Service
CRM and ERP implementation that starts with your process, not with the software. With AI employees that take work off your people's hands in the system instead of becoming a new hurdle.
AI advises, a human decides · Transparency under the EU AI Act
Starting situation
Stock levels are in Excel, customers in the Outlook address book, invoices in the accounting software. Only the boss knows what has really been sold. From memory.
You already have a CRM. Nobody keeps it up to date, because it does not help anyone and only creates work.
You have legal duties: documentation, supporting documents, reports. Today they depend on your employees' memory. As long as nobody resigns, that works.
Documentation duties in tradeAn ERP vendor has made you an offer: six figures, eighteen months, and you are supposed to adapt your processes to the software.
Many CRM implementations start with choosing the software and end with the question of why the employees do not use it. The mistake lies in between: the system was set up to a standard, and the standard does not know your special cases. A typical picture: the dispatcher has 30 seconds per order, the system needs three minutes. So he goes back to keeping his own list on the side.
A second mistake: the software is treated as a sales argument. Anyone tied to one vendor has little reason to recommend a competitor's system to you. W&K Connect is not tied to any vendor. We implement CRM and ERP systems for companies with 5 to 250 employees. First we map workflows and legal duties, then we define rules, permissions and approvals, and only after that do we choose the system. → How we work
Approach
01
We go through purchasing, goods receipt, warehouse, sales, invoicing and payment with everyone involved. Plus your legal duties: what must be documented, checked, reported? Result: a process map your people recognise.
2–3 sessions
02
We define what each step looks like in the system, who has which permissions, where required fields prevent errors and where an approval is needed. We bring all of this together in a logic document that you sign off. Only then do we choose the system or combine your existing one with something new.
1–2 weeks
03
We set up the system along the logic, develop what is missing and connect devices and neighbouring systems.
4–12 weeks
04
Each role gets an AI employee that knows its tasks, its permissions and your rules. It works in dialogue, not via forms.
05
One area starts as a pilot, we measure before and after, make corrections, then the others follow. The switch-over from the old way of working has a fixed date, and we accompany it on site.
If a purpose-built module is needed along the way: → Custom software & AI agents
What an AI employee may do, what it remembers and where it stops: → AI employees
Result
One system for customers, orders, stock and invoices, implemented along your process.
Sales in the system: enquiries, quotes, follow-up reminders and customer history in one place.
Permissions and role concept: everyone sees and may do what their task requires.
Legal duties as system rules, not as reminder notes: required fields, approvals, automatic logs.
An AI employee per role, with a memory for your rules and access only to its own data.
Connection of peripherals and neighbouring systems: scales, label printers, scanners, telephony, banks, shops, document storage. Data is not typed in twice.
Training and support during the switch-over phase.
ERP modules that request mandatory information under the German Anti-Money Laundering Act (GwG), under § 13b UStG (reverse charge, German VAT Act) and under waste law before posting.
Project workflows with a dozen dependent phases in CRM systems that were never designed for this.
AI employees in the ERP for every role in a company, from driver to management, with separate memory and their own permissions. Today they exist for more than 20 roles.
At our own company, AI employees work in management and accounting.
Examples
The industries are only examples.
VAT rules, identity verification and supporting documents of origin depend on the goods and the counterparty. In the ERP they become rules: the system determines the appropriate VAT treatment, and the supporting document can be a required field.
Trade & precious metalsDozens of projects in parallel, each with its own permits, procurements and handover acceptances. In the system, each project becomes a case with phases, required documents and responsible people.
Construction & tradesInventory management, scale, label and route in one system, with batch and best-before date (MHD) as required fields.
Food & logisticsThe clerk records, management approves under the four-eyes principle, in the system and traceably. The AI employee prepares, but does not decide.
Your process is different? That is exactly where we start. → First call
Odoo, Bitrix24, SAP Business One, HubSpot, our own developments; scales, label printers, scanners, telephony, banking, online shops. We use whatever solves your task. Not tied to any vendor.
Companies with 5 to 250 employees: from the business introducing its first ERP or CRM to the firm whose Excel landscape can no longer keep up. Especially where legal duties such as supporting documents, reports and documentation depend today on the memory of individual employees.
Role permissions based on the principle of least privilege. AI employees identify themselves as AI (EU AI Act, Art. 50) and make no decisions about payments, contracts or staff. The responsible person does that through an approval. If we process personal data on your behalf, we conclude a data processing agreement (DPA) with you under Art. 28 GDPR. → AI transparency
A CRM or ERP implementation starts with two to three sessions for mapping and 1–2 weeks for rules, permissions and approvals. Setup and connection then take 4–12 weeks. After that come the AI employees and the pilot in the first area, then the remaining areas. The duration depends on the number of areas and interfaces.
‘Legal duties as system rules’ means that the system can require mandatory information instead of just reminding you of it. The supporting document can be a required field, the VAT treatment follows the goods and the counterparty, and a payment needs the second approval. The logs are created in the system, not in a folder.
Sometimes industry-specific software fits better than an implementation with us, and then we tell you so. Such software knows the industry, but not your exceptions. If your company works differently from the industry in three places, the software becomes a brake. We check this in the first call using your process.
Your process decides which system fits: we only choose it once you have signed off the logic document in which we record workflows, permissions and approvals. If your existing system is sufficient, we do not recommend a new one.
Above all, you contribute the time of the employees who carry out the workflow today. That means two to three sessions, one hour for the logic document and feedback during the pilot. Plus your decision on the switch-over date.
We train your people on site, at their workplace, with their own cases. In addition, each role gets an AI employee that answers questions: the new driver asks it, not the boss.
The switch-over has a fixed date. Until then, the old system, Excel and the new system run in parallel; after that, only the new one. On that day we are with you on site. Whether data is migrated or the old data is archived is set out in the logic document.
What the price of an implementation depends on: → Pricing and pilot models
Tell us where you are now: Excel, a CRM nobody likes or an offer that seems too big to you. In the first call, we outline which system fits your process and what a pilot looks like.
30 minutes, one process from your daily work, no slides. Reply within one working day.
Standard system, extension or custom development: we use what solves your task. Not what we have on the shelf.
If your programs are to stay and only the connection between them is missing: → AI integration & process automation
This page is one of five entry points: → All services
First call
Excel, a CRM nobody likes or an offer that seems too big to you. We outline which system fits your process.
30 minutes, one process from your daily work, no slides.