KCRM · KOONSULTANCY CRM FOR SAP B1

In development

KCRM.
A light CRM for sales people, built on SAP Business One.

KCRM (Koonsultancy CRM for SAP B1) is a light CRM for sales people on SAP Business One: a 360 customer card, My day, a pipeline board, leads, quotations and orders, a small forecast and a mail button, in one web app that works on the phone too. SAP B1 is the only truth: everything you see comes from B1, everything you do goes to B1, through the Service Layer. No customer database of its own, no import, no synchronisation. In development: the functions are built, and a pilot at a first sales team is the next step.

Keep me posted What it does

My day in KCRM: open activities today, overdue and the coming days with a tick per activity, the number of open opportunities and the weighted forecast, and the pipeline per stage — My day: what is open today, what is overdue, what is coming, and the pipeline per stage. Screens from the development version against a simulated SAP with sample data; the app comes in English and Dutch.

01 / THE PROBLEM

What sales people on SAP Business One were missing.

SAP Business One has everything a CRM needs: leads, sales opportunities with stages, activities, quotations and orders. But it is spread over windows designed for the back office. Finding out where a customer stands means opening five of them. Seeing your follow-ups means building a query. And on the road you have nothing.

So a real CRM lands next to B1, with a connector that has to keep two systems in sync. Duplicate customers, a sales person who works in the CRM and an inside sales team that works in B1, and a quotation that is right in neither. The big CRM suites are built for sales organisations of a hundred people, and priced that way.

KCRM is the workplace B1 was missing, without a second system. One customer card, one day, one board, and every click is an ordinary B1 activity, opportunity or quotation. The sales team works in KCRM, inside sales in B1, and both see the same thing.

02 / WHAT KCRM DOES

The core of a CRM. Nothing more.

One screen per task, the B1 objects as the data, and whatever is likely to change a setting in Administration rather than custom work. This is what version 1 contains.

360 customer cardBusiness partner, addresses, contacts, the timeline of planned and done, open opportunities, quotations and orders with their lines, open items and overdue. One screen, with buttons for call, e-mail, new activity, new opportunity and new quotation.
My dayToday, overdue and the coming days, with the key figures on top and the pipeline next to it. Marking done plans the follow-up in the same step: tomorrow, in three days, next week, or a date.
ActivitiesCall, meeting, task, note and e-mail, with customer, contact, opportunity, date, time, priority and notes. Stored as an ordinary B1 activity, with your sales person code, visible in the B1 client.
Pipeline boardOne column per B1 stage with number and amount. Dragging a card is a stage change in B1; Won and Lost appear at the bottom. Every card shows the amount, the expected closing and how many days an opportunity has been quiet.
Leads and conversionCreate a lead with contact and address (a business partner of type Lead), and convert it to a customer with one click, the way B1 does it. Customers and leads without a sales person are visible to everyone, so they get picked up.
Quotation and orderA quotation from an opportunity or the customer card: search an item, quantity, the price and discount from B1, linked to the opportunity line. An order from a quotation in one click; B1 copies the lines and closes the quotation. No pricing outside B1.
ForecastWeighted pipeline per sales person, per stage and per expected closing month; won and lost per month and per reason over twelve months. Tables with a bar in the cell, no report builder.
Mail buttonPrepares a draft in your own mail program with recipient, subject and a template; then the question "mail sent?" and the mail is an activity in B1.
Follow-up rules and administrationTwo rules that create tasks in B1 once a day: an opportunity quiet for N days, a quotation open for N days. Preview first, then switch on. Also in Administration: users and roles, the user–sales person link, templates, the queue and the audit log.

The customer card in KCRM: name, address, phone, e-mail, sales person, buttons for call, e-mail, new activity, new opportunity and new quotation, four key figures and the timeline with planned and done activities — **360 customer card**Everything about one customer on one screen; the tabs for contacts, addresses, opportunities, quotations and orders, and open items.

The pipeline board in KCRM: five columns for the stages Lead, Qualified, Quotation, Negotiation and Order, each with cards showing the opportunity, the customer, the amount and the expected closing date — **Pipeline board**One column per B1 stage; dragging is a stage change in B1.

The forecast in KCRM: open pipeline, weighted forecast, won in twelve months and win rate, a table per sales person, the pipeline per stage and the expected closing per month with bars — **Forecast**Per sales person, per stage and per month, for the sales manager.

Administration, follow-up rules in KCRM: the two rules, the daily run, buttons Preview and Run now, and the table of tasks that would be created with customer, sales person and days — **Follow-up rules**A preview of the tasks the rules would create today, before you switch them on.

