As a software company in the German healthcare market you sell SaaS to regulated healthcare providers and operate with small teams across service, marketing and sales. e-health.CRM is built for exactly that – not retrofitted for it.
Born out of running our own healthcare product family – proven in real sales to midwives, nursing services and therapists.
Put your requirements catalogue next to this page. Every requirement a healthcare software company typically raises appears below as a row – with its concrete implementation in e-health.CRM alongside.
Most CRM platforms are built horizontally: broad, generic, for every industry and therefore for none in particular. e-health.CRM is vertical – for companies that sell regulated software to German healthcare providers. That closes exactly the integration and compliance gaps you would otherwise have to retrofit onto a generic tool.
e-health.CRM brings together the three teams that in many software companies work with separate tools and separate truths. Whoever picks up a conversation sees the full history – from the first mailing to last week's call.
The customer-facing app consumes the API; e-health.CRM creates contract, licence, communication room and billing automatically – and bills two business lines in one system, with cleanly separated invoice series.
Support is a dialogue: customers reply from your app, resolve issues themselves, receive structured knowledge. And an inquiry becomes a tracked request or bug report in one click – with the status flowing back into the app automatically.
Your public presence feeds the CRM automatically, campaigns address exactly the right subset, appointments become leads. Every prospect moves through a defined funnel.
A typical CRM requirements catalogue for a healthcare software company – row by row, with the implementation in e-health.CRM.
| Requirement | Implementation in e-health.CRM |
|---|---|
| groupsTeam- & contact-wide foundation | |
| Shared 360° view of every contact across service, marketing and sales | checkMet All three teams work on one record per contact – no silos between separate tools. |
| Ticketing with SLA tiers, team routing and escalation | checkMet Priority levels I–III plus Lead priorities, ownership routing, notes, escalation automation. |
| Sales pipeline with activity logging and conversion tracking | checkMet Pipeline with activity logging and end-to-end prospect-to-customer tracking. |
| Complete contact history – every touchpoint in one place | checkMet Campaigns, engagement events, inquiries, outbound calls and emails chronologically per contact. |
| Directory for non-provider organisations (insurers, suppliers, agencies, partners) | checkMet Beyond prospects and customers, a dedicated Contacts directory — each organisation with its own inquiries, every external relationship in one place. |
| Named contact-persons directory per prospect | checkMet Every prospect carries multiple named contacts (owner, practice lead, staff) – individually viewable and callable, not just the practice. |
| Customers with multiple locations and people with multiple roles | checkMet Each location is a first-class record with data isolation; one person can hold several roles – a single identity with separate contracts and licenses, cross-referenced in the UI. |
| Duplicate merge for persons and practices | checkMet One-click merge for persons and practices moves every linked record (memberships, codes, calls, interviews) and is audited; duplicates are surfaced on the prospect page, identities matched case-insensitively by e-mail. |
| publicWebsite & channel integration | |
| Inbound emails to functional addresses captured automatically as inquiries | checkMet Automatic inbound parsing turns mails (support@, anfragen@ …) into inquiries, classifies by origin and routes to the right team. |
| Contact form, newsletter & waitlist straight into the CRM | checkMet Sign-ups land as engagement events, link to known prospects and are confirmed via double opt-in. |
| Legal documents (T&Cs, DPA, SLA, EULA) delivered on request automatically | checkMet Delivered by email; requesters are automatically added to the prospect pipeline. |
| QR and tracking-link attribution in real time | checkMet Every campaign material carries a unique token that ties interactions to the individual prospect. |
| Appointments from calendar booking pages captured automatically | checkMet Bookings sync with no re-entry; every appointment appears in the Bookings view and on the contact detail page. |
| Bookings auto-matched to customers/prospects, unknown bookers become leads | checkMet Matched by attendee email; unknown bookers become sales leads. Bookings can be linked to support inquiries. |
| boltSelf-onboarding & billing | |
| Trial registration without any manual CRM step | checkMet Registration via the app creates a customer record, a contract and a dedicated communication room. |
| Verification, activation codes and payment mandate via API | checkMet API endpoints consumed directly by the customer-facing app. |
| License, slot and billing management automated | checkMet License management, usage slots and billing enforcement run automatically, incl. voucher and promo pricing. |
| SEPA direct debit & subscription management integrated | checkMet SEPA direct debit and subscription management are part of the platform – no separate billing system. |
| Self-onboarding payment by card, PayPal or SEPA direct debit | checkMet Fully validated trial→paid chain: payment mandate → subscription → automatic invoice; the customer lands on a confirmation page and the app reflects the paid plan automatically. |
| Special-conditions promo-code engine incl. trade-show issuance | checkMet Promo codes for conference, software-switch, starting-a-practice and more – each with its own discount, validity and automatic step-up; admin surface, batch generation and booth issuance with prospect capture (deduplicated). |
