What is included
- CRM strategy: objects, stages and roles the way your sales team works
- HubSpot, Salesforce or Pipedrive implementation & migration
- Shop, ads and email connected into one system
- Pipelines, reports and dashboards both teams actually use
- Data migration with mapping and validation – no 500-row CSVs
- Usage training & change management for the team
Cost savings & workload
A CRM that keeps itself clean – and thereby saves money.
Cost savings through automation
Data errors become the exception
Deduplication, auto-completion and validation reduce data errors and the costs that follow: no wasted send volume, no wrong targeting, no hours of rework. Clean data lowers the cost of every single marketing step.
Workload reduction
Imports run without manual work
Imports, deduplication and field updates run automatically. Your team works with clean data from day one – instead of spending weeks on cleanup.
Effect size depends on starting point, team size and tool stack – the concrete figure we name in the audit.
Optional: in 24/7 operation, driven by agents
This service can be operated continuously by an agent stack: budget, data, tests and delivery run on autopilot and your team shrinks to strategy and decisions. An agent stack is an option with us, not a must – we deliver the same service fully manually or in hybrid mode as well. Details below.
Autonomous agent organisation · CRM Marketing
CRM Orchestrator
A CRM that keeps itself clean.
CRM marketing (HubSpot, Salesforce, Pipedrive) rarely fails on the software – it fails on data nobody maintains. That is why we run your CRM with agent support: sync, hygiene, scoring and routing agents keep data, deals and handoffs in a state where sales and marketing become one again.
4 specialists on 24/7 duty – each accountable for one KPI
Sync Agent
● runs 24/7
KPI: sync latency
Data Hygiene Agent
● runs 24/7
KPI: field completeness
Scoring Agent
● runs 24/7
KPI: lead-to-deal rate
Routing Agent
● runs 24/7
KPI: handoff time
all results flow in
new rules back into the agent stack – the cycle starts again
How to read the diagram: at the top, the orchestrator – it decides which actions run. Below, the agents work 24/7, each accountable for exactly one KPI. All results flow down into the self-learning loop (01 Measure → 02 Analyse → 03 Learn → 04 Apply). The new rules that emerge return into the stack via the left line – so the system gets better every week without anyone fine-tuning by hand.
The agent stack in detail
Every agent works 24/7 in the background: it consumes specific data, produces decisions or content from it and is accountable for exactly one metric.
Sync Agent
runs 24/7Keeps CRM, shop, ads and email tool in sync: new leads, existing customers, consent changes – synchronised in minutes, not days.
- consumes
- CRM, shop, ads and email events
- produces
- minute-level synchronisation of all systems
- KPI
- sync latency
Data Hygiene Agent
runs 24/7Deduplicates, flags gaps (company size, industry, contact person) to the team and normalises fields automatically.
- consumes
- field gaps, duplicates, industry and size signals
- produces
- normalised contacts with gap alerts for the team
- KPI
- field completeness
Scoring Agent
runs 24/7Computes deal and lead scores from CRM and website signals, prioritises the pipeline and flags stagnation early.
- consumes
- pipeline movements, website signals, deal outcomes
- produces
- prioritised pipeline with early stagnation alerts
- KPI
- lead-to-deal rate
Routing Agent
runs 24/7Routes leads by rules (region, industry, ACV), watches SLAs and escalates when nobody responds.
- consumes
- region, industry, ACV, SLA status per lead
- produces
- lead assignment with SLA control and escalation logic
- KPI
- handoff time
Automated A/B tests
A/B tests run automatically: incentives, reply timing and handoff wording are variant-tested – response and deal data decide the default rule.
Autonomy levels: who may decide what?
Autonomous – immediate
Bid adjustments within approved frames, budget shifts under threshold, new creatives from the test inventory, negative keywords. The agent executes and documents afterwards.
Orchestrator decision
Channel recommendations, test launches, re-priorisation, rule updates from the learning loop. The orchestrator compares agent recommendations, checks them against frames and decides.
Human approval
Budget increases above threshold, campaign pauses, new audiences, price and promise changes. These actions only run after approval – visible in the dashboard.
The orchestrator’s own duties
The CRM orchestrator keeps the CRM as the shared data base of marketing and sales: it watches sync status (shop, ads, email), calibrates scoring models against deal outcomes and defines which routing rules apply automatically and which rule changes need team confirmation.
Orchestrator live dashboard
- Pipeline value per source
- Lead-to-deal rate
- Sync status per integration
- Field completeness (top 15 fields)
- Stalled deals (> 14 days)
- Handoff response time
The orchestrator checks these metrics hourly – deviations land in the task queue or become an approval request for the team.
Human-in-the-loop: approval required
- Routing rule changes sales ownership
- Scoring rule with big impact
- Bulk contact cleanup
- New integration connection
The agents work autonomously – up to this point. The orchestrator executes these actions only after approval. That is the difference between automation and risk.
Self-learning: the 4-step cycle behind the org chart
Every pipeline movement – from lead to deal, from deal to revenue – trains the CRM model: the orchestrator recognises which sources, segments and fields predicted quality and recalibrates scoring and routing rules on its own instead of waiting for manual review cycles.
The self-learning loop turns permanently – the agent stack gets better week by week without anyone fine-tuning by hand:
Measure
All results flow in: conversions, costs, delivery rates, rankings, engagement. Without clean measurement an agent learns nothing – which is why the tracking setup is the foundation of every stack.
Analyse
The orchestrator compares results against targets and history, separates causality from coincidence (significance) and recognises which changes really had impact.
Learn
From that, new rules emerge: score weights, bid margins, fatigue thresholds, segments. The orchestrator checks every rule against the approved budget and risk frames.
