RP-Technik GmbH

Since 2019, RP-Technik GmbH has relied on SMARTCRM in field and office sales as well as in project planning and marketing.

Standard interfaces to abs ERP and HABEL

Prior to the implementation of SMARTCRM, RP-Technik was using another CRM software, but it was neither connected to the deployed abas ERP nor to the DMS HABEL mobile. To upgrade these isolated solutions with a central information pool, the decision was taken to replace the CRM system.

In the selection process, we impressed as a long-standing cooperation partner of abas AG and with our bidirectional standard interface to abas ERP. Thanks to our great interface expertise, we were able to quickly install the preconfigured interface at RP-Technik and this in taking into account the individual requirements of the company. Technical adaptations, identified first during operation, could be easily integrated later.

SMARTCRM imports prospects, customers, merchandise and product groups, products as well as quotations and orders via an interface. In addition, figures, such as turnover, incoming order, order backlog items and open items are taken over. In the opposite direction, prospects as well as contacts are transferred to the ERP system over the bidirectional interface. SMARTCRM analyses the imported values and makes them available at any time at the press of a button in a wide range of BI evaluations.

These days, another standard interface connecting the CRM system with the DMS solution HABEL mobile is being set up. Thanks to this connection, employees will be able to call up project information archived in HABEL directly from SMARTCRM. With one click, the HABEL files will be opened in the browser. Conversely, the automated transfer of documents that are stored in the CRM project file takes place via the interface to the DMS.

Optimal project management 

Project management at RP-Technik is one of the focuses of the CRM support. Thus, all projects across all phases are documented in the SMARTCRM project file. To create a quotation, the sales employee creates a separate tab in the corresponding project file. A button is then used to create a quotation in abas ERP from the CRM system and to fill it in there. Using the interface, SMARTCRM then automatically imports it back into the project file, including all positions. Thus, all offers remain traceable in the CRM system at any time. Follow-up tasks guarantee optimal tracking and ensure that no quotation gets out of sight. Orders are also automatically imported from abas ERP and stored in the project file on an order tab. As a requirement of RP-Technik, if two sales employees have opened a project at the same time, SMARTCRM points this out to the employees and thus prevents possible overlaps, which could also be implemented without any problem. The all-round view of the projects is completed with various overviews on the start screen of the CRM solution, the SMART Board. With these, employees see at a glance, for example, open projects and offers, new inquiries, or won or lost projects as soon as they start working.

Support in the field 

Before the introduction of SMARTCRM, field staff had no access to customer-related information on the road. Now, all CRM data are available via the SMARTCRM.App on their smartphones and tablets. In addition, SMARTCRM also supports them in planning their visits. By assigning a visit rhythm, the CRM solution reminds them of visits to be arranged. The tours to be driven are also planned in the CRM system. For this purpose, customers are assigned to specific tours using features and these tours are assigned to sales employees. So, each employee can easily access their tours and select the addresses to be visited. They can then be transferred to Bing Maps with a click and visualized there on a map to plan the optimal route. In addition, employees can take advantage of an area search in SMARTCRM and a corridor search in Bing Maps to find other suitable addresses within a certain radius or along the route to be taken. Once the tour is scheduled, it is passed back to SMARTCRM, automatically generating corresponding appointments and scheduled activities for later visit documentation. Overviews on the SMART Board provide field staff and sales management with an outlook for upcoming and past tours at any time.

Marketing actions with SMARTCRM

In addition, we met another important criterion of RP-Technik: the company also wanted to increasingly use the CRM solution in marketing. Our standard connection to the e-mail marketing solution Inxmail is ideally suited for this. It enables personalized, data protection-compliant newsletter and mailing distribution. The recipients are automatically marked with an appropriate feature in SMARTCRM. Contact data can be conveniently selected in the CRM system and transferred to Inxmail via the interface at the press of a button. There, the mailing is created, sent and evaluated. Freely definable features can also be assigned to addresses and contact persons beyond the newsletter dispatch. Using extensive filter options, the employees at RP-Technik find the right target group for every marketing campaign.