A CRM built around how your team sells
For companies that outgrew spreadsheets and found that an off-the-shelf CRM fits only half of their work. We build the CRM your team actually uses, with your customers, your process and your payments in one place.
- typical price
- 5,000-15,000 EUR
- to the first version
- 2-6 weeks
- per-user monthly fees
- No
Sounds familiar?
- Customer history is split between a spreadsheet, email and someone’s memory.
- You pay for a CRM per user, and the team still keeps half the work in Excel because the fields don’t fit.
- Nobody knows who still owes what until someone checks the bank statement by hand.
- Customers who bought once are never called again, because no one can find them.
- Every report means exporting data from three places.
What a custom CRM covers
- 01
One profile per customer
Every purchase, call, email and payment on one page, with duplicates merged.
- 02
Your sales process
Your stages, your fields and your rules, instead of a generic pipeline your team works around.
- 03
Payments and balances
Who owes what, down to one person in a group. Bank statements matched to customers automatically, reminders only to those who still owe.
- 04
Calls and follow-ups
Calling from the browser, call history, a recommended next step for each customer and reminders so nobody is forgotten.
- 05
Data from your old system
We move your customers and their history across, including data an old system no longer exports properly.
- 06
Connected to your tools
Accounting, e-invoicing, your webshop, email and card payments.
From the CRM we built for a tour operator
All case studies- VibeCRM · Story Travel
Customer history recovered
30,000+customers back within the call center’s reach
The old system could no longer show past trips. We read back every traveller and booking it could still serve and merged the duplicates, so the call center can reach them again.
Read the case study - VibeCRM · Story Travel
Who owes what, per person
Every traveller in a group booking has their own balance. Bank statements from two banks are matched to bookings automatically, and reminders go only to the people who still owe.
Read the case study - VibeCRM · Story Travel
A call center in the browser
Agents call customers from the CRM, see the full booking history and get a recommended next action, a sales funnel and revenue forecasts.
Read the case study
When an off-the-shelf CRM is the better choice
If your sales are a simple pipeline of leads, deals and follow-ups, a standard CRM is cheaper and faster to start with, and we will tell you so in the first call. A custom CRM pays off when your process has steps no standard product models well, such as group bookings, per-person payments, bank reconciliation or operations after the sale, or when per-user fees for a large team add up to more than building your own.
How a project runs
- 1
First call
30 minutes, free. You show us how your team sells today; we tell you whether a custom CRM makes sense.
- 2
Design
We map your customers, stages, payments and integrations, and describe the screens before we quote.
- 3
Fixed price and timeline
Based on the design, so the scope is clear on both sides. If the build takes longer than we estimated, that is on us; changes you ask for later are quoted separately.
- 4
Build and data migration
Weekly demos with your own data moved across, so the team tests on real customers, not examples.
- 5
Launch and support
8-hour response time and 99.5% uptime as standard. Bug fixes are free, and up to 2 hours of small changes a month are included.
Price, timeline, ownership
- Price
- 5,000-15,000 EUR
- Most CRM projects cost between 5,000 and 15,000 EUR, with no per-user fees. Larger systems are split into stages, each with its own price.
- Timeline
- 2-6 weeks
- 2 to 6 weeks from the first call to the first version your team uses. Further stages follow while you work in it.
- Ownership
- Yours
- The code we write for you is yours from the final payment: host it anywhere, or hand it to another developer. Products we maintain for several clients, like VibeCRM, are licensed instead.
- Hosting and support
- From 300 EUR a month
- Hosting on Hetzner servers in Germany, backups, monitoring and support, usually from 300 EUR a month depending on the response time you choose. Your customer data stays in the EU.
Questions about a custom CRM
A CRM (customer relationship management) system keeps everything about your customers in one place: contact details, purchases, calls, payments and the next step with each of them. It replaces spreadsheets and memory, so the whole team sees the same picture.
Most projects cost between 5,000 and 15,000 EUR. The price depends on your process, the number of roles, the integrations and how much data has to be moved from the old system. There are no per-user fees. Hosting, backups, monitoring and support are a separate monthly fee, usually from 300 EUR. You get a fixed price after the design phase.
Story Travel’s system covers several departments at once: the call center, the back office with trip capacity and rooming lists, day-trip sales from their Shopify store, accounting, and planning and analytics for management. A system that size is built in stages over a few months. Your team starts using the first stage, such as customer history and payments, while the next one is built, and each stage has its own fixed price.
Often you should. A custom CRM makes sense when your process doesn’t fit a standard product and the team keeps working around it, or when per-user fees for a large team cost more over a few years than building your own.
Yes. We move customers, history and open balances, merge duplicates, and can recover data an old system no longer exports. For Story Travel we brought back over 30,000 customers.
Yes. We connect to accounting programs, bank statements, card payments, fiscalization and e-invoicing, so a payment recorded in one place shows up everywhere.
You do, from the final payment. You can host it anywhere or hand it to another developer, so you are never tied to us. Products we maintain for several clients, like VibeCRM, are licensed instead. It is in the contract before we start.
Does your team work around its CRM?
Tell us what you’re working on. We’ll give you an honest assessment, a realistic scope, and a path forward - no obligation.
Free 30-minute consultation · No commitment required · Typically respond within 24 hours