| Verification by email or SMS one-time password | checkMet Confirmation codes by email or SMS OTP – for registration, payment authorisation and security-critical actions. |
| Special licence classes with their own lifecycle (e.g. students) | checkMet A dedicated licence class with programme and semester, computed graduation date and enrollment verification; read-only after expiry rather than deleted, with in-place conversion to a regular licence. |
| receipt_longBilling & invoicing | |
| Automatic invoice generation per billing cycle with line items | checkMet Invoices are generated automatically with full line-item breakdowns and collected by SEPA direct debit without staff involvement. |
| Two business lines with separate invoice series and VAT treatments | checkMet Software licenses and percentage-based services run in separate invoice series — cleanly delineated in one system. |
| Role-based accounting workflow (volume → draft → issue → SEPA) | checkMet A dedicated Accounting section guides accountant roles through the entire flow in one place. |
| Central price catalog with audit trail | checkMet Plan, add-on, bundle and congress action prices centrally managed; every change logged with VPI history. |
| Several products/brands with separate catalogs and invoice series | checkMet One installation, each product line with its own catalog, pricing model and invoice series – cleanly separated. |
| Different pricing models side by side; a prospect across multiple lines | checkMet Flat SaaS, tier/seat/usage and percentage-based fees in parallel; a prospect can be associated with more than one product line. |
| Branded DIN 5008 invoice PDFs, Customer ID and Steuernummer support | checkMet Invoices as DIN 5008-compliant PDFs with logo and address window; human-readable Customer ID (K-NNNNN); Steuernummer for VAT-exempt Heilberufe alongside VAT ID. |
| Plan changes both ways with add-ons and bundles | checkMet Upgrades and downgrades with a withdrawal window and add-on teardown; bundles with an overlap guard against double-booking; recurring amounts recompute themselves and respect the SEPA pre-notification period. |
| Pause instead of cancel, captured audit-proof | checkMet Instead of churn, a contract pause as a §126b-compliant text-form agreement – hash-stamped and archived with defined retention. |
| Add-on service orders with in-app quote acceptance and one-off invoice | checkMet Service orders (e.g. data import) acceptable as a quote in the app; the one-off invoice is generated automatically over the same mandate. |
| E-invoice (ZUGFeRD / EN 16931) delivered into the app | checkMet Every invoice is a PDF/A-3 with embedded EN 16931 XML (ZUGFeRD), validated with standard tooling – delivered into the customer's app, downloadable there with an integrity hash; the branded DIN 5008 layout is the visual half of the same document. |
| campaignMarketing & campaigns | |
| Segmentation by provider type, region and software in use | checkMet IK classification codes, Bundesland filter and software tracking as multi-select criteria. |
| Automatic campaign rollout without list export/import | checkMet On confirmation, one rollout record with a unique tracking token is generated per matching prospect. |
| Per-prospect status & response tracking | checkMet Status per prospect: Planned, Dispatched, Responded, Converted, No response, Suppressed. |
| Campaign analytics with funnel and response rate | checkMet Funnel bar across all rollout statuses, response rate and a live activity feed linking back to the prospect. |
| Competitor-aware targeting (win-over campaigns) | checkMet "Current software" filter with include/exclude – targeted win-over campaigns at the right moment. |
| Suppression & over-contacting protection | checkMet Campaign-history filters and an automatic suppressed flag on objection. |
| Quote creation with calculation and branded PDF | checkMet Built-in quote calculator (tiers, seats, usage, discounts, promotions); output as a branded PDF with number and validity, calculation snapshotted. |
| Quote status lifecycle and secure document sharing | checkMet Status from draft through sent to accepted/declined/expired; shared via a per-prospect data room. |
| Booth QR with self-service promo code and competitor block | checkMet A time-boxed booth QR; visitors request a code via the website, the CRM matches or creates the prospect and sends it – a domain blocklist silently declines competitors, codes are revocable. Fullscreen QR displays for the booth included. |
| Webinars end-to-end with registration, reminders and attribution | checkMet Created in the CRM, registration via the website, confirmation with calendar invite, T-24h reminder, capacity limit, recordings archive, source attribution and GDPR anonymisation after 90 days. Student pre-registration included. |
| Booth lead in one step with qualification interviews | checkMet Practice and contact person are created in one step; every conversation is recorded as an interview with three tri-state criteria (ready to switch, starting a business, currently without software) and its context – as chips and filters on the prospect list. An audio fast lane records the conversation on a phone and lands it in an inbox; transcribed on our own server, no third party. |
| E-mail campaigns & letter runs straight from the CRM | checkMet Editor with personal placeholders, preview and test mail, send windows instead of a blast, a consent gate before queueing, bounce handling and one-click unsubscribe – a personal promo code per recipient. Letter runs export a print-ready recipient file with the same codes and links. |
| Sharper audiences: person type, data source, interview answers | checkMet On top of region, funnel stage and software in use, filter by person type (midwife, student, university contact, other), by data source (which import or event) and by interview answers – including the interviews of a specific trade show. |
