Custom CRM for an Automotive Sales and Leasing Service
From spreadsheets and phone calls to a purpose-built CRM for the leasing sales process - 6 modules, e-signature integration, and full sales analytics.
- Client
- samochodowy.pl
- Industry
- Automotive / finance - leasing brokerage and vehicle sales
- Scope
- Design and development of a custom CRM: lead management, sales opportunities, DWS, post-sale module, analytics, and notifications; integrations with Autenti, KSeF API, and InfoExpert
- Technologies used
- SymfonyAPI PlatformNext.jsREST APIKSeF API
Results
Samochodowy.pl is a leasing brokerage service - dozens of salespeople handle leads from multiple sources, compile leasing applications, and negotiate terms with banks. Before the CRM, the entire process ran outside any system: leads distributed by phone, applications transcribed into spreadsheets, contact history recorded nowhere.
The CRM grew as a separate project alongside a parallel rewrite of the sales platform - with its own discovery, its own estimate, and its own backlog. No off-the-shelf solution covered the specifics of the leasing process: its multi-stage application logic, distinct roles (salesperson / DWS / admin), and integration with external financial systems.
Sales opportunities - kanban built for leasing
The salesperson's main workspace: a kanban with process stages, full client contact history, and four offer types (leasing, short-term rental, loan, assignment) - each with its own field logic and PDF export. Auto-save on every change, colour-coded activity indicators, and vehicle availability icons directly on the opportunity card.
Sales analytics for management
An analytics dashboard with salesperson results, call analysis, and lead statistics in real time. Conversion rates, handling times, critical violations per salesperson. Management can access data directly instead of collecting it from emails and spreadsheets.
Integrated vehicle database
The vehicle database is directly connected to the samochodowy.pl sales platform - shared vehicle data, offers, and contacts. Technical specifications and equipment pulled automatically from InfoExpert. One availability status per vehicle (in stock / to order) with no risk of discrepancy between the offer and the opportunity.
Diagnosis
Sales without a system - 5 bottlenecks
Leads managed over the phone
Incoming enquiries were distributed by phone and email - with no visibility into who was handling what, how many opportunities were active, or what state they were in.
Leasing applications in spreadsheets
The DWS team manually transcribed client data from emails into spreadsheets, then sent them to banks and collected e-signatures outside the system.
No contact history
Notes, calls, and sales events - if recorded at all - ended up in different places without any consistent structure.
Offers without logic
Leasing, short-term rental, loan, assignment - each offer type had different logic and fields. There was no single view tying everything together.
Zero analytics for management
Data on salesperson performance and lead conversion was scattered across people. Management had no real-time visibility into any aggregates.
Solution
6 modules built around one process
Lead board and unassigned pool
The central entry point - all enquiries in one shared pool. Salespeople pick up leads; admins assign manually. Push notification when a new lead is assigned.
Sales opportunities
Kanban with process stages, filterable list, full contact history. Auto-save on every field change, colour-coded activity indicators on opportunity cards.
DWS module (Sales Support)
Complete leasing applications from opportunity data and send them via Autenti - the client signs electronically without leaving the platform.
Post-sale module
Handle opportunities after the deal is closed - assignments, follow-ups, post-sale contact. Contract history and communication even after archiving.
Analytics and management views
Salesperson performance dashboard, lead and conversion analytics, call analysis. All in real time - no more collecting data from scattered sources.
Notifications and integrations
5 push notification types, KSeF API (invoices), Autenti (e-signature), InfoExpert (vehicle technical data), and the samochodowy.pl sales platform.
How we worked
Discovery per module, roles as the first decision
Discovery per module
Each of the six modules had its own business process discovery. Salespeople and DWS have radically different needs - understanding them without separate interviews would have produced a broken architecture.
Roles as the first decision
The system serves three roles (salesperson, DWS, admin) with different views and permissions. Defining them early prevented chaos as features multiplied.
Bugfixing as a permanent track
The CRM is used intensively every working day by dozens of users - bugs reported by salespeople entered the backlog as urgent and were addressed outside the feature sprint.
Integrations as separate projects
Each integration had its own discovery and estimate - which allowed real management of technical risk without blocking the main CRM backlog.
Results
A CRM that eliminates manual work
- ✓ The entire leasing process in one system - from first contact, through the application and bank submission, to the client's e-signature, without spreadsheets or leaving the platform
- ✓ Full visibility for management - salesperson performance dashboards and conversion analytics available in real time
- ✓ Elimination of transcription errors - data from the opportunity flows automatically to the DWS application with no risk of discrepancy
- ✓ Sales activity control - active alerts for opportunities with no events and unassigned leads
- ✓ Scalability for new financial products - the architecture supports adding offer types without rebuilding the CRM core
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