CRM
We implement and integrate off-the-shelf CRM systems such as HubSpot, Salesforce and Pipedrive. When standard solutions don't fit your sales process, we design a custom CRM — with a customer database, pipeline, contact history, reporting and the integrations you need.
Companies that trusted us
The basics
When an off-the-shelf CRM is enough, and when you need your own
A CRM system is where you know who you're talking to, what stage the conversation is at and what was agreed last time. Without it, this knowledge lives in sales reps' inboxes and leaves the company with them. Off-the-shelf tools — HubSpot, Pipedrive, Salesforce — handle a typical sales funnel very well and cost a fraction of a custom build. A custom CRM only starts to pay off when your sales process is so unusual that keeping it in an off-the-shelf system takes workarounds: text fields used as statuses, a spreadsheet next to the system, manual retyping between stages.
The test is simple. Count how much customer information doesn't fit into an off-the-shelf CRM without bending it. If the answer is "a few fields", off-the-shelf wins. If it's "the whole way we assess opportunities and terms", a custom system starts to pay off. We give the same advice either way, even if it means a smaller project for us.See a selection of projects we delivered
A home-cooked meals marketplace with Wolt delivery – selling your own food legally
Client: HomeChefs
Industry: Food Industry / FoodTech
Moving from mobile to web without losing users or business logic
Client: SkinApe
Industry: Entertainment / GameTech
„The key result was more efficient marketing — campaign planning and budget control now happen automatically, so there's more time left for creative work. Boring Owl knows the technologies it works with very well and can give good advice on them.”
Michał Słotwiński — Head of Customer Success, Semcore
Review from Clutch
How we work
How we implement a CRM so the team actually uses it
We start by getting to know the sales process as it looks in day-to-day work. Together with the team, we map the stages, data, user roles and the places where information is retyped by hand today or kept in several tools. Then we configure or build the system, connect email and calendars, and migrate the data. The stage that decides success is migration and training. A CRM rolled out without the contact history stays empty, and an empty CRM convinces nobody. We run the training on the team's real deals, not on made-up examples.
On your side are the sales reps' involvement in mapping, the decision on who can see other people's opportunities, and the data to migrate. On our side are configuration or development, integrations, migration and training.
The timeline depends on the number of integrations and the state of the data. Moving contacts from one well-organized source takes days; merging three spreadsheets full of duplicates can take longer than the implementation itself.
Decisions
Decisions that determine whether the CRM survives its first quarter
How many fields are mandatory. Every required field adds a second of friction to every entry. A CRM with fifteen mandatory fields gets filled in once — during training. Start with three and add more when it turns out something's missing.
Whether sales reps see only their own deals or everything. It's a decision about work culture, not technology, but it has consequences: full visibility makes it easier to hand over deals and harder to "guard" your own clients. It's worth making deliberately, because changing it later meets resistance.
What happens with email. If correspondence doesn't flow into the CRM automatically, the conversation history stays in the inbox and the whole point of the system disappears. It's an integration you shouldn't put off.
What not to do. Don't roll out a CRM without migrating the history. Don't model a process in the system that nobody actually follows. And don't expect reporting alone to make the team fill in the data — it will only do that if entering it takes less time than answering "where do we stand?"
Scope
A custom CRM tailored to your sales process
We design a custom CRM when standard platforms start to limit the process instead of supporting it. The system can include a customer database, pipeline and sales forecasting, contact history, roles and permissions, reporting, automations and integrations with other tools, among other things. This way, customer information is in one place, and the system can grow along with the company and its evolving sales process.
We choose the scope, architecture and hosting setup based on the project's business and technical requirements.
Integrations
The CRM as the hub of customer knowledge
A CRM's value grows with every integration. Website forms go straight into the pipeline along with information on where the lead came from. Email and calendars — Google Workspace or Microsoft 365 — fill in the contact history on their own. Invoicing systems and the ERP complete the picture of the customer with orders and payments.
Manually copying data between systems is the number one reason teams abandon their CRM. Each integration removes one such point — which is why we agree on them at the start, not after a year of working in the system.
Implementation
A CRM your team wants to use
Even the best system won't help if using it takes the team more time than their current way of working. That's why we design the CRM together with the people who will use it every day. We limit the number of mandatory fields, automate data capture and create views tailored to real tasks — from day-to-day lead management to sales forecasting.
Before launch, we migrate the data and train the users. After launch, we gather the team's feedback and make improvements based on real work in the system.
FAQ
Questions we hear before a CRM implementation
- It depends on the sales process. If an off-the-shelf CRM can be adapted through configuration and integrations, it's usually faster and more cost-effective. A custom system is worth considering when standard tools require too many workarounds or don't support the company's key processes.
- The cost depends mainly on the system chosen, the number of users, the scope of configuration, integrations and data migration. For a custom CRM, the number of features and the complexity of the processes the system needs to handle also matter. Once we understand your needs, we prepare a project scope and quote.
- The timeline depends on the project scope. The main factors are integrations, the number of processes to be covered by the CRM, and the volume and quality of data to be migrated. After a needs analysis we can set a realistic implementation timeline.
- Yes. We can migrate contacts, companies, sales history and other necessary data from spreadsheets or existing systems. Before migrating, we review the data structure and help clean up duplicates and inconsistencies.
- We can connect a CRM with email, calendar, website forms, ERP systems, invoicing tools and other applications that provide a suitable API. The scope of integration is matched to the process and tools the company already uses.
- Yes. We don't assume upfront that every company needs a custom solution. We analyze the process and check whether configuring an off-the-shelf CRM, integrating it with other systems, or building a custom tool is the better fit.
- Both. We configure and integrate HubSpot, Pipedrive and Salesforce, and only propose a custom system when an off-the-shelf tool would need workarounds in several places at once. If a conversation shows that Pipedrive with two integrations is enough, we'll say so directly.
- A custom CRM is deployed on your infrastructure or a specified hosting provider — the data and code belong to you, with no record limits or per-user fees. With off-the-shelf systems, data goes to the vendor's servers; in that case we help you work through the data processing agreement and set permissions so only the people who actually need access have it.