| Market coverage report per federal state with skew index | checkMet The own prospect base against external market figures: market size and share, own share, skew index, coverage, campaign reach, interviews and customers per federal state. Modelled figures are labelled as such. |
| Customer-refers-customer referral programme | checkMet A personal referral link per customer; the credit is granted automatically on the referred customer's first successful payment – with a cap and self-referral guards. |
| forumCommunication | |
| Click-to-call directly from the contact record | checkMet VoIP phone system, every call logged with staff attribution; reason/note/outcome added afterwards. |
| Outbound email with role-based sender and signature | checkMet Personalised senders, HTML signature with logo and legal disclaimer, Markdown in the body. |
| SMS / WhatsApp status updates & callbacks | schedulePlanned SMS/WhatsApp gateway for status notifications and callbacks – on the roadmap. |
| Two-way support: customer replies straight from the app | checkMet Customers reply to open tickets from your app; the team sees them in real time, incl. self-resolution and auto-reopen. |
| Internal notes separate from customer-facing replies | checkMet Team-internal notes run alongside the customer thread — cleanly separated, context preserved. |
| Knowledge base with in-app articles and interactive checklists | checkMet Structured articles and reusable checklist templates, attached to a ticket in one click; tickable in your app, completion status reflected back. |
| Feature requests from the app with status tracking | checkMet Customers submit suggestions in the app; inquiries become tracked requests in one click, status changes are pushed back automatically. |
| Bug reporting with platform, severity and triage lifecycle | checkMet Submitted from the app incl. platform and expected vs. actual behaviour; severity low to critical; status Confirmed → In Progress → Fixed → Closed with automatic push. Internal reports without customer link supported. |
| Temporary diagnostic access to the customer workspace | checkMet Granted by the customer, with a visible banner during the session and revocation at any time with one tap. |
| Structured sales-call workspace with templates and next-action | checkMet Calls from reusable talking-point templates; target selectable (prospect, contact person, customer); next-action with due date; completed calls flow into the sales pipeline. |
| §7 UWG consent gate for advertising calls, server-enforced | checkMet Advertising calls to non-consented cold prospects are blocked – by the system, not the individual agent. |
| Remote device diagnostics for support | checkMet The app pushes a diagnostics snapshot (versions, OS, sync state, licence age, reference-data edition); a diagnostics card per device with triage warnings and JSON export – no patient or business content, privacy by design. |
| Voice messages & screenshots on support tickets | checkMet Customers attach a voice message or screenshot to a ticket straight from the app; support plays it inline. Stored in EU object storage with server-mediated access, removed automatically 90 days after the ticket closes. |
| shield_lockCompliance & operations | |
| GDPR-compliant data handling with German data residency | checkMet Designed for the regulatory framework for healthcare providers in Germany. |
| Bidirectional API to the customer-facing app | checkMet Full API: trial, activation, license, billing and Matrix communication room. |
| Real-time notifications per customer and team | checkMet Matrix-based push notifications per customer and per team. |
| Compliance gate (KYC) before service starts, server-enforced | checkMet A per-service KYC checklist (e.g. GwG identification, assignment, SEPA mandate); an offer cannot be confirmed until every item is complete – optionally with a capacity waiting list. |
| Audit-proof document storage and auto-generated legal documents | checkMet Signed documents in EU object storage with audit log and retention; assignment declarations and SEPA mandates generated automatically from templates. |
| Lifecycle statuses with GoBD-safe soft-close (no hard deletion) | checkMet Active / Pending closure / Closed; closed customers are retained with reason and date for GoBD compliance; campaigns default to active records. |
| Tiered master-data sync from the customer app | checkMet Practice and staff data flow into the CRM: operational contacts auto-apply, billing and identity changes only after Customer-Service review. |
| Customer document downloads with integrity hash | checkMet Contract documents and SEPA mandates are available to customers as downloads – each with an integrity hash for authenticity verification. |
| Versioned, signed distribution of regulatory payer data (GKV) | checkMet The CRM is the signed distribution point for the insurer seed and payer-routing files: publish rather than overwrite, a signed manifest per installation, built-in validity dates and one-click withdraw. This decouples software release cycles from data updates – every installation reports the version it runs, so support sees who is behind. |
| Competitor status: no codes, no campaigns, server-enforced | checkMet A practice can be flagged "Competitor" (mandatory reason): the practice, every linked person and their e-mail addresses get no promo codes on the server, campaigns skip them, and suspicious registrations are flagged for review rather than silently rejected. |
| Zero-knowledge backend for patient app & practice cooperations | checkMet The CRM provisions identities, invitations and end-to-end-encrypted rooms for your customers' patient app and for data sharing between practices – it manages only membership and references and never sees clinical content. |
A requirement in your catalogue that's missing here? Talk to us – we'll honestly classify it as "met", "planned" or "not intended".
