AZ Consulting GmbH CRM — NextGen

AZ Consulting GmbH serves three demanding practices under one roof — MPU assessments, Verfahrensbeistand work (child advocacy and family-court representation, including Jugendamt coordination), and sworn translations. Each practice has its own workflows, its own documents, its own deadlines. The team needed a platform that respected those differences instead of forcing a single generic shape onto all three.

The legacy system had served the consultancy for years, but daily work had outgrown it. Searching for a client took clicks where a single typed query should have done it. Court dates lived apart from case files. Translator assignments lived in spreadsheets. Audit trails were either missing or so noisy they were practically useless. The mandate was clear: build a CRM around how the team actually works — and bring every existing client, case, and document along with it.

• One platform serving three very different practices, side by side
• A transition path that wouldn't disrupt active client cases
• Search and filters that match how staff actually look for things
• Backups so reliable that nobody on the team has to think about them
• A clean audit trail per workflow — not a tangled global event log

The new CRM had to launch with every existing client, every case, every document already in place — no parallel systems, no "we'll catch up next week." That was non-negotiable. The migration was treated as a first-class feature: planned and verified end-to-end before the team ever logged in.

1. W1

   Mapping the way the team actually works

   Before any code was written, we sat with the people who use the system every day — understanding how MPU files flow, what makes a court case different from a translation job, and where the legacy system was tripping the team up. The new data model was designed around those real workflows, not around the database we were leaving behind.

2. W2

   Building the platform, moving the data

   Module by module, the new platform came together: client records, case files, documents, calendar, search. In parallel, the migration pipeline was rehearsed and re-rehearsed against test copies of the old database — until every record count matched, every document re-linked, and every euro of financial history reconciled to the cent.

3. W3

   A quiet cutover, a clean Monday morning

   The cutover ran over a weekend. By Monday morning, more than 1,000 client records and 20,000+ documents (around 19 GB) were already in place — with the legacy system kept available read-only for a week as a safety net. Nobody needed it. The team simply logged in and worked — only faster, and on a foundation built to last.

Medical-psychological assessments are paperwork-heavy and deadline-sensitive. Every case carries weeks of correspondence, expert reports, scheduling, and dependencies between documents. The MPU module brings all of that under a single client view so nothing slips through the cracks.

1 One place for the case, the documents, the dates, and the audit trail — instead of four.

Verfahrensbeistand work is built on careful coordination — between the child whose interests are represented, the parents on each side, the Jugendamt (Youth Welfare Office), and the family court. The VB & Gericht module gives the team a single, structured view of every active mandate and everyone involved in it.

Translation work has its own ecosystem: external sworn translators, language pairs, certified documents, billing per page. The Übersetzungen module is built around that reality, instead of squeezing it into a generic case shape.

A calendar full of appointments is only useful if you can tell what each entry is for. The smart calendar treats every appointment as a piece of a workflow, not a standalone event — every entry carries the client and the case it belongs to as first-class context.

A CRM is only as good as how fast you can find a record — and how clearly you can see what was changed and by whom. Both were treated as core features, not afterthoughts bolted on at the end.

• Global search across clients, cases, documents, calendar entries, and translator records — ranked by relevance, with the right module label attached to every hit.
• Contextual filters per module — every table has its own granular filter set, built around how that specific practice actually works. No generic search-box-and-hope.
• Saved views for the queries the team uses every day — open MPU files, this-week court dates, undelivered translations — kept ready, so nobody rebuilds them from scratch each morning.
• Module-scoped audit trails: instead of one giant system-wide log, every action is tracked inside the module it belongs to — so you can see who touched a specific MPU case last week without wading through unrelated events.
• Append-only audit log — entries are not edited in place; each change records user, IP, and what changed.
• Role-aware access across the board — Administrator and Mitarbeiter tiers, enforced server-side on every API route and every download.

Alongside the practice modules: data modeling, document handling, and DSGVO-oriented file access for sensitive client data.

Besides case files: an overview for management, billing helpers, internal messaging, and document upload with compression for client files.