CRM sales support in office and field sales for GAUDLITZ GmbH

SMARTCRM impresses with connections to proALPHA ERP and DMS


  • Manufacturing engineered plastic parts, assemblies and systems for medical, automotive and industrial markets


  • First CRM implementation
  • Standard interfaces to proALPHA ERP and DMS
  • Deployed in field sales and back office use
  • 15 licenses

Requirements and project goals:

  • Integration of the CRM system with proALPHA ERP and proALPHA DMS
  • Central consolidation of all customer-related data in one system
  • Optimal management of sales projects with structuring and evaluation
  • Forecast analyses
  • Improved connection to the field service

We are pleased to welcome GAUDLITZ GmbH as another new proALPHA customer. The Coburg-based company is one of the world’s leading system suppliers of high-precision technical plastic parts, assemblies and systems for the medical technology, automotive and industrial technology sectors.

The most important goal of the CRM implementation for GAUDLITZ is to create a central system that contains all customer-related information and is available to all employees at all times. Previously, for example, sales projects and e-mails were managed on local drives or in Microsoft Outlook mailboxes. There was no complete overview, and information about projects and customers had to be requested from colleagues. This time-consuming and costly data collection and documentation will be a thing of the past with the implementation of CRM. During the selection process, we were able to score points in reference discussions thanks to the high satisfaction of our customers and the positive feedback from the ERP manufacturer regarding our standard connection to proALPHA.

GAUDLITZ already uses both proALPHA ERP and proALPHA DMS. We offer pre-configured bidirectional standard interfaces to both systems, which make it particularly easy to connect them without neglecting individual customer requirements. In the future, the interface to the document management system will enable GAUDLITZ to open documents stored in proALPHA directly from SMARTCRM or to transfer files from the CRM system to the DMS solution at the press of a button.

Via the connection to proALPHA ERP, SMARTCRM imports customers, contact persons, product master data, quotations and figures such as sales, order backlog and open items. In the opposite direction, prospective customers and contact persons are transferred from the CRM system to the ERP solution. The figures from proALPHA are analyzed by SMARTCRM and made available to the sales staff in numerous BI evaluations.

Forecast analysis is very important to GAUDLITZ. Transparency and traceability in project management are particularly important to the company. While quotations were previously archived both in proALPHA and locally as Word documents, sales projects will now be documented in the SMARTCRM project file from the initial inquiry to project completion. This bundles all information – all participants, all communication including automatically imported e-mails as well as quotations – and offers GAUDLITZ the possibility of a detailed project evaluation. A matrix and individually definable criteria show the sales department the potential of the project and allow conclusions to be drawn for further sales measures.

The company develops both individual plastic parts and the corresponding molded parts. To ensure maximum clarity, the projects for the molded parts are managed as main projects in SMARTCRM, while the corresponding plastic parts are managed as follow-on projects. The latter are linked to the main project. This structure makes it possible to view both the individual projects and the overall project at any time, and ensures easy traceability.

Forecast analyses as well as project and quotation overviews on the CRM home screen complete the valuable sales tools now available to GAUDLITZ. And not only in the office, but also in the field, as the sales force can access all this data offline via notebook or online via SMARTCRM.App – and is fully informed before and during a customer visit. This ensures better communication between the office and the field.

The customer

The success story of GAUDLITZ GmbH began in 1937 with the founding of the company by Oskar Gaudlitz in Kanonenweg in Coburg. Initially, the company focused on the production of thermoset pressed parts. Today, the GAUDLITZ Group is one of the world’s leading system suppliers of complex, high-precision plastic solutions. A powerful group of companies consisting of the main plant in Coburg, Germany, which serves as the technology center for development processes within the group, and the two subsidiaries in China and the Czech Republic. All members of the group independently support international customers – from development and production to delivery. Thanks to a high degree of automation throughout the group, uniform quality standards and identical technical equipment, GAUDLITZ offers its customers worldwide consistently high, reproducible and reliable quality.





The implemented modules

  • SMARTCRM.ProjectsSMARTCRM.Projects


    • Creating quotations in a few clicks and keeping track of all of them for follow-ups?
    • How high are the chances of success?
    • What is the current project forecast?
    • Who plays which role in the project and which arguments could convince the decision-makers?

    With SMARTCRM.Projects, you know exactly in each phase of your sales project you need to start.

  • SMARTCRM.InxmailSMARTCRM.Inxmail


    • By using SMARTCRM and Inxmail professional you automate your mailing processes. Indeed, a central database, extensive selection options, a complete documentation and a professional e-mail marketing solution all meet here.
    • Define your target group at any time, minimize the waste coverage and easily send personalized mailings and newsletter.

    SMARTCRM and Inxmail support you with a wide range of data protection, tracking and double opt-in features for GDPR compliant e-mail marketing.



