Customer Database / CRM — Segmentation & Full History
A customer database CRM is a centralized registry where every contact exists exactly once — no duplicate rows scattered across Excel, email and the invoicing app. We build it with automatic dedup by tax ID, phone and email, behavior-based segmentation, full communication history and GDPR compliance by design. One screen shows who the customer is, what they bought, when you last spoke and what comes next.
What the solution includes
We do not sell a per-seat subscription to someone else's platform. We build your own customer database on your server, with your schema and full export at any time — no vendor lock-in and no cap on the number of contacts.
- ✓Automatic dedup and merge — an algorithm on tax ID, phone and email with fuzzy name/address match finds duplicates, proposes a merge and keeps an audit of which value survived from which source.
- ✓Behavior-based segmentation — dynamic segments (RFM, inactive 90 days, revenue over threshold, by city/industry) recalculate themselves and feed campaigns, with no manual table filtering.
- ✓360° customer card — orders, invoices, quotes, emails, calls, tickets and notes in one place, sorted by time, filterable by event type.
- ✓Sub-second full-text search — find a contact by a fragment of name, phone, tax ID or a word from a note even at 500,000+ records, via indexed PostgreSQL search.
- ✓GDPR by design — consents with date and source, one-click right to erasure and portability, an access log of who viewed which record, role-based masking of sensitive fields.
- ✓Import without chaos — we migrate from Excel, Google Sheets, an old CRM or invoicing software with a dry-run report showing how many records will merge and which need a manual decision.
- ✓Two-way synchronization — the database stays in sync with the invoicing system, online store and email marketing via API, so there is no "which version is correct".
- ✓Roles and access rights — a rep sees only their accounts, the manager the full book, accounting only the financial fields. Every read and edit is logged.
Who it is for
Two reps call the same customer within a week because they keep separate spreadsheets — the classic trust-killer. A centralized customer database shows the last contact, the owning rep and the quote history, so the team speaks with one voice and nothing falls between shifts.
The same customer orders as a company and as an individual, with three emails and two phones. Dedup merges the profiles into one card, RFM segmentation surfaces the 200 most valuable accounts, and two-way sync with the store keeps email campaigns accurate without manual export.
Clinics, agencies, accounting firms and SaaS companies hold sensitive data and must prove GDPR compliance on inspection. The database stores consents with date and source, right-to-erasure with audit and a full service history — one place instead of email, paper and someone's memory.
How we build it
Our approach is data-first: we clean and merge what you already have, then build the interface on top of clean data. It can be part of a full CRM system or run standalone as the central contact registry that feeds your other systems.
1. Source audit and data schema
We map every place customer data lives today — Excel files, invoicing software, email, online store, old CRM. We define the canonical schema: required fields, dedup identifiers (tax ID, phone, email) and which source wins on conflict. This step saves weeks of cleanup later.
2. Import, dedup and merge
We load everything into staging and run the dedup algorithm in dry-run: you get a report of exact duplicates, probable matches and records needing a manual decision. Only after approval do we write to the production database, with a full audit of which value survived — nothing is deleted irreversibly.
3. Segmentation and rules
We configure dynamic segments to your business — RFM scoring, inactive customers, revenue thresholds, geographic and industry slices. Segments recalculate automatically and are ready to feed an email campaign, calls or pipeline prioritization, with no monthly manual filtering.
4. Integrations and sync
We connect the database to invoicing, the online store, the email platform and the phone system via API. Sync is two-way and idempotent — a new order updates the card, an email change propagates everywhere, conflicts resolve by a predefined rule, not at random.
5. Access, GDPR and training
We set up roles and rights, enable the access log, and verify consent, erasure and portability flows against GDPR. We train the team live, leave concise docs and 30 days of post-launch support for fine-tuning on real data.
Why Saitami
Prices are fixed in EUR — no per-seat monthly fees and no contact cap. The base can grow into a full CRM or stay a lightweight, fast registry — it is custom software that is entirely yours.
Frequently Asked Questions
What is the difference between a customer database and a CRM?
The customer database is the centralized, deduplicated registry — the single source of truth for each contact with history and segments. The CRM is the workflow on top: pipeline, tasks, quotes, automations. You can start with just the clean base and upgrade to a full CRM later, since the schema is designed for it from day one. See also CRM for small business if the team is small.
My contacts are in three Excel files and old software — will anything be lost?
No. Import passes through staging and a dry-run report: you see exactly how many records will merge and which need your decision before anything is written to production. Original values are kept in an audit, so every merge is reversible. Nothing is deleted blindly.
How does the database cover GDPR requirements?
Every consent is stored with date, text and source. Right to erasure and portability run with one click and leave a log. Access is role-based with logging of which employee viewed which record, and sensitive fields are masked for users without rights. On inspection you show an audit, not explanations.
How much does it cost and how long does it take?
From €1,900 for a base with dedup, segmentation, a 360° card, search and migration of one source. Two-way integrations with invoicing/store and a complex GDPR workflow start from €3,200. Typical timeline: 3-5 weeks depending on source count and data cleanliness. No monthly subscription — hosting only.
Do I own the data and the code?
Yes. The database sits on your server or cloud account, the schema is documented, and full export is available at any time. You also get the source code. It is business software you own — you are not renting access to someone else's platform.
Ready for one clean customer database instead of five files?
Send a short description of the sources where your customer data lives today and the approximate number of contacts. Within 48 hours we return an estimate of how many duplicates we will find and a fixed price to build the base.
Request a database estimate →Related services: CRM system · CRM system for sales · custom software