Apply
The new rules enter the agent policies – from the next round, all agents work with the updated knowledge. The cycle starts again: measure, analyse, learn, apply.
Fewer heads, more output: agents take the routine – your team only steers strategy and budget frames.
Agents are an offer, not a must – you choose the automation level
We deliver every one of these services fully manually as well. The agent stack is one option – and you can switch between the modes at any time without losing your setup or your results.
Fully manual
Classic service: our operational team executes every action personally – setup, operation, reporting. The same quality, fully human operation, maximum control.
Hybrid
Agents take routine, monitoring and 24/7 continuous testing; your team and our operational team decide, prioritise and fine-tune. The most chosen mode.
Autonomous with approvals
The agent stack runs fully through – critical actions (budget, audiences, promises) only after your approval in the dashboard. Maximum output, clear accountability.
All three modes use the same systems architecture – you can switch between them at any stage.
A look into the 24/7 operation: our agent dashboard
This is what operation looks like when this service stack runs on autopilot: orchestrator, KPIs, running A/B tests and your approvals – as an interactive preview with sample data.
Who this service is for
Mid-market with a clear growth goal
20–500 employees who want to turn more traffic into more qualified leads and more closes – without overwhelming sales.
Teams juggling several scattered tools
CRM, email, ads and analytics run side by side. We bring them into one system with a single source of truth.
Companies in DACH + international markets
Same systems architecture, local market logic for Italy, Spain, France, the UK – measured in one report.
How the delivery runs
- 01
Audit & target picture
We analyse data quality, existing processes and KPIs – honestly, with numbers. The result: a shared target picture and a prioritised roadmap.
- 02
Build in milestones
Implementation in clearly prioritised stages – each with a measurable goal. You always see what is going live and what it delivers.
- 03
Operation & scaling
We observe, test and optimise continuously. Monthly reporting, clear KPIs, no black box – scaling follows the numbers, not gut feeling.
Typical starting situations we solve
These patterns keep coming up in our audits. If one of them fits, a conversation is almost always worth it.
Leads come in, but nobody knows if they are good – no scoring, no priority.
The CRM is half-set-up and nobody dares to touch it – the data is incomplete.
Emails are sent, but delivery, open and click rates are weak.
Tracking is broken or missing – attribution is guesswork instead of facts.
What we deliver – concretely
Measurable KPI roadmap
Clear goals per milestone – from lead source to revenue. We name the numbers that should change before we start.
GDPR, consent & data hygiene
Compliance is part of every setup: consent, deletion concepts, clean data – no retrofitting after the data-protection audit.
Documentation & handover
Everything documented: setups, workflows, logic. Your team can keep working independently after the collaboration – no lock-in.
Frequently asked questions
HubSpot or Salesforce – which CRM fits us?
There is no generic answer. We analyse team size, sales process, budget and planned tool ecosystem, then recommend. For most mid-market teams we start with HubSpot, for more process-driven sales with Salesforce.
How long does a CRM implementation take?
Focussed implementations run 6–12 weeks from audit to production. Larger migration projects are planned realistically in quarters – with early milestones so the team does not lose the habit.
Do you also migrate data from old systems?
Yes – migration projects are a core area: field mapping, deduplication, validation, deletion concepts for personal data. A migration without clean data quality is only expensive storage.
Do you connect our shop to the CRM?
Yes – Shopify, WooCommerce, Shopware and more to HubSpot/Salesforce/Pipedrive: customer profiles, cart data for retargeting, order history for lifecycle triggers. That is what makes retargeting and win-back journeys truly personalised.
What does CRM Marketing cost with Core Online Marketing?
It depends on scope, tools and data quality. In the first call you get a concrete range and a milestone roadmap – no strings attached. Ongoing operation is available as a monthly package, projects as a fixed price.
How quickly will we see first results from CRM Marketing?
Usually after 4–8 weeks, depending on the starting point. In the audit we define the KPIs that should change, and we report monthly and transparently – what is better, what is unchanged, what is worse.
Do you work with our existing tool stack?
Usually yes – we are tool-agnostic. If an existing tool makes sense, we keep it; if not, we advise on switching. Partner discounts do not drive recommendations.
Do we need dedicated staff on our side for this?
One contact person for decisions is enough. We handle build and operation and document everything, so your team can continue independently after the collaboration.
Are you set up for international markets (e.g. Italy, Spain, the UK)?
Yes. We are based in Berlin and work with local performance leads for Italy, Spain, France and the UK – the same systems architecture, local market logic, reporting in one currency: your KPIs.
Do you also run the ongoing operation, or just the setup?
Both is possible. Many clients start with the setup and take over the operation themselves afterwards – we document and train. Others let us run the whole operation. In the first call we say honestly what serves you better in your situation.
How do you handle legacy data and historical content?
We start with a data audit: what is usable, what needs to be cleaned, what can be deleted. Historical content is mapped and migrated where it is worth it – not blindly. You start clean, without inheriting debt.
What concrete cost savings and workload reduction does CRM Marketing bring?
Deduplication, auto-completion and validation reduce data errors and the costs that follow: no wasted send volume, no wrong targeting, no hours of rework. Clean data lowers the cost of every single marketing step. On the workload side: Imports, deduplication and field updates run automatically. Your team works with clean data from day one – instead of spending weeks on cleanup. We show the concrete calculation for your setup in the first call.
CRM Marketing: Let us calculate what it is worth for you
30 minutes, no strings. We look at your numbers and show where the lever is.
Request a call30 minutes, no strings. No pitch – we look at your data.