Sales agency seeks sales software

We are looking for simple sales support software, mainly for address and reporting purposes. It should be commercial software. We are a small sales agency based in southern Germany, specializing in the sale of capital goods (machine tools). In addition to a central office, we plan to hire 1-2 sales employees in the future. They will work remotely from their home offices and should have access to the software from there, and local data should be synchronized occasionally. So far, we have been working with a simple relational Lotus Approach database. This is used to store our customers and contacts, as well as to implement customer-specific reporting. The reports then have to be copied manually into MS Outlook and sent. In addition, a simple sales overview can be created (30 to max. 150 machines per year). Synchronization with a sales representative currently works semi-automatically via email.

Basically, we are looking for new software that can at least perform the tasks described above to some extent.

Among other things, the following should be possible:

• Customer contacts - Save reports (phone calls, visits, emails, etc.) for each customer so that a history can be viewed later. In our current system, reports were limited to a maximum of one A4 page; longer reports were usually done in MS Word. Word-like formatting was not possible until now.
• Embedding documents and emails (incoming and outgoing) in customer contacts.
• Sending reports by email to various sales partners or customers from the software via MS Outlook or similar. When sending a report to a sales partner, it must be possible to send the complete contact details of a customer if required.
• Printing letters or faxes to customers from the system, possibly also form letters.
• Follow-up function for projects.
• Synchronization between headquarters and sales staff should be possible. We currently do not have a permanently running server in use. I would like it if there were a way to store the data locally on the respective laptop or desktop and to synchronize the local data sets with each other. In my opinion, local storage has advantages in rural areas where mobile phone coverage is still not so good, and the systems also work faster.
• Be able to output selected data via MS Excel or similar for mailings.
• Be able to carry out mailings in compliance with GDPR.
• The option for a sales representative to only access data in certain zip code areas.
• Access to the most important data via smartphone, if possible.

Nice to have:

• The option to store the machines sold, along with sales figures and equipment, for each customer. This should also enable sales analysis per year and per customer (currently no invoicing).
• Route planning - see which customers from the master data are still within the planned route or at a specific location.

A maximum of four software workstations are planned, plus - if possible - access to mobile devices. MS Windows computers are used.