How Energiezentrale BC Automated Their Entire CRM and Contract Management With Emergent?

Energiezentrale BC, a fast-growing energy procurement company in Schwetzingen, Germany, manages electricity and gas contracts for over 500 customer locations with a compact four-member team. As the volume of emails, contracts, and customer interactions increased, their manual processes became a major bottleneck. They needed a way to automate communication, streamline contract management, and create scalable digital infrastructure without hiring developers or learning to code.

Using Emergent’s agentic vibe coding platform, the team transformed their operations by building a complete CRM, contract tracking system, customer portal, referral workflow, and company website entirely through natural language prompts.

Use Case Overview

Energiezentrale BC, an energy procurement company based in Schwetzingen, Germany, manages electricity and gas purchasing for around 500 customer locations. With a lean four member team (two in back office, two in sales), they needed a scalable way to handle customer communication, manage contracts, and automate routine operations. Using Emergent, they built a complete end to end CRM, contract tracking system, customer portal, referral system, and website entirely through natural language prompts.

Challenges

1. Email Overload and CRM Gaps

The team received a “ton of emails every day” but lacked any automated workflow to process them.

They needed a system that could:

• Classify and route emails

• Link each email to a specific customer and location

• Generate prepared message templates

• Help the team respond quickly without manual effort

Attempts to use tools like Intermod or Make.com failed because they were “too hard,” especially for a team with no background in computer science or automation.

2. Manual, Error Prone Contract Management

They needed a central place to track:

• Which customer had which tariff

• Contract pricing per city or location

• Contract end dates

• Renewals and new contract management

The existing method was described as “ape work,” a slow and repetitive process that blocked the company from scaling its operations.

Solutions

Using Emergent’s AI powered vibe coding platform and Agent Neo, the team built a fully custom operational system in just three months of part time work, without any traditional coding knowledge.

Key Components Built on Emergent

1. Automated Email Processing System

• Incoming emails are captured in the system.

• Team members can click an email, tag it to a customer or location, and classify it (for example “contract confirmation”).

• The system generates response templates automatically.

• Each action updates a master sheet with contract details such as price and end date.

2. Centralized Contract Management

• A unified master sheet list tracks all contract data.

• Updates happen automatically when the team processes emails.

• This eliminates all manual contract tracking.

3. Secure Customer Portal

A full self service customer portal where clients can:

• Log in and view all contracts

• See pricing, term dates, and contract status

• Open support tickets

• Ask questions about bills

• Choose between multiple locations if they manage several sites

4. Referral Program Automation

They built a semi automated referral system that:

• Tracks referrals

• Creates bills

• Simplifies the incentive flow

5. Company Website in 3 Hours

Using Emergent, they built their entire website “in only three hours” without needing a developer.

The founder emphasized that Emergent enabled a complete beginner to build advanced systems without knowing what an API or Google Console was.

Outcomes

1. Professional and Scalable Infrastructure

Energiezentrale BC now operates with a robust system similar to what large enterprises use.

2. Massive Time Savings

Manual “ape work” has been replaced with automation:

• Faster email handling

• Zero repetitive contract tracking

• Centralized data updates

3. Business Growth Enabled

The team is no longer stuck dealing with manual operations. With automation in place, they can now scale, onboard new clients, and manage more locations.

4. Better Customer Experience

Customers can:

• Log in anytime

• View real time information

• Track contracts and pricing

• Submit support tickets with ease

5. Empowering Non Developers

The most important transformation:

They achieved results they “did not even imagine” were possible. Emergent made it possible to build everything without prior development knowledge.