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One view per customer
Contacts, active engagements, contracts, invoices, open tickets, logged hours and documents in one timeline. Full-text search across all content, permission-controlled per role.
Digital customer record: every customer information in one place.
With teamspace digital customer record you find per customer all contacts, contracts, quotes, invoices, tickets, hours and documents in one view. No more scattered Outlook folders and Excel lists. GDPR compliant with audit trail. Part of teamspace CRM software, no module surcharge.
What the digital customer record delivers
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GDPR compliant and audit-ready
Storage in certified data centres in Frankfurt am Main, need-to-know permissions, audit trail on every change, automatic retention periods with GDPR-compliant deletion.
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Connected with all modules
From the customer record straight to the engagement in project management, the invoice in billing, the open ticket in service desk. No isolated tool, no context switching.
How the digital customer record runs in teamspace
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Maintain master data centrally
Company, address, tax ID, VAT ID, bank details, conditions. Captured once, available in every module.
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Contacts and roles
People, functions, decision authority, responsibilities. Reminders, birthdays, anniversaries automatically prompted.
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Bundle activities at the customer
Emails via Outlook add-in, calls from Microsoft Teams, notes from meetings. Everything assigned to the customer automatically.
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Store documents with versioning
Contracts, quotes, deliverables, correspondence. With versioning, permissions, full-text search and preview.
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Audit trail and retention
Every change documented, retention periods per document type, GDPR-compliant deletion at end of period.
Capabilities of the digital customer record at a glance
Master data and contacts
- Company master data with address, tax ID, VAT ID, bank details
- Contacts with function, roles, permissions
- Engagement structure across group and subsidiary
- Conditions per customer, engagement, contract
- Tags and segments for targeted outreach
Activities and documents
- Email integration with Microsoft 365 and Google Workspace
- Outlook add-in for direct capture from inbox
- Microsoft Teams integration for calls and chat
- Document storage with versioning
- Full-text search across all content
Compliance and security
- Hosting in Frankfurt am Main, EU processing
- ISO 27001 certified operation
- GDPR compliant with standard data processing agreement
- Need-to-know permissions per customer
- Audit trail on every change
What a digital customer record delivers
A digital customer record is the central view of every information about a customer that arises in daily business: contacts and people, contracts and conditions, quotes and invoices, open tickets and active engagements, logged hours and documents. In classic setups this information spreads across five to ten systems: Outlook for emails, Excel for hours, a CRM for contacts, a finance tool for invoices, a helpdesk for tickets, network drives for documents.
teamspace bundles this in one view per customer. From the digital customer record you jump straight into the active engagement, the open invoice, the current ticket. Full-text search across all content, with need-to-know permissions per role and area.
One view per customer, all modules connected
The leverage of the digital customer record lies in connecting the modules. From the record you see:
- The key contacts of this firm, with their functions and decision authority
- The engagements currently running, with margin and forecast
- The invoices open, dunned or just placed
- The tickets open, with response times and assignees
- The contracts running with remaining term, when the next renewal is due
- The documents stored, with version, last edited by whom
This replaces the back-and-forth between Outlook, CRM, helpdesk and Excel.
GDPR-compliant storage
Customer data is among the most sensitive datasets in a service firm. teamspace addresses this on several levels:
- Hosting in Frankfurt am Main, processing exclusively in the EU
- ISO 27001 certified operation, the international standard
- GDPR compliant with standard data processing agreement
- Retention periods per document type configurable, with automatic deletion
- Audit trail records every change
- Need-to-know permissions per customer, engagement, document
The contracting party is 5 POINT AG, a German stock corporation, no US CLOUD Act exposure.
Activities assigned automatically
A digital customer record only works if it grows automatically. Manual maintenance fails in daily operations. teamspace integrates natively:
- Email integration over IMAP/SMTP, Microsoft 365, Google Workspace
- Outlook add-in for direct capture from inbox, with attachments
- Microsoft Teams integration for calls and chat context
- Mobile app for notes from customer meetings
- REST API for custom integrations with phone systems or industry tools
Inbound and outbound emails are automatically assigned to the matching contact and customer.
Document storage with versioning
Contracts, quotes, deliverables, correspondence, pen-test reports, audit reports, all relevant documents in one place:
- Versioning for every change, with who-when-what
- Permissions per document, sensitive content specifically restricted
- Full-text search across all documents, including PDFs and Office files
- Browser preview without download
- Multiple folder trees per customer
- GDPR-compliant retention with periods per document type
Real digital records emerge instead of network drive chaos.
Integration with the other modules
The full impact comes from interplay:
- CRM: pipeline, forecast, reminders at the customer
- Project management: active engagements, margin, plan-vs-actual
- Invoicing software: open and dunned invoices, cashflow
- Service desk: open tickets, SLA status
- Time tracking: logged hours per customer
An hour booked today on the customer’s engagement is in the record tomorrow, an invoice line the day after. With no CSV export, no integrations.
In the requirements check made to fit
In the 15-minute requirements check we walk through the digital customer record on a sample customer.
Frequently asked questions about the digital customer record
How does the digital customer record differ from a classic CRM?
A classic CRM manages contacts and pipeline. The digital customer record in teamspace links contacts with all other modules: active engagements from project management, invoices from billing, tickets from service desk, hours from time tracking, documents from storage. One view per customer instead of having to open five tools.
How does GDPR-compliant storage work?
Data is processed in certified data centres in Frankfurt am Main, exclusively within the EU. Retention periods per document type are configurable, with automatic deletion at end of period. Audit trail records every change. Permissions follow the need-to-know principle.
Can we import existing customer data?
Yes. Imports from CSV, Excel and the REST API are possible. Migration from HubSpot, Salesforce, Pipedrive, Outlook or DATEV is delivered at fixed price by the 5 POINT AG customer success team on request.
How does email integration work?
Emails over IMAP/SMTP, Microsoft 365 or Google Workspace are automatically assigned to the matching contact and customer. The Outlook add-in allows direct capture from the inbox, with attachments and link to the customer.
Who can see what data in the customer record?
Permissions are granted on a need-to-know basis, per customer, engagement and document. Account owners see everything for their customers, practice leads see their practice, employees see their own responsibilities. Sensitive data can be specifically restricted.
How does the customer record integrate with DATEV?
Master data and invoice data are handed over to accounting via DATEV export, in the standard format with no CSV adaptation. Incoming invoices can also be captured digitally and pushed to your finance system through DATEV.
Related CRM features
Digital customer record reviewed in 15 minutes.
In the requirements check we discuss your customer data structure, GDPR requirements and integrations.