Atlantic Supplies Case Study: Zoho CRM

At a glance

Quotes built from the project BOQ

Vendor pricing captured per enquiry

Stock visible across warehouses

Deliveries and invoices tied to projects

The challenge

What Atlantic Supplies needed to fix

Atlantic Supplies is a Saudi supplier of MEP products, hot and cold water systems, drainage and industrial products. Most sales start with a consultant or contractor specifying items for a project.

Technical item selectionQuotes depend on choosing the right technical items for each project.
Vendor RFQsManufacturer and vendor prices had to be gathered and compared per quote.
Imports and multiple warehousesImported stock moved through several warehouses.
Project-linked billingDeliveries and invoices had to follow the project BOQ.

Forklift moving stacked pallets inside a warehouse. Photo credit

Before and after

What changed for the team

BeforeAfter

Quotes depended on choosing the right technical items for each project

Quotes built from the project BOQ in Zoho CRM

Vendor prices gathered and compared separately for every quote

Vendor pricing captured against each enquiry from imported price sheets

Imported stock moved through several warehouses and had to be followed

Stock and serials visible across every warehouse in Zoho Inventory

Deliveries and invoices had to follow the project BOQ

Deliveries tracked against the BOQ and invoices tied to each project

How it works

The business process, step by step

01
Project enquiry
A consultant or contractor sends a project enquiry, and the sales team records it in Zoho CRM against the consultant, contractor and project records, so every request is linked to its project.
02
Item selection
Sales engineers choose the technical items that match the project requirement, using manufacturer catalogues imported for quoting, so the quote starts from the right MEP, water, drainage or industrial products.
03
Vendor RFQ
The team requests prices from manufacturers and vendors for the selected items. Vendor price sheets are imported so prices can be compared, and the vendor pricing is captured against each enquiry.
04
Customer quote
The project BOQ is turned into a customer quote in Zoho CRM, with each line based on the selected technical items and vendor pricing, ready to send to the consultant or contractor.
05
Import and stock
Once the order is confirmed, purchasing raises purchase orders to manufacturers in Zoho Inventory. Imported stock is received into the relevant warehouse, with stock levels and serials visible across all warehouses.
06
Delivery and invoice
Deliveries are tracked against the project BOQ in Zoho Projects. Finance then issues ZATCA tax invoices from Zoho Books and follows up collections, so billing stays tied to the project.

The solution

What we built for Atlantic Supplies

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

Consultant, contractor and project records
BOQ-based quotes

Zoho CRM interface — Zoho CRM product screenshot, for illustration

Multi-warehouse and serial tracking
Purchase orders to manufacturers

Zoho Inventory interface — Zoho Inventory product screenshot, for illustration

Project deliveries tracked against the BOQ

Zoho Projects interface — Zoho Projects product screenshot, for illustration

Sales by project, product line and vendor

Zoho Analytics interface — Zoho Analytics product screenshot, for illustration

ZATCA tax invoices and collections

Who uses it

Sales team

Record consultant, contractor and project enquiries in Zoho CRM, select technical items and prepare BOQ-based customer quotes.

Purchasing

Gather vendor RFQ pricing, import vendor price sheets and raise purchase orders to manufacturers in Zoho Inventory.

Warehouse team

Receive imported stock into the right warehouse and track quantities and serial numbers across locations in Zoho Inventory.

Project delivery

Track deliveries for each project against its BOQ in Zoho Projects, so delivered and outstanding items are clear.

Finance

Issue ZATCA tax invoices from Zoho Books and follow up collections for each project and customer.

Architecture

How the systems connect

InputsVendor price sheetsManufacturer cataloguesProject BOQs

Delivered by Shyphan

OutputsZATCA FatooraCustomer quotesAnalytics dashboards

Integrations

Vendor price sheets
Catalogues and price sheets imported for quoting.
Multi-warehouse tracking
Stock and serials across warehouses.
BOQ to quote
Project BOQs turned into customer quotes.
ZATCA tax invoices
Fatoora-format invoicing.

Reports and dashboards

Sales by project

Sales value for each consultant or contractor project, reported in Zoho Analytics.

Sales by product line

Sales across MEP, hot and cold water, drainage and industrial product lines.

Sales by vendor

Sales grouped by manufacturer or vendor, showing which supplier lines sell most.

Warehouse stock

Stock levels and serial numbers held in each warehouse, taken from Zoho Inventory.

The results

What the system does now

Quotes built from the project BOQ
Vendor pricing captured per enquiry
Stock visible across warehouses
Deliveries and invoices tied to projects

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 vendor prices used in Atlantic Supplies' quotes?

Manufacturer catalogues and vendor price sheets are imported for quoting, and the vendor pricing collected through RFQs is captured against each enquiry. The sales team then turns the project BOQ into a customer quote in Zoho CRM using the selected items and that pricing.

How is stock tracked across several warehouses?

Zoho Inventory holds stock for each warehouse, with serial tracking on items. Purchase orders to manufacturers are received into the relevant warehouse, so the team can see quantities and serials across all locations when planning deliveries to a project.

Why was Zoho Projects included for a supply business?

Sales are tied to construction projects with a BOQ, and deliveries and invoices have to follow it. Zoho Projects tracks project deliveries against the BOQ, which keeps delivery progress and invoicing in Zoho Books linked to the right project.

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Atlantic Supplies

What Atlantic Supplies needed to fix

What changed for the team

The business process, step by step

Project enquiry

Item selection

Vendor RFQ

Customer quote

Import and stock

Delivery and invoice