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One ledger for everything
Client and contacts live once, not in parallel across accounting, CRM and time tracking. One address change applies everywhere.
Customer records: every contact and file in one place.
With teamspace customer records you run clients, contacts, files, history and permissions in one cloud. From first contact to ongoing relationship in one ledger. Part of [CRM software](/crm-software/), seamlessly linked to quotes, invoices, tickets and hours.
What online customer records need
Three properties that make the difference between a CRM that supports your work and one that gets in the way.
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Full history
Orders, invoices, hours, emails and tickets per client in one view. Drill-down to a single entry, no tool switch.
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GDPR-compliant permissions
Need-to-know principle per role. Sales sees its pipeline, customer success its clients, accounting open items. Audit trail documents access.
Seen in 90 seconds
Customer records live in the cloud.
A quick look at the teamspace interface: create a contact, link organisations and people, read the timeline, open a quote or ticket directly from the contact. All in one cloud application, no tool switch.
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People and organisations
Several contacts per client with role and responsibility, group hierarchies for multi-level structures.
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One view on everything
Orders, invoices, hours, appointments and tickets reachable directly from the client.
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Outlook connected
Microsoft Outlook synchronisation keeps contacts consistent without duplicate maintenance.
What customer records store: a digital business card and much more
In teamspace you collect business cards digitally. You also store far more than a card can hold.
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Master data
Name, address, email, phone, industry, VAT ID, customer and supplier number.
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Commercial
Bank details, payment terms, discount, agreed rates, separate billing address.
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Relationship
Salutation, preferred form of address, key account manager, account notes, custom fields as needed.
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Attachments
Contracts, NDAs, credit reports, certificates, with versioning and per-file permissions.
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Tags
Flag special contacts such as data protection officers, emergency contacts or VIP customers with their own tag.
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Custom fields
Anything else you want to track about a contact can be configured as a custom field, no coding.
Timeline per contact
Everything that happened with the contact, at a glance.
Every contact has its own dashboard with a chronological timeline. Orders, quotes, invoices, hours, tickets, emails and call notes appear in the order they happened. Customer success managers respond in seconds, without searching across three tools for context.
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Chronological activity trail
Appointments, tickets, invoices, hours and mails searchable in one place.
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Drill-down to any entry
Jump from the timeline straight into the linked record, no second search.
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Filter per record type
Tickets only, quotes only, mails only: the timeline can be restricted to one type.
Working with contacts: start everything from the client
Customer records are not a passive address book. Operational work starts from the client itself.
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Create a quote
Open a new quote from the contact, address and terms are carried over.
Learn more 2
View invoices
All invoices per client with payment status, dunning level and open items.
Learn more 3
Manage appointments
Past and upcoming appointments per contact, linked to the [team calendar](/team-calendar/).
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See open tickets
Service requests from the [service desk](/service-desk-software/) are visible inside the contact.
Learn moreMicrosoft 365
Outlook sync: one address ledger in both worlds.
Whoever wants to access contacts in Microsoft Outlook synchronises teamspace and Outlook in both directions. Addresses, phone numbers and emails live in one place and only need to be changed once. Mails from Outlook can be attached to the contact with a single click.
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Bidirectional
Changes in Outlook flow to teamspace and vice versa, with conflict resolution.
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Mails on the contact
From Outlook, attach a mail to the client with one click, including attachments and history.
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Inside Microsoft Teams too
Through the [Microsoft Teams integration](/microsoft-teams-integration/), contacts and tickets are visible directly.
Who benefits from customer records
Three typical roles that work with customer records every day.
Sales and account management
Pipeline per region, contacts with role and decision weight, agreed rates per client, lead sources per campaign.
Customer success
Full history per client, open tickets in view, service level agreements with response time, past hours for renewals.
Finance and accounting
Master data with VAT ID and bank details, open items per customer, dunning levels, payment terms per client.