The inbound and outbound channels e-health.CRM uses to connect your operations.
| Channel | Direction | Description |
|---|---|---|
| Email (inbound) | ← | Inbound parsing converts emails into CRM inquiries. |
| Email (outbound) | → | Transactional email delivery with personalised sender + signature. |
| SMS / WhatsApp | → | Planned: SMS/WhatsApp gateway for status updates and callbacks. |
| VoIP (click-to-call) | → | VoIP phone system, call logging. |
| Newsletter | ↔ | Double opt-in, sync with an email marketing service. |
| App (your software) | ↔ | Full API: trial, activation, license, billing, Matrix room, master-data sync. |
| Matrix | ↔ | Real-time push per customer and per team. |
| Calendar bookings | ← | Bookings from calendar pages sync into the CRM, auto-matched to customers/prospects (unknown → lead). |
| Reference data (GKV) | ↔ | Signed manifest + versioned artifacts (insurer seed, payer-routing files) served to the apps; installations report the version they run. |
| Patient app | ↔ | Patient identities, invitations, encrypted rooms, practice profile and care team, invoice/notification events – content stays end-to-end encrypted between devices. |
| Speech-to-text | – | Self-hosted open-source model on the company server for interview transcription; no external speech service. |
| Health monitor | → | External check of API, UI and messaging every minute; alerts to the team room and by e-mail after two consecutive failures. |
What you'd have to retrofit onto a horizontal standard CRM – and find out of the box in e-health.CRM.
sell to regulated healthcare providers under German law.
run a large prospect base with structured campaign capabilities.
offer a SaaS product – or want to grow it into automated self-service onboarding.
operate with small teams across service, marketing and sales.
require GDPR-compliant data handling with German data residency.
want their CRM tightly wired to website and customer-facing app.
A hybrid model of platform fee, seats and usage — no dressed-up teaser price that turns into a surprise in the quote.
depending on tier (Core · Professional · Enterprise), seat count and active end-customer volume. The seat rate is the anchor; the platform and usage share make up the effective price.
Included in the price: sales, marketing, customer service, billing and payment processing – one system instead of stacked point tools.
Launch offer: 25% off in the first year, setup waived – for every new customer.
Request a quoteWe calculate your case precisely — including the consulting and project share for rollout and integration. All prices excl. VAT.
e-health.CRM grew out of running our own healthcare product family and is in production use. For your context we set it up together and wire it to your website, app and channels – as a guided rollout, not a self-service download.
The prospect database is built on the German healthcare IK (institution identifier) codes. That lets you segment precisely by provider type – midwives, physiotherapists, outpatient nursing, therapists, health insurers – and combine it with Bundesland, funnel stage, software in use and engagement.
The customer-facing app consumes the e-health.CRM API. Trial registration creates a customer record, contract and communication room; verification, activation and payment mandate run through API endpoints; license, slots and billing are managed automatically. The path from trial to paying customer needs no manual CRM step.
Yes. The "current software" filter allows include/exclude by product in use. That lets you build targeted win-over campaigns – e.g. when a competitor raises prices or discontinues a feature – and prioritise warm leads within that segment via engagement history.
e-health.CRM is designed for the regulatory framework of healthcare providers in Germany: GDPR-compliant data handling with German data residency, double opt-in for newsletters and automatic suppression handling on objection.
Available: email inbound and outbound, click-to-call (VoIP), newsletter (double opt-in), app API and Matrix push. Planned: SMS/WhatsApp via a gateway for status updates and callbacks.
Send us your requirements catalogue – we'll walk through it row by row in a demo and honestly mark what's met, planned or not intended.