03 / ON THE ROAD

The same app on the phone, without an app store.

One web app, also as an appKCRM is a PWA: you put it on the home screen of your phone and it opens full screen, with a tab bar at the bottom. No separate app, no app store, the same version as on the PC.
Call and e-mail from the cardPhone numbers dial, e-mail addresses open your mail app, an address opens the maps app. After the call, an activity with the follow-up in three taps.
The pipeline in your pocketThe board scrolls sideways, one stage in view; you move an opportunity in the opportunity dialog. My day shows what is open today, wherever you are.
Nothing on the deviceOnly the app itself is stored, never customer data. Without coverage you see a notice; what you do afterwards goes to B1 as usual.

My day in KCRM on a phone: four key figures and the list of today's activities, with a tab bar for My day, Customers & leads, Pipeline and More — **My day**Key figures and today's activities.

The customer card in KCRM on a phone: contact details, buttons for call, e-mail, new activity, new opportunity and new quotation, four key figures and the timeline — **Customer card**Call, e-mail and an activity from the card.

New activity in KCRM on a phone: type as buttons, title, customer or lead, contact, opportunity, date, priority, start and end — **New activity**Type, title, customer, contact, opportunity, date; stored in B1.

E-mail in KCRM on a phone: recipient, cc, subject and the text from the template, with the button Open in mail program — **E-mail**A draft from the template, opened in your own mail app.

The pipeline in KCRM on a phone: the columns Lead and Qualified with opportunity cards, scrolling sideways — **Pipeline**One stage in view, scroll sideways.

Customers & leads in KCRM on a phone: search field, filter All, Customers, Leads, the sales person filter and the list with name, city and phone — **Customers and leads**Search by name, code, phone or contact.

04 / SAP IS THE ONLY TRUTH

No second database. Anywhere.

This is the difference from every CRM with a SAP connector, and the reason KCRM can stay small.

Everything from B1, everything to B1Customers, leads, contacts, activities, sales opportunities, stages, sales people, quotations and orders are B1's own objects, read and written through the Service Layer. What you do in KCRM is in the B1 client and the Web Client at once.
Nothing changed in SAPNo user-defined fields, no tables of its own, no SQL on the SAP database, no add-on in the B1 client. One technical SAP user for the link.
One call per documentAn activity, opportunity, lead, quotation or order is one write to B1. If it fails, the job stays in a queue with the SAP error message and a retry button, visible on My day and in Administration. Nothing is posted twice.
Light on the Service LayerNever a call per row: lists in bundles, one screen is a handful of calls at most, and a test per screen guards that number. It stays quick with a few thousand customers too.
What KCRM keeps itselfUsers, roles, the link to the B1 sales person, settings, preferences, the audit log and the queue. That is all. Your own SQL Server Express, installed by the installer.

Administration, SAP connection in KCRM: the state of the connection, the Service Layer address, company database, SAP user, password and certificate fingerprint, with the buttons Fetch certificate, Test and Save — Administration → SAP connection: the Service Layer address, the company database, the technical user and the certificate, with a Test button before you save.

05 / DELIBERATELY SMALL

What we left out, and why.

A CRM grows big from everything anyone ever asked for. KCRM sticks to the core, so a sales person knows it in an afternoon and an administrator installs it in an hour.

One screen per task

Customer card, My day, pipeline, forecast, Administration. No dashboards to build yourself, no report builder, no workflows to design.

No custom fields

What is in B1 is in KCRM. Want an extra field, put it in B1, where everyone sees it. That keeps the customer card the same for every company and the manual short.

Three fixed roles

Sales person, sales manager, administrator. The scope is in the code and is tested; nobody has to build a rights matrix, which always goes wrong.

Settings, not code

Whatever is likely to change is a setting with an explanation and a default: the quiet-opportunity limit, the follow-up rules, the mail template, the validity of a quotation, the country of a new lead.

Warn, don't block

Losing without a reason, a quotation without an opportunity, a lead without a sales person: KCRM says so, and lets the sales person decide. B1 guards the rules that matter.

Secure from the first version

Two-step sign-in with an authenticator app or passkey, mandatory for administrator and sales manager; hashed passwords; rate-limited requests; an audit log of reads and writes; HTTPS from the wizard. A third-party penetration test before the first customer.

06 / WHAT YOU NEED

Does it fit your company?

