CRM systems for companies in the Tricity and across Poland
As long as a process lives in spreadsheets and an inbox, nobody knows its current state — everybody knows their own fragment. Asking where a particular case stands then takes three phone calls, and the answer is often out of date anyway.
A management system exists so that the state is single and visible. It is not about one more place to type data into — it is about there no longer being several.
What the scope covers
- Analysis of requirements and of the process: who changes what in a case, and when
- Architecture built for the specifics of your industry, not for a universal CRM
- One current state of the process instead of spreadsheets and an inbox
- Permissions described by what people do, not by the org chart
- Change history: who changed a document, when, and what the previous value was
- Separated dev, stage and production environments with monitoring
- Automated releases instead of manual uploads to the server
- Integrations with email, calendar and the systems you already run
- Views and summaries for the people who decide, not only for the people who handle cases
- Hosting, SSL certificate, backups and monitoring configured within the implementation
- The technical side of GDPR: minimisation, retention, operation log
- Documentation, handover of accesses and full ownership of the code
Hosting, the SSL certificate, backups and the technical side of GDPR duties are configured as part of the implementation — they belong to the agreed price, not to a separate line item. Ongoing care of a running system, meaning updates, monitoring and support, is a separate subscription, quoted at handover.
How we work
Requirements analysis
We describe the process as it really is, including the workarounds people invented themselves. Those are what most often show what the system would otherwise miss.
What we need from you Conversations with people from different roles, not only with management.
Architecture design
We settle the data model, the roles and the boundaries of the system: what sits inside and what stays in the tools that already work and are meant to keep working.
What we need from you A decision on which systems stay and which are meant to disappear.
Prototype
Clickable key screens before production code. At this stage changing the layout costs a conversation.
What we need from you Feedback from the people who will work in the system every day.
Delivery and integrations
Module by module, each one on the test environment first. Migrating data out of spreadsheets is a separate step with its own verification.
What we need from you Tidied data for the migration — usually the longest part of the work on your side.
Handover and care
Training by role, documentation, handover of the repository and of the accesses. Care is a separate, voluntary agreement.
What we need from you The name of the system administrator on your side.
What three years cost: a custom build or a subscription
Compare the cumulative cost of two roads over 36 months. You enter every number yourself.
Setup, migration, configuration. If the alternative costs nothing at the start, enter 0.
Fill in every field — without them there is nothing to calculate. We substitute no default values, because each of them would be our assumption rather than yours.
This is arithmetic from the assumptions you entered, not our forecast. Every number in the result comes from the fields above — there are no market averages and no estimates of ours in it.
Common questions
How is this different from an off-the-shelf CRM with a subscription?
An off-the-shelf CRM imposes its own model of work and is usually cheaper as long as the process fits it. A custom system describes your process and has no subscription for access to your own data. If a ready tool is enough for you, we will say so plainly.
Will you migrate the data from our spreadsheets?
Yes, migration is a separate stage of the project. The largest piece of work is usually tidying the data before the move, and that is the part where we need you.
How many users will the system handle?
We design for the number agreed at the start, with room to grow. There is no per-user licence — adding another person does not change the bill.
Will we see who changed what?
Yes, change history is part of the scope: it shows who changed a document, when, and what the previous value was.
What if the process changes in a year?
That is normal and the architecture assumes it. Changing a stage, a field or a role does not require rebuilding the system, and after handover you will make some of those changes yourselves.
Who is responsible for data security?
On the technical side we are, within the agreed scope: separated environments, permissions, backups, isolation of key data. Legal documents — the processing agreement, the record of processing activities — are a job for your lawyer, and we say so plainly.
How long does a deployment take?
It depends on the number of roles and integrations — usually from a few weeks to a few months. We set the schedule together with the scope and the fixed price, before work begins.
Let us talk about your project
Pick a time for a call or leave your number — we call back during working hours.