Partner Success Story
Every ERP customer is also a potential Shareflex customer”: For more than two years, Kumavision DMS GmbH has been successfully selling Shareflex as a Microsoft-based DMS to its customers.
Long before Henrichsen4msd GmbH became KUMAVISON DMS GmbH in January 2023, the name Portal Systems was well known in the company. “We had been a partner of Portal Systems for many years, and when we joined KUMAVISION AG, some of our customers were already using Shareflex,” explains Sascha Bippus, Head of Sales at KUMAVISION DMS GmbH.
Bippus explains the central idea behind the renewed partnership with Portal Systems as follows: As a Microsoft partner, we offer the complete Microsoft range in the Business Central ERP area, so Shareflex was the right product for us to extend our product range.
And what did Sascha Bippus and KUMAVISION DMS GmbH expect from a partnership? “A cooperation at eye level,” says Bippus, “which also actively involves the partner in innovations and processes. The direct exchange,” he adds, “makes it possible to get answers to questions quickly and to receive targeted support.” This close partnership ensures optimal market adaptation and opens up additional support options. “All in all, our expectations that Portal Systems was the ideal partner for us have been confirmed.”
KUMAVISION DMS GmbH has been part of KUMAVISION AG since 1 January 2023. The company was founded in 1998 and specialises in ERP and CRM solutions for medium-sized companies. The group employs around 1100 people at 29 locations in Germany, Austria, Switzerland and Italy and is one of the largest implementation partners for Microsoft Dynamics worldwide. The subsidiary KUMAVISION DMS GmbH with 26 employees focuses on Enterprise Content Management (ECM) and digital process solutions and offers services such as process optimisation and compliance consulting. In addition, all DMS topics within and outside the KUMAVISION Group are part of the range of tasks.
With more than 2,500 existing customers that the entire KUMAVISION group already had in the Microsoft environment, KUMAVISION DMS GmbH was specifically looking for a Microsoft-based DMS / ECM solution. The cloud solution of choice complements the existing portfolio, which already includes two other DMS products. This addition not only completes the product range, but also strategically strengthens it for the future. The result is promising long-term business opportunities. “Shareflex is the solution that completes our range of offerings,” says Sascha Bippus happily.
“A central aspect of our decision was the close alignment with the Microsoft technology stack, which we consistently use and further develop in our company,” explains the Head of Sales. “It was important for us to find solutions that build seamlessly on this foundation and complement our existing system landscape in the best possible way.”
In addition to the classic partnership considerations, the consolidation of suppliers also played an important role. “We had already looked at two or three other products,” says Bippus, “but since we were already using Portal Systems’ solutions, it was a logical step for us to continue down this path and align our strategy with it.”
Before deciding to partner with Portal Systems, KUMAVISION DMS GmbH was faced with the question if it would be better to develop its own intellectual property (IP) and create its own product for its customers, or to buy a solution from a partner whose product it believes in. Although the company has its own expertise on the Microsoft platform, they decided to distribute Portal Systems’ solution as a partner.
And how did the initial talks with Portal Systems go? “The first talks were characterised by a familiar reunion, since we had already had a long-standing relationship,” says Sascha Bippus, looking back. It quickly became clear that there was a good basis for a partnership. “We had many interested parties because any of our existing ERP customers is also a potential new customer for Portal Systems,” explains Bippus.
“These were the topics we discussed at the beginning.” One of the main issues was how the two sides could provide each other with the best possible support. Specific topics such as technology expertise, interface development and the optimal design of the knowledge transfer were also discussed to enable long-term successful cooperation.
Future-proof as a cloud partner: How to make your ERP system house a Shareflex partner of Portal Systems. Our workbook provides you with the most important facts and background information about Shareflex and Portal Systems AG, as well as sound arguments in favour of a partnership.
