Arabian Solar Case Study: Zoho CRM

At a glance

Surveys turned into BOQ-based quotes

Materials tracked per project

Installations signed off

Warranty records by serial

The challenge

What Arabian Solar needed to fix

Arabian Solar delivers solar and renewable energy installations. Each project goes from an energy survey and BOQ to material purchasing, installation, commissioning and warranty service.

Survey to BOQEnergy surveys had to become accurate BOQs and quotes.
Materials per projectPanels and inverters were bought and issued per job.
Installation and commissioningField work needed tracking and sign-off.
Warranty serviceSerials and warranties had to be kept for years.

Worker in hard hat installing rooftop solar panels. Photo credit

Before and after

What changed for the team

BeforeAfter

Energy surveys had to become accurate BOQs and quotes

BOQs are imported into Zoho CRM quotes after each survey

Panels and inverters were bought and issued job by job

Materials are purchased and tracked per project with serial numbers

Installation and commissioning work needed tracking and sign-off

Installations are tracked in Zoho Projects and signed off

Serials and warranties had to be kept for years

Warranty records are held by panel and inverter serial

How it works

The business process, step by step

01
Site lead
New installation leads are recorded in Zoho CRM with the site and customer details, giving the sales team one place to manage each enquiry through to a quote.
02
Energy survey
The team carries out an energy survey covering the site and its electrical load, and the survey results are recorded against the lead in Zoho CRM.
03
BOQ and quote
The design BOQ is imported into a quote in Zoho CRM and priced for the customer. When the deal is won, it opens the installation project automatically.
04
Material purchase
Panels, inverters and other materials are purchased and issued per project in Zoho Inventory, with serial numbers recorded so each item can be traced to its installation.
05
Installation
Installation work is planned and tracked in Zoho Projects as tasks for the field team, and each installation is signed off before the system moves on to commissioning.
06
Commissioning and warranty
Zoho FSM handles commissioning and later warranty visits, with photos stored per visit, while panel and inverter serials stay linked to the warranty record. Zoho Books raises the project invoices.

The solution

What we built for Arabian Solar

Shyphan delivered the project on Zoho CRM, Zoho Projects, Zoho Inventory, Zoho Books and Zoho FSM, covering a 6-step process with 4 integration points.

Leads, surveys and quotes

Zoho CRM interface — Zoho CRM product screenshot, for illustration

Installation projects

Zoho Projects interface — Zoho Projects product screenshot, for illustration

Materials with serial tracking

Zoho Inventory interface — Zoho Inventory product screenshot, for illustration

Commissioning and warranty visits with photos

Zoho FSM interface — Zoho FSM product screenshot, for illustration

Project invoicing

Who uses it

Sales team

Manage site leads, survey results and BOQ-based quotes in Zoho CRM until a deal is won

Survey and design team

Carry out energy surveys of site and load and prepare the BOQ that is imported into quotes

Procurement and stores

Buy panels, inverters and other materials in Zoho Inventory and issue them per project with serials

Installation and service teams

Track installation tasks in Zoho Projects and record commissioning and warranty visits with photos in Zoho FSM

Finance team

Raise project invoices in Zoho Books against each installation project as work progresses

Architecture

How the systems connect

InputsDesign BOQsEnergy surveysField-service photos

Delivered by Shyphan

OutputsInstallation projectsWarranty trackerProject invoices

Integrations

Design and BOQ import
BOQs loaded into quotes.
Deal to job
Won deals open the project.
Serial and warranty tracker
Panel and inverter serials kept.
Field-service photos
Photos stored per visit.

Reports and dashboards

Lead and quote pipeline

Site leads, energy surveys and BOQ-based quotes in Zoho CRM by stage

Project materials

Materials purchased and issued per project in Zoho Inventory, with serial numbers

Installation progress

Installation projects and task status in Zoho Projects, up to sign-off

Warranty register

Installed panels and inverters by serial number with their commissioning and warranty visit history

The results

What the system does now

Surveys turned into BOQ-based quotes
Materials tracked per project
Installations signed off
Warranty records by serial

Delivery

Five phases, discovery to support

01
Discovery
Process mapping, documents and data reviewed with each team.
02
Design
Target flow agreed across 5 apps and 4 integration points.
03
Build
Apps configured, custom logic built and integrations connected.
04
Test and train
User acceptance testing with real scenarios and role-based training.
05
Go-live and support
Cut-over, hypercare and ongoing improvements.

Local rules built in

ZATCA e-invoicing

Fatoora-format tax invoices with XML and QR, cleared or reported as required.

15% VAT

Standard, zero-rated and exempt supplies mapped, with return-ready reports.

Saudi PDPL

Personal data kept to what the process needs, with role-based access.

Arabic and English

Bilingual documents where customers and authorities expect them.

FAQ

Questions about this project

How are panel and inverter warranties tracked?

Materials are tracked with serial numbers in Zoho Inventory, and a serial and warranty tracker keeps panel and inverter serials linked to each installation. Commissioning and warranty visits are recorded in Zoho FSM with photos, so the service history for each serial stays available for later visits.

How does a survey become a quote?

The energy survey records the site and load. The resulting design BOQ is imported into a quote in Zoho CRM, where it is priced for the customer. When the deal is won, it opens the installation project in Zoho Projects.

Why is Zoho FSM used alongside Zoho Projects?

Zoho Projects tracks the installation itself, while commissioning and warranty service happen as visits to the customer's site. Zoho FSM is built for field visits, letting technicians record each commissioning or warranty visit with photos against the installed equipment.

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Arabian Solar

What Arabian Solar needed to fix

What changed for the team

The business process, step by step

Site lead

Energy survey

BOQ and quote

Material purchase

Installation

Commissioning and warranty