A corporate group rarely has a single inside sales team. There are several companies, often with their own range and their own ERP client, plus locations and teams with their own responsibilities. Introducing AI for bills of quantities, quotes and orders raises the question: one system for everyone or one per company? This article shows how a group can be set up in Mercura and how to approach the roll-out.

Key takeaways

• In Mercura, each company can be its own organisation with its own article master, its own rules and its own ERP export.

• People who work for several companies switch between organisations without logging in again.

• Rules route incoming requests automatically to the right location and the responsible person.

• Exports carry the location of the request, and ERP exports run per location.

One system or many?

Separate systems per company look tidy at first glance. In practice they mean several contracts, several roll-outs and no shared view. A shared platform with clearly separated organisations combines both: the companies stay separate, while roll-out, security and operations are run centrally.

Companies as separate organisations

In Mercura, each company can be its own organisation. Each organisation has:

• its own article master: the AI only suggests articles from that company's range.

• its own rules: for example for matching, responsibilities and export.

• its own integration: the ERP integration is set up per organisation, with its own export format.

• separated data: organisations are separated from each other at database level.

People who work for several companies, such as a central team, switch between organisations without logging in again. Shared links automatically open the right organisation.

Locations and responsibilities

Within a company, requests often arrive in a shared mailbox and have to be distributed first. In Mercura, admins define rules: if a request has certain characteristics, it goes to a specific location and a responsible person. Rules can be tested against a real email before they go live. Requests that were filed incorrectly can be reassigned directly in the inbox.

On export, every request carries its location. ERP exports run per location, and ERP object numbers can be maintained per request. That way a quote lands in the right structure in the ERP without anyone having to rebook it afterwards.

Controlling access centrally

In groups, IT is usually organised centrally. Mercura supports login with Microsoft Entra ID (SAML/OIDC) and user provisioning via SCIM from Entra ID, Okta or other identity providers. Roles follow the security groups. IT creates users once and controls through groups who works in which role. Read more in our article on security for AI in inside sales.

Rolling out step by step

Large groups rarely introduce new software everywhere at once. A three-step approach has proven itself:

1. Pilot in one company or department: with real bills of quantities and requests, clear goals and a connected ERP.

2. Expand to more teams: rules and integration are carried over and adapted to the next organisation.

3. Group roll-out: central user management, shared standards, separate data per company.

This is also how it works at REHAU. The building technology inside sales team saves 60% of the time spent on quotes with Mercura and now works entirely with it. Next, REHAU plans to roll it out to further departments. Danfoss shows how fast a start can be: two weeks from proof of concept to go-live.

What to check in the evaluation

• Can each company be set up with its own article master and its own ERP integration?

• Can people switch between companies without several accounts?

• Can requests be routed to locations and people by rules?

• Does user management run through your central identity management?

• Is the companies' data technically separated?

You will find all evaluation criteria in our enterprise checklist. How the hand-over to SAP works is described in our article on SAP integration for quotes and bills of quantities.

Frequently asked questions

Can Mercura handle several companies in one system? Yes. Each company can be its own organisation with its own article master, its own rules and its own ERP export.

Do people need a separate account for each company? No. They switch between organisations without logging in again.

How do requests reach the right location? Through rules that admins define and test against real emails. They route requests to the location and the responsible person.

Can each company connect its own ERP? Yes. The integration is set up per organisation, and within an organisation ERP exports run per location.

How do large companies introduce Mercura? Usually with a pilot in one company or department, then step by step in further teams.

You will find more about the features on Quotes and tenders and Order processing. If you want to talk through your group structure, book a demo.

Sources

• Customer stories of REHAU and Danfoss on mercura.ai, success stories section, retrieved 10 November 2026

• Mercura product documentation on organisations, routing rules, single sign-on and exports, as of November 2026