Needed

SAP Business One 10.0 on SQL Server or SAP HANA, with the Service Layer enabled, and one SAP user for KCRM. The B1 sales module as it is: sales people, sales stages and business partners.
A Windows server or PC that stays on, in your network. The installer brings its own free SQL Server Express and sets up the service, the certificate and the administrator through a wizard. No partner needed.
A browser on PC and phone for every sales person; KCRM is a web app you put on the home screen. No app store.
A sales person in B1 per user. Which SAP licences your sales people need is for you and your B1 partner to agree: SAP licenses by named user, also for indirect access through an add-on.

Not

No marketing automation, campaigns, newsletters, web forms, chat or AI scores. No pipelines of its own next to SAP's, no pricing outside B1, no document management outside B1's attachments.
No import and no synchronisation: KCRM has no customer database to load anything into. Your customers are in B1, and that is where they stay.
No mail from KCRM itself: the mail button uses your own mail program. A Microsoft 365 link is an option per customer for later. No hosting by Koonsultancy: it runs at your place.

Scanning in the warehouse, planning field service or HR? That's KScan, KFSM and KHRM; KCRM uses the same business partners and sales people in B1.

07 / STATUS

Where it stands.

Built and tested against a simulated SAP: the customer card, My day, activities with follow-up, the mail button, the pipeline board with won and lost, leads and conversion, quotations and orders, the forecast, the follow-up rules, Administration, two-step sign-in and passkeys, the PWA, the installer with wizard and SQL Server Express, the licence and the manuals for sales person, administrator and tester.

The next step is the test on a real SAP Business One 10.0 (FP 2608) and a pilot at a first sales team. Then version 1.0, with a price: as with KScan, one amount per user per month, all functions included, install it yourself, no implementation fee.

We're looking for a company on SAP Business One with two to ten sales people that wants to be that pilot: short lines, and a say in what comes first.

08 / QUESTIONS

Questions about KCRM and CRM in SAP Business One.

Does KCRM replace the CRM module of SAP Business One?

No, it uses it. Leads, sales opportunities, stages, activities, quotations and orders are the objects B1 already has; KCRM reads and writes them through the Service Layer. Everything a sales person does in KCRM is in the B1 client and the Web Client at once, and the other way round. There is no second customer database and no synchronisation.

What does KCRM write to SAP?

Activities (create, edit, mark done, follow-up), sales opportunities (create, stage, won or lost with a reason), leads as a business partner of type Lead and the conversion to customer, quotations with lines and the B1 price, and orders from a quotation. One call per document, without user-defined fields or tables of its own in your SAP database. If a write fails, it stays in a queue with the SAP error message and a retry button.

Do my sales people need a SAP licence?

KCRM signs in to the Service Layer with one technical SAP user; your sales people sign in to KCRM, not to B1. Every KCRM user is linked to a sales person in B1, so the sales person code on every activity and opportunity is right. Which SAP licences your sales people need beyond that is for you and your B1 partner to agree: SAP licenses by named user, also for indirect access through an add-on. Background: our guide on SAP B1 licences.

Does KCRM do email?

The E-mail button prepares a draft in your own mail program (Outlook, Apple Mail, whatever you use), with recipient, cc, subject and text from a template. KCRM then asks whether the mail was sent and logs it as an e-mail activity in B1. A Microsoft 365 link (a draft with the quotation PDF attached, straight in Outlook) is an option per customer for later.

Who sees what?

Three fixed roles. A sales person sees and edits the customers, leads, opportunities and activities with their own sales person code, plus the customers without a sales person, so they can pick those up. The sales manager sees everything in sales and the forecast per sales person. The administrator sets up the technology. The scope is enforced on the server per request; there is no rights matrix to build.

Where is the data?

In SAP Business One, where it already was. KCRM's own database holds only users, settings, preferences, the audit log and the queue; never customers, opportunities or activities. KCRM runs on a server in your own network, like KScan. Nothing to a cloud, nothing to Koonsultancy. On the phone only the app itself is stored, never customer data.

When can I use it?

All functions are built and tested against a simulated SAP. The next step is the test on a real SAP Business One 10.0 (FP 2608) and a pilot at a first sales team. Leave your address and you'll get one email as soon as there is a version to try.

What will it cost?

That isn't fixed yet. The approach is the same as KScan: one price per user per month, all functions included, install it yourself, no implementation fee, a trial key to start with. The exact price follows after the pilot.

09 / INTERESTED

Become the pilot, or just look.

Leave your address and you'll get one email as soon as there's a version to try. Want to talk sooner, or tell us how your sales people work with SAP Business One today? Email info@koonsultancy.com; it helps with the building.

KCRM.A light CRM for sales people, built on SAP Business One.