Diamond Vision Case Study: Zoho CRM

At a glance

Every unit traceable by batch and expiry

Clinic and retail pricing applied automatically

Imports, stock and invoices on one system

Reorder visibility before stock runs out

The challenge

What Diamond Vision needed to fix

Diamond Vision distributes aesthetic skincare, haircare and clinical products in Saudi Arabia, selling to clinics and retail outlets. Imported products carry batch numbers and expiry dates that must be controlled through to the customer.

Batch and expiry controlImported stock had to be tracked by batch and expiry date.
Clinic and retail pricingDifferent customers bought from different price lists.
Import procurementSupplier orders and imports had to tie into stock and costs.
ReplenishmentThe team needed to see what to reorder before lines ran out.

Warehouse worker scanning stock in a racked aisle. Photo credit

Before and after

What changed for the team

BeforeAfter

Imported stock had to be tracked by batch and expiry date

Batch and expiry recorded in Zoho Inventory on every receipt and sale

Each customer type needed its own price list on every order

Clinic and retail pricing applied automatically from the assigned price list

Supplier orders and imports had to tie into stock and costs

Import purchase orders, stock and invoices held on one system

The team needed to see what to reorder before lines ran out

Reorder levels per product flag lines before stock runs out

How it works

The business process, step by step

01
Clinic or retail enquiry
A clinic or retail outlet sends an enquiry, which the sales team logs in Zoho CRM against the customer's account, so every enquiry and order is tracked per account from the first contact.
02
Price list selection
Sales staff select the products the customer wants, and the price list assigned to that clinic or retail account in Zoho CRM is applied, so each customer type is quoted at its own pricing.
03
Supplier PO and import
The purchasing team raises supplier purchase orders for imports in Zoho Inventory. When a shipment arrives, the goods are received into stock, so imports tie directly into stock levels and costs.
04
Batch and expiry stock
Each receipt is recorded in Zoho Inventory with its batch number and expiry date. Batch controls and traceability checks built in Zoho Creator help the warehouse team keep lot records complete.
05
Picking
Warehouse staff pick each order by batch in Zoho Inventory, so the batch and expiry date of every unit sold is recorded against the sale and can be traced back to its receipt.
06
Invoice and replenish
Finance issues a ZATCA-compliant tax invoice with 15% VAT from Zoho Books. Reorder levels per product in Zoho Inventory then show purchasing which lines need replenishing before they run out.

The solution

What we built for Diamond Vision

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

Clinic and retail accounts with assigned price lists
Enquiries and orders tracked per account

Zoho CRM interface — Zoho CRM product screenshot, for illustration

Batch and expiry tracking on every receipt and sale
Supplier purchase orders for imports
Reorder levels per product

Zoho Inventory interface — Zoho Inventory product screenshot, for illustration

Batch controls and traceability checks

Zoho Creator interface — Zoho Creator product screenshot, for illustration

Sales by customer type and product line

Zoho Analytics interface — Zoho Analytics product screenshot, for illustration

ZATCA-compliant tax invoices with 15% VAT

Who uses it

Sales team

Manage clinic and retail accounts in Zoho CRM, log enquiries and orders, and work with each account's assigned price list.

Purchasing

Raise supplier purchase orders for imports in Zoho Inventory and use reorder levels to decide which products to replenish.

Warehouse team

Receive stock with batch and expiry details, pick orders by batch and complete the traceability checks in Zoho Creator.

Finance

Issue ZATCA-compliant tax invoices with 15% VAT from Zoho Books for clinic and retail orders.

Management

Review sales by customer type and product line in Zoho Analytics to see how each channel and range performs.

Architecture

How the systems connect

InputsB2B clinic orderingOnline shop

Delivered by Shyphan

OutputsZATCA e-invoicesLot traceabilityAnalytics dashboards

Integrations

B2B clinic ordering
Clinic orders flow to CRM and stock.
Online shop to Inventory
Web orders share the same stock pool.
ZATCA e-invoices
Fatoora-format invoices from Zoho Books.
Lot traceability
Each sale traceable to its batch.

Reports and dashboards

Sales by customer type

Sales split between clinic and retail customers, reported in Zoho Analytics.

Sales by product line

Sales across skincare, haircare and clinical product lines, showing which ranges sell to which customers.

Batch and expiry stock

Stock on hand by batch number and expiry date, taken from Zoho Inventory lot records.

Reorder report

Products at or below their reorder level in Zoho Inventory, so purchasing can plan the next imports.

The results

What the system does now

Every unit traceable by batch and expiry
Clinic and retail pricing applied automatically
Imports, stock and invoices on one system
Reorder visibility before stock runs out

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 does Diamond Vision trace a product back to its batch?

Every receipt and sale in Zoho Inventory carries the batch number and expiry date, and orders are picked by batch. Batch controls and traceability checks built in Zoho Creator support this, so each sale can be traced to the batch it came from.

How do clinic and retail customers get different prices?

Each clinic and retail account in Zoho CRM has an assigned price list. When products are selected for an order, that customer's price list is applied automatically, so sales staff do not need to work out which pricing applies to which customer.

Do online shop orders use the same stock as clinic orders?

Yes. Web orders from the online shop flow into Zoho Inventory and share the same stock pool as B2B clinic orders, which flow to Zoho CRM and stock. Both channels draw on the same batch and expiry records.

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Diamond Vision

What Diamond Vision needed to fix

What changed for the team

The business process, step by step

Clinic or retail enquiry

Price list selection

Supplier PO and import

Batch and expiry stock

Picking

Invoice and replenish