The problem with spreadsheets and rented CRMs
For businesses and non-profits of 3 to 50 people, client inquiries, donor histories and member lists often end up split across email inboxes, shared spreadsheets and commercial software that does not fit.
Staff copy emails into contact notes by hand, nobody can tell who replied to a request last, and older CRM email connections fail after Microsoft 365 Basic Auth deprecation. Meanwhile, rented platforms charge for every seat and keep your client records locked inside someone else’s cloud.
Your own CRM, running under your control
ROTES Smart Solutions specializes in custom CRM development in Canada for teams that have outgrown spreadsheets or want to leave a poor-fitting platform. You never rent a product from us. Instead, you get your own CRM installed on your hardware or a cloud account opened in your name, with all records stored there.
When an open-source foundation already fits your needs, we work as an EspoCRM consultant, set up Twenty, or configure CiviCRM for non-profits in Canada. When your workflow calls for something tailored from the ground up, we build a custom application using Node.js and SQLite or PostgreSQL.
We also solve Microsoft 365 and Outlook email connections properly. Instead of relying on retired Basic Auth or paying for third-party add-ons, we set up Entra app registration with OAuth and build an in-house CRM extension using Microsoft Graph mail sync scoped only to the mailboxes you choose.
What’s included
- Process mapping around how your team handles inquiries, sales, members or donors
- Records for contacts, organizations, requests and deals with your own custom fields, stages and reports
- Non-profit and association structures for memberships, families, groups, dues, donations and payment status
- Event and program registration linked directly to contact profiles
- Microsoft 365 / Outlook OAuth CRM email integration with mailboxes linked to contact records
- Automated email and text message reminders
- Sign-in protected by two-factor authentication (2FA) and verified nightly backups
- Moving your existing contacts, spreadsheets and histories into the new system
- Installation on your server or cloud account, administrator accounts in your name, written hand-over notes and a live team walk-through
Proof: real CRM deployments
- Community school / non-profit member CRM: Upgraded a live CiviCRM system to a current version and delivered member portal functionality for family and community management.
- Smart (our in-house CRM): Powers our own website on our server in New Brunswick. Website inquiries automatically create a contact and request with status tracking, notes, change history, password plus phone-code sign-in, nightly backups and 47 automated tests. Smart is our internal tool and is not for sale—it demonstrates what a CRM built for a single company looks like.
Frequently asked questions
Do we have to use a ROTES CRM product?
No. We do not sell a shared CRM product. You get your own CRM configured or built around your organization’s processes and hosted on your server or cloud account.
How long does a typical CRM build take?
Are there ongoing CRM licence fees?
No. We build on open-source software or custom code you own, so there are no CRM licence fees. Third-party services you choose to connect, such as Microsoft 365 or payment processors, charge their own standard fees, which are listed in your written plan.
Can you connect our Microsoft 365 mailboxes without old Basic Auth?
Yes. We register an Entra application using modern OAuth and connect Microsoft Graph mail sync directly to your CRM, scoped only to the specific mailboxes you approve.
Put your client and member records in one place
Tell us how your team tracks requests, clients or members today, and get a written plan and quote.