SMARTCRM supports sales and distribution of FOGTEC Fire Protection

Intelligent CRM solution for intelligent fire protection solutions

FOGTEC Fire Protection:

  • Production and distribution of systems of fire detection and fighting systems


  • CRM replacement
  • Connection to proALPHA ERP
  • Deployed in sales and distribution
  • 32 licenses

Requirements and project goals:

  • Standard interface to proALPHA ERP
  • Multi-client capability
  • Central information pool for all business areas

From now on, our CRM solution supports FOGTEC sales staff. Fire protection systems of this company, headquartered in Cologne, Germany, are deployed all over the world.

The goal of the CRM implementation is to bundle all customer-related data in one system which is accessible to all sales employees since the company is divided into several business units in which different work processes were previously established. Thus, some were already using a CRM system that has now been replaced by SMARTCRM. However, important information was also stored in Microsoft Excel spreadsheets, in Microsoft Outlook accounts as well as in the ERP system proALPHA. Both stand-alone solutions as well as local data storage should belong to the past from now on. SMARTCRM impressed in the CRM selection process with its preconfigured standard interface to proALPHA, the most important criterion in the CRM decision. Thanks to our interface expertise, which has grown over decades, we were able to set up the connection at FOGTEC quickly and easily, naturally taking individual requirements in account. From now on, the interface is used to import, among others, addresses, contacts, products as well as turnover and order backlog items from the ERP into the CRM system. SMARTCRM prepares the latter in numerous BI evaluations at different levels and provides the employees with up-to-date data at the press of a button.

The multi-client capability of the software was another key criterion during the CRM decision. Thus, in SMARTCRM, there are different clients for different business units. This has the advantage that employees only receive the information they need for their work. In addition, however, the overall view is guaranteed, for example in case of cumulative evaluations.

Within the standard application, SMARTCRM already offers a Microsoft Office integration with which Microsoft Outlook is also connected to our CRM system. All incoming e-mails are imported in the corresponding customer file at FOGTEC via Microsoft Exchange. This means that the entire activity history for a customer is available to sales staff at a glance in SMARTCRM, and you always know who has discussed what with whom.

The communication related to a project is therefore completely documented in SMARTCRM. In the future, FOGTEC will store each project with all project steps in the CRM system and link all addresses and contacts to the project file. This is a great advantage for the company, as there are numerous parties involved in a project – e.g. the installation of fire protection systems in building, tunnels and rail vehicles. FOGTEC’s priority was also that, conversely, a contact person can be assigned to any number of projects, for example if an authority oversees several tunnel projects – easy with our CRM solution. The respective quotations are automatically imported from proALPHA via the interface or, if required, manually imported into the project file for optimal tacking. Important documents can also be stored with the individual project steps. Forecast evaluations round off the overall view of the project.

The customer

The owner-managed company FOGTEC was founded in 1997. FOGTEC develops, produces and markets fixed and mobile systems for fire detection and firefighting. Their employees come from 16 countries and are based at six sites. They are active in the following business sectors: rolling stock (rail systems), fixed and mobile systems, tunnel systems, ships and oil platforms. 80% of their products are manufactured for export. Their team consists, among others, of engineers in the specialist areas of fire protection, mechanical engineering, hydraulics, electronics, software and chemistry.

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

FOGTEC relies on the interface to proALPHA-ERP: