One view per customer
Contacts, active engagements, invoices, open tickets, logged hours and documents of one organisation, in a single timeline instead of in five tools.
Digital customer record: all customer information in one place.
In the digital customer record from teamspace, contacts, projects, invoices, tickets, hours and documents come together per customer in one view. No more scattered Outlook folders and Excel lists alongside.
At a glance
What the digital customer record delivers
Grows on its own
Emails, calls and appointments assign themselves to the right contact. Nobody updates the customer record by hand.
With value and deadline
Every organisation gets its ABC rating. The system recognises contacts without activity as due for deletion.
One customer record
Many modules become one digital customer record.
What arises in the project, in the invoice, in the ticket, in time logging and in storage gathers at the same organisation. The customer record is not a separate database but the consolidated view of everything that is already there.
Projektmanagement 2 Mandate laufen Marge 31 %
Rechnung 1 offen, 1 gemahnt 4.200,00 €
Service Desk Ticket #4321 SLA 4 h
Zeiterfassung diesen Monat 142 h
Dateien Verträge · Angebote 23 Dok.
ÜbersichtAktivitätenDateien
HP
Heyer Plan AG
Nr 101 · A-Kunde · KAM S. Berg
Interessent Kunde Lieferant
Mandate
2 laufend · Marge 31 %
Rechnungen
4.200 € offen · 1 gemahnt
Tickets
1 offen · SLA 4 h
Stunden
142 h diesen Monat
letzte Berührung heute · Anruf protokolliert
Jede Buchung, jede Rechnung, jedes Ticket findet von selbst den richtigen Kunden, ohne Export, ohne zweite Liste.
Inbound
The customer record grows on its own.
A customer record only carries its weight if it fills itself. Manual upkeep fails in daily operations, so teamspace assigns incoming contacts automatically.
- Emails find the contact: an incoming message is assigned to the right contact and their organisation based on the sender address.
- Calls with recognition: through the phone interface the agent sees before picking up who is calling, including organisation and responsible key account manager.
- Appointments and activities from the calendar and the Microsoft Teams integration land as an entry at the organisation, not in a second inbox.
This way the history emerges in passing while the team works, instead of being typed up at the end of the day.
“Staff in both support and project planning can see orders and invoices. That was not possible before.”
Why one customer record
Three gains from a shared customer record.
The benefit shows less in the creating than in the daily looking-up.
Less searching
- History, documents and tickets in one place
- Whoever takes an enquiry sees the status straight away
- Filter per activity type: only tickets, only quotes
Clean handover
- When the steward changes, the history stays at the organisation
- New colleagues read up within a quarter of an hour
- Knowledge does not leave the house with the person
Data protection built in
- Permission on a need-to-know basis
- Retention periods for inactive contacts
- Processing exclusively within the EU
ABC analysis
A, B or C, for sales, customer and supplier.
Not every contact carries the same weight. teamspace rates every organisation automatically, and separately by aspect, because an important customer can be an unimportant supplier.
- Three separate views: one ABC rating each for sales, customer and supplier, instead of a single grade across everything.
- Top 20 per cent A, middle 60 per cent B, weakest 20 per cent C, calculated continuously from the data.
- Rating basis configurable: by invoices, project hours or revenue potential, depending on what counts for you.
This way the support team knows where attention pays off, and purchasing sees which suppliers carry their weight.
First call
Let's look at your customer data.
In 20 minutes we go through where your customer information sits today and which modules at teamspace would already come together into one customer record.
Documents
Contracts and documents at the customer.
Contracts, quotes, deliverables and correspondence belong in the customer record, not on a network drive alongside. teamspace files them at the organisation.
- Separate folder trees per customer, for example split into contracts, quotes and deliverables.
- Versions are preserved: every edit through document management is traceable, older versions are not lost.
- External access: selected customer contacts see their own files without needing a full licence.
Office files can be edited directly in the browser, with no download and no sending back and forth by email.
More from the CRM
Use cases around the customer.
The customer record is one of several views of the same contact base. These areas go deeper on individual questions.
Customer records
Organisations, people and addresses maintained centrally, the base behind every customer record.
Learn moreKey account management
Key customers with their own contact person, deputy and VIP marking.
Learn moreCampaign management
Bulk email, mail merge and phone campaign directly from the contact list.
Learn moreLead management
From the open activity comes the reminder, enquiry, requirement, quote.
Learn moreSales forecast
Customer analysis and activities over time as a standard report.
Learn moreData protection
Who sees what, and what gets deleted.
Customer data is among the most sensitive records in the house. teamspace governs access finely and keeps upkeep GDPR compliant, without management having to worry about infrastructure.
- Permission on a need-to-know basis: per role it is defined who sees and edits which customer information; sensitive engagements can be restricted to the responsible team.
- External access for customers to their own tickets, project activities and files.
- Retention periods: the system recognises contacts without activity within a deadline as due for deletion.
Hosting is in an ISO 27001 certified data centre in Frankfurt am Main, processing takes place exclusively within the EU. The contracting party is 5 POINT AG, a German stock corporation, with a data processing agreement.
In the workflow
How the customer record comes about.
- 1
Create organisation
Company with address, VAT ID and conditions, optionally as prospect, customer or supplier at the same time. Captured once, available in every module.
- 2
Contacts and roles
People with function and responsibility, address inherited from the organisation, one key account manager per customer.
