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Case studies

From Chaos to Clarity: simple system’s e-Procurement Success with emlen

About

simple system simplifies C-part procurement by consolidating supplier products on a single platform with ERP integration.

Industry
E-Procurement / B2B SaaS
Company size
50
+
Country
🇩🇪 Germany
Website
External link iconLinkedIn icon
About
simple system GmbH

Founded in 2000, simple system GmbH simplifies the procurement of C-parts by consolidating product ranges from leading suppliers onto a single platform. Their solution integrates with ERP systems and offers professional consultation, significantly streamlining the procurement process for businesses.

emlen in action

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Challenge icon
Challenge

simple system faced challenges with outdated content, fragmented communication, and an inefficient sales process, which hampered their ability to engage with customers effectively.

Solution icon
Solution

By implementing emlen, they centralized their content and improved communication, drastically reducing overhead and enhancing both internal and external collaboration.

Use cases
Sales Content Management
Collaboration
Sales Content Distribution
Sales Content Management
Sales Content Distribution
Collaboration

The Challenges

When Fabian von Kleinsorgen joined simple system, he quickly realized the company was drowning in outdated information and disjointed communication. Their platform was cluttered with documents—some over a decade old—hindering effective engagement with clients and partners.

"We had very outdated information lying around anywhere. The old platform was 20 years old, so we also had some flyers sitting around in certain old websites that were like ten years outdated, but they were still uploaded somewhere."
Quote author

Fabian von Kleinsorgen
Head of Growth @simple system

Managing communication with over 600 vendors and 1,000 external salespeople was no small feat. The team was overwhelmed by endless email chains, often losing track of which document version was current. This chaotic workflow led to significant inefficiencies.

Outdated information

The system was cluttered with irrelevant, outdated documents, many of which had been sitting in their system for years. 

As Fabian pointed out, some documents were over a decade old, stored in outdated folders, or uploaded to old platforms. The clutter created confusion and impacted productivity across the board.

Fragmented communication

Keeping everyone aligned was a constant challenge. The reliance on email for document sharing increased the risk of miscommunication. 

Inefficient sales workflows

The manual process of managing documents via SharePoint and email was time-consuming and error-prone. The team often wondered if customers had the latest version or if something important was missing.

Fabian knew they needed a solution to streamline their processes and enhance customer interactions.

The Solutions

To tackle these challenges, Fabian introduced emlen to simple system.

With emlen, simple system created a single, centralized content hub–a collaborative space where the most current information was always available. This eliminated the need for endless email exchanges and ensured that everyone, internal or external, had the latest resources at their fingertips.

Centralized content hub

emlen’s collaborative spaces simplified access to the latest documents. 

"It doesn’t matter what you need; it’s all in one link. We provide all to-dos, quotes, contracts, materials, and updates. It’s guaranteed up-to-date with easy, trackable content."
Quote author

Fabian von Kleinsorgen
Head of Growth @simple system

Streamlined communication

emlen replaced inefficient email back-and-forth with a simple, organized content hub, significantly reducing the risk of miscommunication and saving valuable time.

Improved collaboration

emlen’s internal notes and comment features allowed smooth handovers between teams, ensuring nothing fell through the cracks. This seamless integration made the entire process very efficient.

"We find it easy to hand over leads and keep everyone up-to-date with emlen, even when we’re not working in the same team."
Quote author

Fabian von Kleinsorgen
Head of Growth @simple system

Actionable insights

emlen provided insights into customer engagement, enabling simple system to tailor their follow-up meetings based on the content that resonated the most. This was a significant benefit for Fabian, who called it a “game changer.”

By adopting emlen, simple system transformed their approach to communication and collaboration, resulting in a much smoother overall experience.

How simple system uses emlen

✔️ Customer onboarding

During a major migration involving 65,000 users, simple system used emlen to keep customers informed to ensure a smooth transition.

✔️ Lead generation

The team used emlen’s marketing features to generate leads through LinkedIn campaigns while providing valuable content to potential customers.

✔️ Sales partner integration

External partners used emlen to keep their customers informed, ensuring they always had the latest information, simplifying lead gen and handover.

✔️ Tailored follow-up

With emlen’s analytics, simple system could see the content their customers engaged with the most, allowing them to tailor their follow-up meetings accordingly.

Impact and future plans with emlen

Since implementing emlen, simple system has seen substantial improvements:

1. Enhanced customer experience

Customers find it much easier to access the information they need, leading to increased satisfaction and engagement.

2. Reduced overhead

The team saved significant time by cutting down on manual tasks, allowing them to focus what matters most–serving their customers.

3. Growth driver

The more customers engage with emlen, the more simple system can focus on high-value interactions, driving growth and deepening customer relationships.

Looking ahead, simple system plans to further integrate emlen into their processes, particularly in expanding their use of the solution's analytics and HubSpot integration.

"Since adopting emlen, there has been an increase in impact on our business…it’s a growth driver."
Quote author

Fabian von Kleinsorgen
Head of Growth @simple system

Through their partnership with emlen, simple system has transformed their approach to customer communication and collaboration, turning chaos into clarity. This shift has led to greater efficiency, higher customer satisfaction, and positioned the company for continued growth.

Discover how you can simplify your processes and enhance customer engagement with emlen. Take our interactive product tour to see emlen in action. We’d love to support your growth journey.

Hundreds of happy clients close deals faster with emlen.

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About

simple system simplifies C-part procurement by consolidating supplier products on a single platform with ERP integration.

Industry
E-Procurement / B2B SaaS
Company size
50
+
Country
🇩🇪 Germany
Website
External link iconLinkedIn icon

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