    SMARTCRM already has an integrated document management system offering you numerous possibilities.

    This allows you to trigger different processes to edit, produce or manage documents directly from the CRM workflow.

    In addition, SMARTCRM can also be connected to third party document management systems.



    • All important data in one system?
    • A centralized access for all colleagues?
    • Connecting ERP and CRM hassle-free?
    • Best with a ready-to-use interface, which can be quickly and easily set up as a standard solution?

    With SMARTCRM.ERP, all customer-related ERP information can be found directly in SMARTCRM. 

  • SMARTCRM.Exchange.SyncSMARTCRM.Exchange.Sync


    • Keeping track – not only of your own e-mails, activities and appointments but also of those of your team colleagues?
    • Gathering all information centrally in the CRM
    • And this, without having to worry about how the data end up there?

    Central instead of local: so easily SMARTCRM cares for the synchronization of your communication and contact data between the CRM solution and Outlook through Exchange Sync.



    • Accessing customer information over the browser?
    • Calling online the current statistics figures?
    • Creating appointments and tasks over the Web and sending them directly to the colleagues?

    SMARTCRM.Web is your practical CRM on the go.



      • Checking the current sales development before the annual evaluation meeting?
      • And comparing the sales trend of the top customers in your territory?
      • Which products they have not been using can you offer them?
      • Where can you see potential which are not yet used?

      SMARTCRM.Sales shows you the answers since this is the CRM with your figures.

    • SMARTCRM.PlanningSMARTCRM.Planning


      • Annual planning based on territories? Key accounts? Or individual customers?
      • And even considering the seasonal curves?
      • Should there be plan deviations, how quickly can you react and adjust the projected figures?

      SMARTCRM.Planning offers you the long-term vision without losing sight of the latest developments.



    • A colleague is sick? What has been discussed with the customer?
    • Has the quotation already been sent? Should you do a follow up?
    • When is the next agreed visit?

    SMARTCRM.Basis can tell you: what, when, with whom and with what result – centrally available in the CRM system for all employees and traceable even years after.



      • On your way back from a customer? The most important agreements immediately into the CRM?
      • And at the same time send a task to a colleague because of the offer?
      • Does he have time to clarify the details tomorrow?
      • And the whole thing using any mobile device, whether Android or iOS?

      SMARTCRM.App is your practical CRM on the go. Access important CRM data online at any time.

    • SMARTCRM.OfflineSMARTCRM.Offline


      • On the go and all CRM data accessible ?
      • Discussing the open quotations while at a customer site?
      • Writing a service report right after a maintenance appointment?
      • And all this without internet connection?

      With SMARTCRM.Offline, you always have your CRM with you – wherever you are.

  • SMARTCRM.TargetsSMARTCRM.Targets


    • Targets defined – and now?
    • How close are you to your target agreements?
    • How close is your team? And the whole company?
    • Are there any indications that you cannot achieve your goals? How can you react?

    With SMARTCRM.Targets, you keep the target in mind.



    • On the road and time for a spontaneous visit? A prospective customer with an open quotation perhaps? Who is currently nearby?
    • Back to the customers with declining purchasing volumes after three months? How do you get there? Look at the trip on a map?
    • And how do you integrate new customers into existing sales tours?

    SMARTCRM shows you the direct path to customers.

  • SMARTCRM.TourPlanningSMARTCRM.TourPlanning


    • Is the next weekly planning for the sales or service staff pending?
    • Which customers should be visited on the tour?
    • Which appointments have been already made?
    • To which tour can you combine them with?

    Schedule your tours with SMARTCRM at the blink of an eye: save time with visit suggestions, calendar entries and predefined visit reports.



    • Finding real solutions quickly when a customer calls?
    • Creating service cases and directly informing the relevant colleagues?
    • Coordinating and monitoring service appointments?
    • Early detection that several customers have already reported the same error?

    With SMARTCRM.Ticket, complaints become an opportunity to whip up enthusiasm in your customers.

  • SMARTCRM.MachinesSMARTCRM.Machines


    • Which machines has the customer in use?
    • When does the warranty expire and how long is the service contract?
    • When is the next maintenance work?
    • And at the customers’ premises? All urgently needed device information at hand?
    • Directly organizing a spare part delivery?
    • Creating the maintenance report immediately after the repair?

    SMARTCRM.Machines is our support for your service department.

  • SMARTCRM.CompetitionSMARTCRM.Competition


    • How is your market situation? Who are your direct competitors?
    • Which customers work with the competitor?
    • Which competitive products are in use?
    • What are the strengths of your products compared to the competition?

    With SMARTCRM.Competition, you keep an eye on your competitors and always find the right arguments for successful sales work.


The ERP interface

GAUDLITZ relies on the standard interface between CRM and proALPHA-ERP …

… as well as proALPHA DMS: