Automated CRM Contract Management System

A rapidly growing IT startup in Germany required a system to streamline the management of customer contracts and automatically update their CRM with new monthly consumption levels.

To address this need, we developed an automation protocol that efficiently extracts data from various consumption tracking platforms and stores it in a data warehouse.

In this system, we implemented modular logic to accurately process the data, ensuring it is correctly formatted for monthly updates in their CRM system. This solution helps the startup optimize their automated CRM contract management system, enhancing their operational efficiency and data accuracy.

The main objectives were:

• Centralize scattered consumption data from five different APIs into a single location.
• Create a modular output tailored to fit CRM requirements.
• Automatically update contracts at the end of each month.

The technologies used in this project were the following:

• • AutoTask
    An ERP and CRM software for storing entry data, equipped with an API for extracting data and reverse ETL it.

• • Google Cloud Platform
    A cloud system for enhanced storage capabilities and automation features.

• • Jenkins
    A tool designed to automate the daily transfer of data from consumption APIs to the data warehouse and monthly updates to the CRM.

• • Google BigQuery
    A data warehouse used for storing and processing data.

The data sources comprised of AutoTask, a CRM and ERP system, along with the main consumption tracking platforms the company was utilizing; Citrix, Bitdefender, Vates and Hornet Security.

In the data processing phase of this automated CRM contract management system, we streamlined the daily API data extraction using Jenkins.

This automation ensured reliable and timely retrieval of consumption data from various platforms, such as Citrix, Bitdefender, Vates, and Hornet Security. We then utilized a modular SQL query to format this data accurately according to the CRM’s specific requirements.

Once the data was formatted, our system was set up to push these updates back into the CRM system monthly. This automation not only ensured that contract details were consistently up-to-date but also significantly reduced manual errors and the labor typically involved in contract management.

Our approach highlights how leveraging an automated CRM contract management system can enhance operational efficiency and accuracy in maintaining client contracts.

Implementing the automated CRM contract management system yielded substantial improvements in efficiency and accuracy across the board.

Our findings revealed a significant reduction in the time spent on manual data entry and contract updates. The system’s ability to centralize data from multiple APIs into a single repository facilitated quicker access to up-to-date information, enhancing decision-making processes.

Moreover, the automation helped in reducing human errors associated with data handling, ensuring higher data integrity and reliability.

The use of sophisticated visualizations played a crucial role in translating complex data sets into clear, actionable insights.

The CRM now features dynamic dashboards that provide real-time views of contract statuses and consumption patterns. These visualizations help stakeholders quickly understand trends, assess performance metrics, and make informed decisions.

By integrating advanced data visualizations into the automated CRM contract management system, we have empowered the team to monitor and manage client relationships more effectively, ultimately leading to enhanced customer satisfaction and improved operational performance.

These enhancements underscore the transformative impact of integrating automation and visualization in CRM systems, making complex contract management tasks more manageable and precise.

Example of Dashboard tracking contract KPIs

The implementation of the automated CRM contract management system was strategically executed to ensure seamless integration with existing infrastructure.

We utilized Jenkins for automating the data extraction process, which allowed for daily updates from multiple consumption tracking APIs. The SQL modular queries were tailored to reformat this data into the CRM-compatible format, ensuring that every entry was accurate and useful for our needs.

This setup not only automated the routine updates but also provided a robust framework for managing complex data flows, making it a critical component in the firm’s overall data management strategy.

The impact of the automated CRM contract management system on the organization was profound. First and foremost, there was a noticeable increase in operational efficiency.

The automation reduced the administrative burden on staff, freeing up their time to focus on more strategic tasks. This shift contributed to an overall increase in productivity and a reduction in costs associated with manual data handling and entry errors.

Moreover, the system’s reliability and efficiency in updating contract data helped improve client trust and satisfaction. With more accurate and timely data, the firm could provide better service, respond to client inquiries more quickly, and manage contracts more effectively.

The enhanced data accuracy and accessibility also led to better compliance with industry standards and regulations, further solidifying the firm’s reputation in the market.

Through this implementation, the company not only streamlined its internal processes but also strengthened its competitive edge by offering superior client service and maintaining high standards of data integrity and security.

ENGINE’s team comprises experienced marketing analysts, data scientists, and engineers. We create world-class, customizable, custom-made customs for companies of all sizes. We only use trusted platforms such as; Fivetran, DBT, and Tableau for our data extraction, transformation, and visualization. Contact us to know more about out tech stack!

Our wide range of business intelligence dashboards is hugely dependent on machine learning technologies. This enables our solutions to provide accurate, up-to-date information.

Are you looking to centralize your data and create awesome kick-ass business dashboards to track performance?

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