The collaboration is divided into two main areas: sales and technology. “From a sales perspective, there is close collaboration between me as the sales manager and Portal Systems to identify sales opportunities and negotiate customer-specific terms,” explains Sascha Bippus. At the same time, the marketing team is working to provide the necessary materials such as logos and other advertising material.
“On the technology side, there is regular knowledge transfer between developers and technical support to efficiently implement and further develop solutions.” In addition, there are expert talks in the field of AI. “It’s a great exchange, both in terms of sales and technology,” emphasises Sascha Bippus.
The main task of KUMAVISION DMS GmbH as a partner is the distribution of the Portal Systems solution Shareflex, whereby the entire implementation is carried out independently. “Direct contact with Portal Systems is rarely necessary, since most of the process is handled internally,” says Sascha Bippus. “The software manufacturer is only consulted for special queries or particularly large presentations in order to contribute its expertise and provide sales support.” This keeps the collaboration lean and efficient, while sales and implementation are handled from a single source.
What Sascha Bippus particularly appreciates about working with Portal Systems is “the northern German composure and pragmatic approach – no beating around the bush, but a direct focus on solutions.” The collaboration is based on partnership and always aims to find the best possible solution for both sides. “Even if another Portal Systems partner is in contact with a prospective customer, it is possible to find a fair solution through the proper channels.” This flexibility and open exchange strengthen the collaborative and trusting relationship.
Are you interested in a cooperation, solution or technology partnership? Are you looking for a DMS/ECM solution that perfectly complements your portfolio as an ERP system provider (e.g. in the Microsoft Dynamics 365 BC environment)? Or do you have an idea for a new business application or industry solution based on Shareflex?
Then learn more about our partner programme and make an appointment to discuss your requirements. We look forward to your questions!
And how long did it take to agree on the contract details? “The terms were established in a short time because the procurement management and the legal department handled the process efficiently,” says Bippus. “After clarifying the conditions and price lists, the collaboration kicked off immediately.” Since the solution was already in place at the company and all necessary items had been created, implementation was particularly straightforward. This meant that the entire process ran smoothly and without any major delays.
The only challenge in the process of becoming a partner was this point: “As is so often the case with contractual agreements, the process took a little time until all parties had finally signed the contract,” Sascha Bippus recalls. “This was mainly because individual clauses still had to be adapted and checked by the respective legal departments.” Such coordination with lawyers and legal teams takes time and delays the signing. “However, this was a common challenge that involved both sides equally.”
A lot has happened at KUMAVISION DMS GmbH since the partnership with Portal Systems was established. “Shareflex currently accounts for 60% of DMS offers, while the remaining 40% includes other products,” reveals Sascha Bippus.
“There is a growing interest in Shareflex, and every day we receive new enquiries and hold new discussions about this product.”
An important step was to raise awareness of the advantages of Shareflex among the sales team in the ERP area and to help them choose the right product for the respective end customer with materials such as a ‘battle card’. “This has helped us to already win several new customers in the Shareflex environment this year.”
Nowadays, the necessary Shareflex training is mainly provided in the form of remote training, both in the consulting and technical areas. “In the sales environment, employees are trained in how to present the software by introducing the most important features and functions,” explains Sascha Bippus. A large part of the learning is done by ‘learning by doing’, by giving presentations and applying the knowledge directly. Portal Systems is called in as needed to supplement the training and highlight specific features. “In addition, we received excellent support with marketing materials and PowerPoint presentations that we can use effectively in our work.”
Portal Systems will remain an important partner for KUMAVISION DMS GmbH in the future, as the solution works extremely well for the company and the market response has been very positive. Even though time and again the question arises if it makes sense to develop one’s own solutions in certain areas, the decision has been made to continue working with Portal Systems. “We really appreciate the collaboration, especially because of the fast response times, the cooperative communication and the positive market response,” Sascha Bippus sums up. “Overall, Shareflex is a great solution, with a great product and a strong team behind it.”
Patrick Carl
Chief Sales Officer
Email: info[at]portalsystems.de
This post is also available in: German