Autoline Case Study: Zoho CRM, Zoho Creator and Zoho Books

At a glance

Enquiries tracked from feasibility to quote

Installations run from a checklist

Maintenance visits booked and tracked

ZATCA-compliant invoices for every sale

The challenge

What Autoline needed to fix

Autoline supplies automatic touchless and brush car wash systems in Saudi Arabia, made in Turkey and delivered turnkey: design, installation, handover and maintenance by its own team, with a 48-hour technical response promise backed by spare-parts stock.

Enquiries to feasibilityInvestor enquiries needed a feasibility study before a quote.
Installation jobsEach site installation ran through a checklist to handover.
Maintenance visitsAfter-sales visits had to be booked and tracked against the 48-hour promise.
BillingSystems, service and spare parts had to be invoiced under ZATCA rules.

Car passing between brushes in an automatic car wash. Photo credit

Before and after

What changed for the team

BeforeAfter

Investor enquiries needed a feasibility study before any quote

Enquiries tracked in Zoho CRM from feasibility study to quote

Each site installation had to run through a checklist

Installation checklists and handover recorded per site in Zoho Creator

Maintenance visits had to be tracked against the 48-hour promise

Maintenance visits booked online in Zoho Bookings and tracked

Systems, service and parts had to be invoiced under ZATCA rules

ZATCA-compliant invoices from Zoho Books for every sale

How it works

The business process, step by step

01
Enquiry
An investor or customer enquiry about a car wash system is logged in Zoho CRM, so the sales team can follow each enquiry through feasibility, quote and installation.
02
Feasibility study
The sales team prepares a feasibility study for the enquiry, covering the site and expected returns, and records it in Zoho CRM before any system quote is issued.
03
System quote
After the feasibility study, a quote for the machines and works is prepared in Zoho CRM, covering the touchless or brush car wash system and the installation scope.
04
Installation checklist
Autoline's installation team works through a job checklist in Zoho Creator for each site, from installation through to handover, so every installation follows the same recorded steps.
05
Invoice
Finance issues ZATCA-compliant invoices from Zoho Books for each installed system, service visit and spare part. Customer payments are then recorded in Zoho Books against the matching invoices.
06
Maintenance booking
Customers book maintenance visits through the Zoho Bookings widget, and visits are tracked against the 48-hour response promise. WhatsApp service reminders are sent once the provider approves the template.

The solution

What we built for Autoline

Shyphan delivered the project on Zoho CRM, Zoho Creator, Zoho Books and Zoho Bookings, covering a 6-step process with 3 integration points.

Enquiries, feasibility studies and quotes

Zoho CRM interface — Zoho CRM product screenshot, for illustration

Installation job checklists and handover

Zoho Creator interface — Zoho Creator product screenshot, for illustration

Maintenance visit scheduling

Zoho Bookings interface — Zoho Bookings product screenshot, for illustration

ZATCA invoices for systems, service and parts

Who uses it

Sales team

Log enquiries, prepare feasibility studies covering site and returns, and issue system quotes in Zoho CRM.

Installation team

Complete the installation job checklist and record handover for each site in Zoho Creator.

Service team

Handle maintenance visits booked in Zoho Bookings and track them against the 48-hour technical response promise.

Finance

Issue ZATCA invoices for systems, service and spare parts and record customer payments in Zoho Books.

Architecture

How the systems connect

InputsBooking widgetCustomer payments

Delivered by Shyphan

OutputsZATCA invoicesWhatsApp reminders

Integrations

Booking widget to schedule
Customers book service visits online.
Payments to finance
Payments recorded in Zoho Books.
WhatsApp reminders
Service reminders sent once the provider approves the template.

Reports and dashboards

Enquiry pipeline

Enquiries in Zoho CRM by stage, from feasibility study through to quote.

Installation status

Installation jobs in Zoho Creator and how far each site is through its checklist to handover.

Maintenance schedule

Upcoming and completed maintenance visits booked through Zoho Bookings, tracked against the 48-hour promise.

Invoices and payments

ZATCA invoices for systems, service and parts in Zoho Books, with payments recorded against them.

The results

What the system does now

Enquiries tracked from feasibility to quote
Installations run from a checklist
Maintenance visits booked and tracked
ZATCA-compliant invoices for every sale

Delivery

Five phases, discovery to support

01
Discovery
Process mapping, documents and data reviewed with each team.
02
Design
Target flow agreed across 4 apps and 3 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 maintenance visits booked and tracked?

Customers book service visits online through a Zoho Bookings widget, which places them on the maintenance schedule. Visits are tracked against Autoline's 48-hour technical response promise, which is backed by its own spare-parts stock.

Are WhatsApp service reminders live?

Service reminders are set up to go out through WhatsApp, and they are sent once the provider approves the message template. Template approval is required by the WhatsApp provider, so reminders start only after it is granted. Booking and tracking visits in Zoho Bookings does not depend on it.

Why is a feasibility study recorded before the quote?

Investor enquiries needed a feasibility study covering the site and expected returns before a quote. Recording it in Zoho CRM keeps the study with the enquiry, so the system quote for machines and works is prepared with that assessment on record.

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Autoline

What Autoline needed to fix

What changed for the team

The business process, step by step

Enquiry

Feasibility study

System quote

Installation checklist

Invoice

Maintenance booking