Winning over with our proALPHA and Inxmail interface expertise

SMARTCRM has been deployed in sales and marketing at KÖHL


  • Development and manufacture of office seats


  • CRM replacement
  • 36 licenses
  • Interfaces to proALPHA ERP and proALPHA DMS
  • Connection to Inxmail Professional
  • Deployment in sales field and back office as well as in marketing

Requirements and Project Goals:

  • Central access of the employees to all customer-related information in one system
  • Standard interface to proALPHA ERP and proALPHA DMS as well as to Inxmail professional
  • Manifold BI evaluations in the CRM system
  • Optimized field service integration
  • Management of marketing features and convenient target group selection

From now on, the KÖHL GmbH relies on our CRM solution, SMARTCRM, in sales and marketing. The company, headquartered in Rödermarkt, Germany, has been developing and manufacturing ergonomically high-quality office swivel chairs, conference chairs and side chairs.

KÖHL was already using its in-house CRM solution. However, this was mainly used to create visit reports by the field staff and could not meet the requirements of a modern and informative CRM. For this reason, the company decided to introduce a new CRM system. Given that they have already been using the ERP and the DMS solutions of proALPHA, we impressed with our standard interfaces to both systems as well as our long-standing interface know-how. Our mobile solutions, thanks to which the field staff’s integration is to be optimized, as well as the clear presentation of all important information on the SMARTCRM start screen also scored points in the decision-making process.

One of the goals of the implementation is to remove isolated applications and thus optimize all-round access to transaction data, such as customer sales trends, for the field staff. Easy with SMARTCRM: our CRM solution bundles all customer-related information in one system. Thus, data from the previously used CRM in-house solution as well as a call center software were taken over at once. Via standard interfaces, we connect SMARTCRM to the ERP and DMS systems of proALPHA. With the DMS interface, documents archived there will be directly accessible in SMARTCRM. Conversely, files stored in the CRM system can also be transferred to proALPHA DMS at the press of a button.

From proALPHA ERP, SMARTCRM will automatically transfer customers, prospects, contacts, offers, products (and product groups), marketing features as well as figures such as sales and order backlog items and open items. Prepared in a variety of BI analyses and enriched with previous year’s values, the figures are also available to the sales force. This is because they can now access all CRM information via notebook – even offline. On their smartphones, the SMARTCRM.App provides them with all relevant customer data. In this way, the sales representatives can keep track of sales trends and products already purchased at all times, even on the way to the customer, and can act in a targeted manner during the visit. Afterwards, the visit report can be immediately recorded in the system, for example via voice recognition, so that the colleagues in the office are also informed promptly.

As KÖHL works primarily with specialized trade partners and wholesalers, clear project tracking is therefore particularly important. In the SMARTCRM project file, all contacts involved as well as the entire corresponding communication are summarized. E-mails are also automatically transferred from Microsoft Outlook, so that all activities remain fully traceable. If KÖHL provides a customer with several sample chairs as part of a sales project, the overview is also maintained here, as all sample chairs are managed in the CRM solution. Quotations are imported from proALPHA ERP and archived in the respective project file. Overviews on the SMART Board, the start screen of SMARTCRM, show sales staff the quotations to be followed up at any time.

In addition, the SMART Board offers KÖHL numerous other possibilities. The information displayed there is user-specific. This way all employees see all data important for their daily work, such as current target achievement, the tasks due on a daily basis or the plus-minus lists of the customers they are in charge of.

The marketing department will also benefit from SMARTCRM. Previously, the features used for marketing campaigns were maintained in proALPHA. Now, this will be taken over into SMARTCRM and assigned to addresses and contacts there. If necessary, new features can be created and linked in the CRM system. Thanks to the manifold filter options, the marketing employees can now rapidly select the suitable target group for a mailing, for instance. The creation of a personalized mailing template as well as the dispatch take place in the e-mail marketing solution Inxmail Professional. The system is connected to SMARTCRM by a standard interface, so that the selected contacts can be transferred to Inxmail with a click. The management and use of the recipient information naturally complies to the GDPR in both systems.

The customer

Since 1976, KÖHL has been developing, manufacturing and distributing high-quality and ergonomic seats. Sustainable product quality, user‘s motivation and health, and ecological production processes have been the company’s focus since the beginning. With this philosophy, the family-owned company KÖHL, headquartered in Rödermark, Germany, has grown into an innovative manufacturer that has earned an excellent reputation throughout Europe as a competent partner for ergonomic, ecological and user-oriented seating furniture. Many renowned customers in Germany and all over Europe trust in this competence – German Quality – Made by KÖHL.







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

KÖHL relies on the interfaces to proALPHA ERP …

The DMS interface

… and proALPHA DMS …

Our DMS interfaces


SMARTCRM already has an integrated document management system offering you numerous possibilities. This allows you to trigger different processes to…


The interface to the e-mail marketing tool

… as well as on the connection to Inxmail Professional.

Inxmail Professional


SMARTCRM and Inxmail professional ensure efficient e-mail marketing. Minimize your distribution losses and easily send personalized mailings.