FAQ

Frequently Asked Questions – answers to the most common questions about brainX.

1. General Information

1.1. What is brainX?

brainX is a web-based CRM software (Customer Relationship Management) that helps companies manage customer relationships, structure sales processes and automate internal workflows. brainX is developed and hosted entirely in Germany.

There are two product variants:

brainX CRM – the classic CRM solution with package licensing, suitable for companies of all sizes.
brainX APP – a SaaS subscription solution, specifically for companies with subscription models and recurring billing.

1.2. What is CRM?

CRM stands for Customer Relationship Management. It refers to the strategy and associated processes with which companies systematically manage and develop their customer relationships.

A CRM system like brainX helps to centrally manage customer data, track communication and optimize sales processes — with the goal of strengthening customer loyalty and closing more deals.

1.3. Who is brainX suitable for?

brainX is aimed at companies throughout the DACH region — from small teams to larger organizations. Thanks to its modular structure, brainX can be flexibly adapted to different industries and company sizes.

brainX CRM is particularly suitable for companies that need a complete CRM with sales, service, projects, marketing and billing.

brainX APP is specifically designed for SaaS companies and providers of subscription models who are looking for an end-to-end solution from lead to DATEV transfer.

1.4. Is there a free trial?

brainX can be tested for 20 days, free of charge and without obligation. There is no automatic renewal after the trial period expires, and no credit card is required for registration.

A permanent free version is not available.

1.5. What is included in the trial version?

During the 20-day demo version, individual or all available functional packages can optionally be tested. This allows the full scope of brainX features to be explored before making a purchase decision.

1.6. How long can brainX be tested?

The trial period is 20 days. There is no automatic renewal and no credit card is required for registration.

1.7. Where can I find current pricing information?

An overview of current prices and packages is available at brainx.de/preise and brainx.app/preise respectively. The sales team is happy to provide individual quotes.

1.8. Are there minimum contract terms or notice periods?

Information on contract terms and notice periods can be found in the respective contract documents or on the pricing pages. For specific questions, the sales team is available via the contact form or by phone (Mon–Fri, 08:00–17:00, Tel. +49 8631-306935-0).

1.9. Haven't found the answer to your question?

All questions are happy to be answered personally.

Use the contact form or call: Mon–Fri, 08:00–17:00, Tel. +49 8631-306935-0.

2. Features and Modules

2.1. What is included in brainX CRM Basic?

brainX Basic is the base package and already contains numerous core functions — including contact and organization management, activities, tasks, calendar, documents and basic automation functions. Some integrations such as Microsoft 365, Zapier and ChatGPT are also available without an add-on package.

A detailed overview of the feature scope can be found on the brainX – Base Package and Add-on Packages page.

2.2. What add-on packages are available?

In addition to the base package brainX Basic, the following functional packages can be added:

Sales – Sales pipeline, leads, opportunities
Billing – Quotes, invoices, preparatory accounting
Service – Tickets, helpdesk, customer support
Projects – Project planning, time tracking, task management
Marketing – Campaigns, newsletters, lead generation

The packages can be booked individually or in combination as needed.

2.3. How does brainX support sales?

The Sales module of brainX enables the central management of customer information, the tracking of sales activities and the management of the entire sales pipeline. Automated workflows and reminders help to process leads and opportunities at the right time.

2.4. What integrations does brainX offer?

brainX can be connected to numerous external systems, including:

Microsoft 365 (email, calendar, Teams)
DATEV
Zapier
DocuSign
ChatGPT
WordPress

Some integrations are already included in the base package, others are part of an add-on package. A complete overview can be found at brainx.de/integrationen.

2.5. Is the third-party software included in an integration?

No. The integration only establishes the connection and data exchange between brainX and a third-party system. The third-party software (e.g., a Microsoft 365 license) must be purchased separately from the respective provider.

2.6. How can integrations be tested?

During the free 20-day demo version, all desired functional packages including the associated integrations can optionally be tested.

2.7. Does brainX support the e-invoicing requirement / ZUGFeRD?

Yes. brainX Billing supports the ZUGFeRD format for electronic invoices and thus helps to fulfill the legal requirements for the e-invoicing obligation. Further information can be found in the manual section on ZUGFeRD.

2.8. Is there a mobile app?

brainX is designed as a web-based application and runs in any modern web browser — including on mobile devices. A native app is not required.