Functions around customer records
Master data
- Client with addresses, VAT ID, bank details
- Multiple contacts per client with role
- Group hierarchies (parent, subsidiary, branch)
- Industry tags and ABC classification
- Customer and supplier relations
- Custom fields without coding
History and files
- Every order, quote and invoice
- Hour and margin analysis per client
- Email and phone history
- Appointments, notes, tasks
- Attachments with versioning
- Audit trail on every change
Security and compliance
- Need-to-know permissions per client and contact
- Hosting in Frankfurt am Main, EU processing
- ISO 27001 certified operation
- 100 % GDPR compliant, with DPA
- GoBD mode for files and attachments
- Two-factor authentication optional
Integration and connectivity
- Microsoft Outlook synchronisation
- Microsoft Teams integration
- REST API with OAuth
- Import and export via CSV
- Follow-ups and reminders
- Mobile app for the road
CRM at a glance
Customer records are part of an integrated CRM. These sister areas build on top.
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Key account management
Strategic accounts with account plans, stakeholder maps and renewal forecast.
Learn more 2
Digital customer record
All documents, contracts, tickets and projects per client in one file.
Learn more 3
Campaign management
Send-out per audience, response to lead, ROI per campaign.
Learn more 4
Lead management
Lead qualification, pipeline stages, probabilities and follow-ups.
Learn more 5
Sales forecast
Forecast, hit rate, lost reasons and lead sources per sales rep.
Learn more 6
CRM software (pillar)
Overview of the integrated CRM module in teamspace.
Learn moreCustomer records as the foundation of the data ledger
Customer records are the master-data foundation of a service organisation. Whoever runs clients in Excel knows the problem: addresses live in accounting, contacts in CRM, contracts in SharePoint, rate cards in the time-tracking tool. An address change must be applied in four places, otherwise inconsistencies arise.
teamspace runs the client in one ledger that time tracking, order processing, invoicing, dunning, CRM and HR use simultaneously. A change is immediately visible everywhere, without a CSV bridge or sync script.
Cloud access on the road and from home
The whole team accesses contacts anywhere, anytime, particularly handy from home or on the road. Single contacts can also be shared by link, no full licence required on the other side. Whoever works offline syncs automatically on the next online session.
People and organisations
Both people and organisations can be created as contacts. Subsidiaries and departments inside an organisation are mapped through the group hierarchy. Special contacts like data protection officers, emergency contacts or VIP customers get a tag so they stay quickly visible across the team.
Reviewed in the requirements check
Wondering whether teamspace can consolidate customer records in your organisation? In a 15 to 30-minute call we look at your client structure, the permission logic and the Outlook integration.
Frequently asked questions about customer records
Can we model group structures?
Yes. Clients can be nested hierarchically (group, subsidiary, branch). Each level can carry its own master data. Margin analysis, forecast and open items aggregate across the hierarchy, with drill-down to single clients.
How does GDPR permissioning work in customer records?
Need-to-know principle. Per role it is defined which client and contact data are visible. Sales staff see their pipeline, customer success their clients, accounting open items. Audit trail documents every access. Hosting solely in the EU, sub-processors solely in Germany.
Can we attach contracts or NDAs centrally?
Yes. Per client any number of attachments can be filed, with versioning and per-file permission logic. In activated GoBD mode attachments are retained unchanged. Full-text search finds terms inside PDF attachments too.
How do customer records connect with hours and invoicing?
Per client rate cards, payment terms and discount are stored. Orders, hours, invoices and dunning run automatically with the right logic. Whoever agreed 95 EUR for client A and 130 EUR for client B gets exactly that on the invoice.
Does Outlook synchronisation work in both directions?
Yes. Changes in teamspace flow to Outlook and vice versa. Conflict resolution handles cases where the same field is changed in both worlds simultaneously. Mails from Outlook can be attached to the contact with a single click, including attachments and history.
Can we restrict staff to specific clients?
Yes. Per role and per client you define who can see or edit which data. A read-only release for external staff or tax advisors is possible too, without requiring a full licence.
Where is the contact data stored?
In an ISO-27001-certified data centre in Frankfurt, Germany, processed exclusively inside the EU. The contracting party is 5 POINT AG, headquartered in Darmstadt. 100 % GDPR compliant with DPA, sub-processors solely in Germany.
Related topics
Use cases that build directly on customer records.
Customer records, reviewed in 15 minutes.
In the requirements check we discuss your client structure, the permission logic and the Outlook integration. You receive an honest first feedback, free of charge and non-binding.