- 3
Bundle activities
Emails, calls, appointments, quotes, tickets and hours assign themselves to the organisation, chronologically in the timeline.
- 4
Store documents
Contracts, quotes and correspondence in separate folder trees, versioned and permission-controlled.
- 5
Analyse and rate
ABC analysis per aspect and an activity analysis show where support pays off and who did how much.
Scope of features
Features of the digital customer record at a glance
Organisation and customer record
- Organisation as prospect, customer or supplier, roles combinable
- Parent organisation as a tree for group and department structures
- Activity overview across activities, tickets, projects, receipts, hours, appointments, emails and files
- Timeline by importance and chronology, filterable per activity type
- Reminders from open activities
- Org chart per organisation across contacts with role
Inbound and assignment
- Incoming emails assigned to the contact based on the sender address
- Phone caller recognition with display of the key account manager
- Contact sync with Outlook, Mac and smartphone
- Microsoft Teams integration with CRM call list and calendar
- Service note, standard project and SLA per organisation
Value and documents
- ABC analysis per aspect for sales, customer and supplier
- Activity analysis: how much agents have done per contact and activity type
- File storage at organisation and contact with separate folder trees
- Versioning through document management, Office files editable online
- Excel export of the organisation list
Security and compliance
- Need-to-know permission per role and organisation
- External access for customers to tickets, project activities and files
- Retention periods for contacts without activity (GDPR)
- Hosting in an ISO 27001 certified data centre in Frankfurt am Main
- Processing exclusively within the EU, data processing agreement as standard
What makes a digital customer record
Every trace of a customer, in one place.
A digital customer record is the central view of all information that arises in daily business about a customer: contacts and contact persons, contracts and conditions, quotes and invoices, open tickets and active engagements, logged hours and documents. In classic setups these traces spread across five to ten systems, from Outlook through Excel to the helpdesk and the network drive.
The difference at teamspace lies not in yet another database but in the bundling. Because project, invoice, ticket and hour hang at the same organisation anyway, the customer record emerges from the data that daily business produces anyway. An hour logged today on the engagement is in the customer record tomorrow and on the invoice the day after, with no export and no second list.
The need becomes tangible as soon as several people look after the same customer and nobody tracks by hand any longer what was last discussed, delivered and billed. The customer records hold the base; the customer record is the view that makes everything operational visible against it.
Part of the CRM
The customer record is the view, the CRM is the system behind it.
Organisation, contact and activity are the three data types from which the customer record is composed. How teamspace forms reminders, the sales view and the analyses from them, and how email, phone and Teams are connected, is shown in the overview of the CRM software.
To the CRM softwareRelated modules
Three modules border on the CRM.
What hangs at a customer continues in the adjacent modules. Here are the shortest routes there.
Project management
From the won order the engagement emerges with budget, phases and team, visible in the customer record.
- Order becomes a project
- Plan-vs-actual and forecast
- Engagements in the customer record
Invoicing software
From the quote comes the invoice, with hourly rates, flat rates and e-invoicing.
- Quote, order, invoice
- Open items per customer
- Handover to DATEV
Service desk
Enquiries from a customer run as tickets, with SLA and standard project at the contact.
- Tickets from email and phone
- SLA per customer
- Standard project for bookings
First call
Let's look at your customer record on an example.
You show us a customer with engagements, invoices, tickets and documents. We show how these traces come together into one view in teamspace, and tell you honestly where it fits.
Frequently asked questions about the digital customer record
What is the difference between the customer record and customer records?
The customer records are the base: organisations, people and addresses that are maintained once. The digital customer record is the view of them, which makes everything operational visible: engagements from project management, invoices from billing, tickets from the service desk, logged hours and documents, chronologically at the same organisation.
What sets the digital customer record apart from a classic CRM?
A classic CRM manages contacts and a sales pipeline. The customer record in teamspace links the contacts with the other modules: active engagements, open invoices, tickets with SLA, logged hours and stored documents. One view per customer, instead of opening five tools.
How does teamspace know what belongs to which customer?
Incoming emails are assigned to the matching contact based on the sender address. Through the phone interface the system recognises incoming calls and shows the contact together with the responsible key account manager. Appointments and activities from the calendar and Microsoft Teams also land at the organisation, without anyone assigning them by hand.
What is the ABC analysis?
teamspace rates every organisation automatically into A, B or C, separately for the aspects sales, customer and supplier. The top 20 per cent count as A, the middle 60 per cent as B, the weakest 20 per cent as C. The rating basis is configurable, for example by invoices, project hours or revenue potential.
Who can see which data in the customer record?
Permissions are granted on a need-to-know basis, per role and organisation. This way sales sees its pipeline, the support team its engagements and accounting the open items. Sensitive engagements can be restricted to the responsible team. Selected customer contacts receive external access to their own tickets, project activities and files.
Can we import existing customer data?
Yes. Imports are possible via CSV, Excel and the REST API. There is no documented migration package from specific third-party systems; when moving from an existing system we look together in the first call at how your data can best be taken over.
Where does the customer data sit, and who operates the system?
The customer record sits in an ISO 27001 certified data centre in Frankfurt am Main, processing takes place exclusively within the EU. teamspace is developed, operated and supported by 5 POINT AG from Darmstadt, a self-funded German stock corporation, since 1999. GDPR compliant with a data processing agreement.