2.9. Does brainX support multiple users and roles?

Yes. brainX has a user and permissions concept that enables access rights to be assigned in a targeted manner. Roles and permissions can be individually configured.

3. Data Protection and Security

3.1. How secure is data in brainX?

brainX is developed entirely in Germany and also hosted there. Cloud hosting is provided by a German hosting provider under German data protection guidelines and in compliance with the GDPR.

For companies with particularly high security requirements, in-house hosting is also available as an alternative.

Yes. brainX is GDPR-compliant. Hosting and data storage take place exclusively in Germany. In addition, Brainformatik is certified according to ISO 9001:2015.

3.3. Where is data stored?

With cloud hosting, all data is stored in German data centers. With in-house hosting, the data remains entirely within the company's own IT infrastructure.

3.4. What happens to data after termination?

Information on data retention and deletion after the end of the contract is regulated in the contract documents and the privacy policy. The support team is available for specific questions.

3.5. Who has access to my CRM data?

With cloud hosting, only the company itself has access to the CRM data. Brainformatik only accesses data within the scope of support and after explicit authorization. Details are regulated in the privacy policy and the data processing agreement.

4. Technical Aspects

4.1. Does brainX need to be installed?

No. brainX is a web-based application and runs entirely in the browser. No local installation is required.

4.2. What hosting options are available?

brainX is available in two hosting variants:

Cloud Hosting – Brainformatik hosts the CRM data in Germany. This variant offers optimal performance, easy scalability and minimal administrative effort.

In-House Hosting – The software is operated on the company's own server infrastructure. This variant offers maximum control over data and IT environment.

4.3. Which browsers are supported?

brainX supports all common modern browsers (e.g., Chrome, Firefox, Edge, Safari) in current versions. A current Chromium-based browser is recommended for the best performance.

4.4. Is there an API?

Yes. brainX offers an API as well as a Zapier connection through which brainX can be connected to other systems. Further information on the API can be found in the manual and on the integration pages.

4.5. How are updates rolled out?

Updates are centrally provided and deployed by Brainformatik. With cloud hosting, this is done without any effort on the customer's side. Release notes for current versions are available in the manual.

4.6. Is there a test or staging system?

Whether a separate staging system is available depends on the respective configuration. The support team is available for corresponding requests.

5. Onboarding and Support

5.1. What happens after purchasing?

After purchase, an onboarding process is carried out to facilitate getting started with brainX. Depending on the package booked, setup support, training and personal consulting are available.

5.2. Is there training or onboarding support?

Yes. Brainformatik offers onboarding support and training. The sales or support team is available for details on available training formats.

5.3. How do I reach support?

Support can be reached in the following ways:

Phone: +49 8631-306935-0 (Mon–Fri, 08:00–17:00)
Contact form: brainx.de/kontakt

5.4. Where can I find the complete manual?

The complete manual is available at brainx.help. It documents all modules, functions and settings of brainX.

6. brainX APP

6.1. What is brainX APP and how does it differ from brainX CRM?

brainX APP is a specialized SaaS subscription solution for companies that work with recurring billing and subscription models. In contrast to brainX CRM, which is available as a classic package license system, brainX APP is operated as a pure SaaS model.

brainX APP combines CRM, contract management, automated billing and cashflow analysis in one system — developed specifically for subscription-driven business models.

6.2. For which companies is brainX APP suitable?

brainX APP is aimed at SaaS companies and all providers with subscription models who need an end-to-end solution from lead capture through contract management to billing and DATEV transfer.

6.3. Does brainX APP support MRR tracking and cashflow analysis?

Yes. brainX APP offers integrated cashflow analysis and revenue forecasting in real time. Contract terms, monthly recurring revenues (MRR) and renewals can be centrally analyzed.

6.4. How does automated billing work in brainX APP?

brainX APP bills contracts to the day and on a pro-rata basis. Main invoices are created automatically, additional contingents are calculated fairly and incoming payments are automatically reconciled. The transfer to DATEV is done directly from the system.

6.5. Does brainX APP support SEPA direct debit?

Yes. brainX APP supports payment mandates and automatic collection via SEPA direct debit through integrated payment processing.

6.6. Where can I find more information about brainX APP?

Further information is available at brainx.app. A personal demo can be arranged directly via the website.