteria; otherwise forecasts are hard to compare. Roles define who may view or change customers, terms and activities. Automations are designed so that employees understand the status and can handle exceptions. A platform’s standard functions are reviewed before custom extensions.

The possible scope of services

  • Requirements capture with sales, service and marketing and alignment of customer processes
  • Rollout of Salesforce, Dynamics 365 Sales or HubSpot with roles and pipeline structure
  • Integration with ERP, ticket system, telephony and marketing automation
  • Data cleanup and duplicate matching before migration
  • GDPR functions: consents, deletion concept, data subject access and logging

We define the specific scope, your involvement and the acceptance criteria before the start.

Technology explained clearly

How we carry out the task.

01

A customer view needs rules for data ownership

Companies, contacts and contracts can appear in several systems. We define authoritative sources, stable identifiers and rules for merging duplicates. An email address alone is not always a suitable customer key. Synchronization takes deletions, role changes and delayed changes into account. For consent, retention and information requests, we technically implement the rules agreed with your responsible departments. This also covers exported data and connected marketing tools.

02

Acceptance grows through real work steps

A pilot group tests complete processes from first contact to handover to service. Acceptance testing includes data reconciliation, role checks and understandable task lists. Training and points of contact are planned to fit your team. We need sample processes, existing data sources and the metrics you want to use to evaluate the rollout.

Meeting room at the OTOKO® Cologne office

A verifiable result

What you keep working with.

  1. Customer process model with data ownership
  2. Configured CRM with tested interfaces
  3. Technical implementation of coordinated deletion and information request processes

The handover brings together implementation and documentation. Together, we review the agreed cases and record any remaining tasks.

Before the first step

Your questions about CRM & customer processes.

Can ERP and CRM keep their separate roles?

Yes. For example, the ERP can be authoritative for invoices and the CRM for account management. What matters is a clear assignment for each data type.

Can existing Excel contacts be imported?

In principle, yes, after reviewing structure, quality and permitted use. Duplicates and conflicting values are resolved before the production import.

Your project

Which task would you like to solve?

Describe your situation and the desired result. The selected service will be included in the contact request.

Request this service

Our Partners

  • Microsoft
  • Microsoft Azure
  • Amazon AWS
  • Google Cloud
  • Thales Group
  • Arrow ECS
  • Vodafone
  • IBM
  • Veeam
  • Atlassian
  • JetBrains
  • NinjaOne
  • OPSWAT
  • Utimaco
  • Eviden

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