Fontakt CRM Solutions – 2025

In today’s business environment, building strong relationships with customers is one of the most important keys to success. If you are still managing clients through Excel sheets, scribbled notes, and scattered emails, there is a high chance you are missing opportunities and losing valuable time. That is where a CRM comes in.

A CRM, or Customer Relationship Management system, helps companies manage interactions with existing and potential clients in a structured, efficient way. With the right CRM, you can simplify everyday tasks, strengthen communication, and ultimately increase your revenue.

Let us explore what CRM really is, who it is for, what you can do with it, and how Fontakt CRM is helping real companies achieve measurable results.

What Is CRM?

CRM stands for Customer Relationship Management. It is both a business strategy and a set of tools designed to help you keep track of every interaction you have with your customers – from the very first message or call to closing a deal and beyond.

A CRM system stores information about customers, tracks their journey through your sales or service process, and automates many of the tasks that would otherwise take up your valuable time.

A well-implemented CRM allows you to:

• Keep all customer data in one place – no more searching through inboxes or spreadsheets
• Know exactly where each client is in the sales process
• Set automatic reminders for follow-ups
• Send personalized emails and messages at the right time
• View reports that show which campaigns are working and where improvements are needed

Who Needs a CRM?

There is a common misconception that Customer Relationship Management (CRM) software is only necessary for large corporations with vast customer bases. In truth, businesses of all sizes – whether small startups, growing mid-sized companies, or established enterprises can greatly benefit from using a CRM system. The power of a CRM lies in its ability to organize, automate, and improve customer interactions and internal workflows, no matter the scale of your business.

Here are some clear signs that your business could benefit from implementing a CRM:

• You often forget to follow up with leads or customers: It can be challenging to keep track of every conversation, meeting, or email. A CRM system helps you set automatic reminders and schedules, so you never miss an important follow-up.
• Your team shares information through messy spreadsheets or long email chains: When your team communicates in scattered files and emails, important details can get lost or overlooked. A CRM centralizes all client data, communication history, and task assignments into one organized platform accessible to everyone on your team.
• Sales opportunities fall through the cracks: Without a clear process, it is easy for promising deals to slip away because no one knows who is responsible for the next step. A CRM tracks the status of every opportunity, showing you exactly where each lead or deal stands in your sales funnel.
• You lack clear insight into how many leads you have or where they come from: Knowing the sources of your leads and how they progress is essential for effective marketing and sales strategies. A CRM provides detailed reports and analytics to help you understand which channels bring in the most valuable customers.
• Preparing reports or analyzing business performance takes too long: Manually gathering data for reports is time-consuming and prone to error. With a CRM, you get real-time dashboards and automated reports that give you a clear picture of your business health at any moment.
• Your customer communication feels inconsistent or impersonal: When contact details, preferences, and past interactions are scattered or unknown, your messages can feel generic and uncoordinated. A CRM enables you to personalize communication based on customer history and preferences, building stronger relationships.
• You struggle to coordinate between different departments or remote teams: Whether your sales, marketing, and customer support teams are in the same office or spread out geographically, a CRM provides a shared platform that ensures everyone stays on the same page.
• You want to grow your business but are overwhelmed by the manual workload: As your business expands, managing customer relationships and sales processes manually becomes inefficient. A CRM automates repetitive tasks, freeing up your team to focus on what matters most – building connections and closing deals.

Whether you are operating a marketing agency aiming to scale client acquisition, a logistics company managing complex B2B sales, a law firm handling numerous client cases, a real estate office juggling property listings and buyers, or an educational center organizing course registrations and student communications – a CRM system can transform the way you work, making your processes smoother, more transparent, and ultimately more successful.

What You Can Do With a CRM

A CRM system can support your business in many practical ways. It is not just a place to store contact information – it is a powerful tool that helps you manage your workflow.

Here are some common problems and how CRM solves them:

• Scattered data: If your client info is in emails, notes, and multiple apps, a CRM gathers it all in one organized place.
• Lost sales: With no clear view of your sales funnel, deals can fall through. A CRM shows exactly where each opportunity stands.
• Disconnected communication: Different team members using different tools creates confusion. A CRM keeps all communication in one system.
• Manual tasks: Repetitive work slows you down. A CRM automates emails, reminders, and follow-ups.
• Slow reporting: Manually gathering data is time-consuming. A CRM gives real-time analytics with just a click.
• Missed leads: Without tracking, potential clients are forgotten. A CRM helps you act on every lead.
• Unfocused marketing: Sending the same email to everyone is inefficient. A CRM helps you target groups based on interest, location, or behavior.

Fontakt CRM: Practical, Local, and Easy to Use

Fontakt CRM is designed to be flexible and easy to adopt – especially for businesses in Estonia and nearby regions. Unlike many global tools that are too complex or expensive, Fontakt focuses on the features that truly matter:

• Easy to learn and start using, even for non-technical staff
• Fully cloud-based, accessible from anywhere
• Local support and GDPR-compliant (General Data Protection Regulation – a strict European Union law that protects individuals’ personal data and privacy. Fontakt ensures your client data is handled legally and securely.)
• Customizable pipelines for your unique sales or service process
• Tools for managing leads, tasks, communication, and reports in one place

You can also integrate email and SMS campaigns directly into your CRM – no need for extra software.

Real Companies Using Fontakt CRM

Fontakt CRM is not just theory. It is actively used by companies across various industries to improve the way they work.

Legal Act OÜ is a law firm that uses Fontakt to handle legal inquiries more efficiently. They rely on automated reminders and centralized communication to ensure nothing is missed during client interactions.

Transline Logistics manages their B2B sales pipeline through Fontakt. Their sales team benefits from a structured overview of deals and tasks, helping them stay on top of each stage in the process.

Digital marketing agencies use Fontakt to run automated outreach campaigns. By organizing contacts, scheduling campaigns, and tracking responses, they are able to manage client acquisition more efficiently.

Training and education providers use Fontakt to register participants, follow up on sessions, and manage their communication in one place. This results in more organized internal processes and better customer experiences.

These businesses have experienced improvements in their workflows and customer relationships thanks to the practical features that Fontakt provides.

Final Thoughts: Why Fontakt CRM Is Worth It

Whether you are just starting out or looking to grow, Fontakt CRM helps you simplify your daily work, improve team collaboration, and connect better with clients.

The value of a CRM is not only in what it does –  but in how much time and stress it saves you. When you automate your follow-ups, organize your data, and understand your customer behavior, you make smarter decisions that grow your business.

Ready to see it in action? Book a DEMO with our CRM Team Lead Kaspar Rohtla and find out how Fontakt CRM can help your business run more smoothly than ever.

Post by Fontakt intern Albert Boitsov.