Case Study: Enhancing Architecture Firm Efficiency with Zoho solutions

INFOMAZE implemented Zoho solutions for an architect firm, streamlining their sales, marketing, operations, and accounting. This resulted in efficiency improvements of over 40%.

Challenges faced by the client:

Before switching to Zoho, the company managed everything using Excel and Google Sheets. While this worked initially, it soon led to inefficiencies, confusion, and a lack of control over key operations. Some of the biggest challenges included:

Scattered Documents & Version Control Issues

Important files were all over the place, making it hard to find the latest version and collaborate effectively.

Lack of Visibility for Management

Managers could not monitor the progress of a project easily and hence couldn’t identify delays or take measures before it was too late.

No Control Over Confidential Files

Sensitive files were open to all, which raised the threat of security breaches and mishandling of data.

Inventory Management Problems

Poor tracking led to procurement delays, over-ordering, and stock shortages, affecting overall efficiency.

Disorganized Sales & Lead Management

Without a structured system, leads were getting lost, follow-ups were inconsistent, and sales opportunities were missed.

Invoicing Delays & Payment Issues

The manual invoicing process caused delays in payments, making cash flow unpredictable and harder to manage.

Solution Overview

INFOMAZE understood the client’s needs and implemented various Zoho solutions for architects, including Zoho CRM, Zoho Projects, Zoho Books, and Zoho Inventory. The approach included:

A new website with improved SEO and lead generation.
Automated lead capture and scoring with Zoho CRM implementation.
Zoho Projects for structured project management.
Zoho Books integration for seamless invoicing.
Zoho Analytics for real-time project performance tracking.
A customer portal for document approvals, payments, and project updates.
WorkDrive for centralized document storage.
Zoho customizations for custom workflows using Zoho Creator.

Detailed Overview: Implementation of Zoho Solutions

Lead Management and Sales Optimization

Zoho CRM implementation to capture leads from various sources.
Set up automated lead nurturing and scoring to help the sales team focus on high-priority leads.
Developed custom forms to collect project details and generate quotations.

Project Management Enhancements

Standardized project templates for different types of projects.
Provided real-time visibility into project progress through project management software for architects.
Enabled mobile updates for engineers to report progress from site locations.
Integrated WorkDrive for secure access to updated project documents.

Inventory and Procurement Improvements

Implemented Zoho Inventory for real-time stock tracking.
Zoho inventory management automated purchase orders to prevent project delays due to material shortages.

Accounting and Payment Processing

Linked Zoho Projects with Zoho Books for milestone-based invoicing.
Automated payment requests and invoice creation.
Integrated expense tracking at each project stage.

Analytics and Reporting

Provided real-time dashboards with Zoho Analytics.
Gave management clear insights into project performance and financials.

Profit to the Company

40%

Efficiency improvement

25%

Reduction in Project Delays

50%

Faster Invoicing & Payment Processing

30%

Increase in Sales Conversions

The solutions provided measurable benefits:

40% efficiency improvement by eliminating manual data entry.
25% Reduction in Project Delays Reduced project delays through better inventory and milestone tracking.
50% Faster Invoicing & Payment Processing Streamlined financial processes led to improved cash flow and fewer payment delays.
30% Increase in Sales Conversions Higher sales conversion rates via structured lead management.
Enhanced document security through controlled access.
Better decision-making with real-time visibility for management.

Conclusion

If you are looking for Zoho consulting services to optimize your business operations and boost efficiency, INFOMAZE is ready to help you leverage the right Zoho solutions for your specific needs.

Reach out to us today to explore how we can support your digital transformation journey through Zoho implementation.

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