Control
Ovia CRM
Clients, cases and deadlines in one dashboard. That updates itself.
Ovia CRM is the operational dashboard of your firm or company, built around how you work: clients, cases, recurring deadlines, team tasks, reminders and documents. It feeds itself from email, calls and documents, so nobody has to “update the CRM”.
- ProcessThe CRM is born from how you work
- FeedIt updates itself
- DeadlinesRecurring deadlines and automatic reminders
- TeamWorkloads and delays visible
- ControlDecide with numbers
The problem
A CRM nobody updates is just another spreadsheet.
Almost every company has tried a CRM. It almost always ends the same way: for the first few months everyone fills it in, then it becomes one more chore, then it’s back to the spreadsheet, the paper list on the desk, the partner’s memory. Salespeople spend less than a third of their time selling and the rest on admin and data entry [1].
The problem isn’t the software: it’s that a standard CRM asks you to adapt to it, and to feed it by hand.
Ovia CRM flips the logic: first we design your process (clients, cases, deadlines, roles), then we build the CRM around it and connect it to email, calls and documents so it updates itself. And the data stays where you decide, on-premise too.
Strategy and security make the money. AI is the tool. The dot marks where you decide.
Anyone today can buy a subscription to an AI tool. The value lies in deciding what to automate, how to protect your clients’ data and how to measure the result. That’s where we always start.
Strategy
Process, case stages, recurring deadlines, roles and indicators: the CRM is a picture of how you want your firm to work.
Security
Role- and client-based permissions, a log of every change, backups, an on-premise option for those who don’t want client data on shared clouds.
Artificial intelligence
AI feeds the CRM from email, calls and documents and flags delays and risks. The dashboard stays simple, and yours.
How it works
Clients, cases and deadlines in one dashboard that updates itself.
Click each step to see what happens. The system proposes, you decide.
The CRM is born from how you work
Stages, fields and deadlines mirror your real workflow, not an off-the-shelf model you have to adapt to.
It updates itself
Categorised email, summarised calls, documents received: everything lands in the client record with no manual entry.
Recurring deadlines and automatic reminders
Periodic deadlines generated automatically, reminders by email or WhatsApp, alerts to the team.
Workloads and delays visible
Who’s doing what, what’s late, which cases are at risk: you see it before it becomes a problem.
Decide with numbers
Simple indicators on clients, cases and timings: the dashboard the partner actually looks at.
Sensitive communications only go out with approvalCalculator
What not having a self-updating CRM costs you
Manual update time plus forgotten opportunities: two costs that never appear on the balance sheet.
Indicative estimate based on 220 working days and conservative assumptions. In the Process Check we replace it with your real numbers.
Before and after
The same day, two ways to live it.
- Clients and deadlines scattered across Excel, paper and memory
- The CRM exists but nobody updates it
- Recurring deadlines are recreated by hand every year
- The partner doesn’t know who’s behind on what
- Client data on uncontrolled cloud tools
- Every report takes a day’s work
Security
Professional secrecy is not negotiable.
The measures we apply to Ovia CRM from day one, not as an afterthought.
Granular permissions
Each person sees only the clients and cases they handle.
Change log
Every change is logged: who, what, when.
On-premise or dedicated cloud
You choose where the data lives. For the most confidential firms, a dedicated installation.
Backup and continuity
Automatic backups and recovery procedures defined from the start.
Who it’s for
Built around the way you work.
Deadlines and cases under control
For firms managing hundreds of clients with recurring obligations.
- Recurring tax deadlines per client
- Integrated document reminders
- AI help centre for the team
Case files, time limits and tasks
For those who need to know the status of every case at any moment.
- Case status and time limits
- Tasks by person in charge
- History of communications with the client
Clients, projects and renewals
For those who live on recurring contracts and parallel projects.
- Sales pipeline connected to lead generation
- Renewals and contract deadlines
- Team workload
Sales and operations in one place
For companies that want to stop chasing information between departments.
- Shared client record
- Orders, requests and follow-ups
- Management dashboard
The path
From Process Check to the first measurable result.
One area at a time, under your control. No sudden transformations.
Process Check
Your real process, from requests to deadlines.
Design and build
Stages, fields, roles and recurring deadlines built around your workflow.
Migration and launch
We import your existing data and train the team.
Automations
We connect email, calls and documents so it updates itself.
FAQ
The questions people really ask us.
Why not use an off-the-shelf CRM?
You can, and for many that works fine. Ovia CRM makes sense when your process is specific (like a professional firm’s), when you want it to update itself from email and calls, or when you want the data on-premise.
Can I import the data I already have?
Yes: we import spreadsheets, exports from your practice software and address books, and clean them up before launch.
Is training needed?
Very little, because the CRM mirrors how you work. We still run launch sessions with the team, and the fee includes hours of human support every month.
Is my clients’ data safe?
Role-based permissions, a change log, backups and the option of an on-premise installation. The data is never used to train external models.
Does it integrate with the other Ovia services?
That’s what it’s designed for: Inbox, Calls, Documents and Lead Generation feed the CRM, and Second Brain makes it all searchable.
Press and hold to book
Ovia Process Check
Thirty minutes on your real workflow.
Then you decide.
We show you where the time goes, what can be safely automated and where it’s best to start with Ovia CRM. No obligation, no jargon.
We work with a few clients at a time. We reply within 24 hours.
The other Ovia systems
Each system feeds another.
Marketing
Bring in new clients, measurably.
Automation
Remove repetitive work and take back control.
- Ovia Second BrainYour firm’s memory, always searchable.Every answer cites its source: you verify, you don’t take it on trustExplore
- Ovia InboxYour inbox, read and understood.100% human control over repliesExplore
- Ovia CallsRecord the call. Everything else organises itself.Nothing enters the record without your OKExplore
- Ovia DocumentsDocuments arrive. Nobody has to chase them.Every document starts from your approvalExplore