Eventus Case Study: Zoho CRM, Zoho Projects and Zoho Books

At a glance

RFPs turned into costed proposals

Suppliers and crews scheduled per event

Execution run from checklists

Margin known per event

The challenge

What Eventus needed to fix

Eventus is a Riyadh event management firm. Every event moves from a brief or RFP to a proposal, supplier bookings, crew scheduling and on-the-day execution.

Proposals from RFPsEach RFP needed a costed proposal.
Venues and suppliersMany POs per event had to be tracked.
Crew schedulingCrews had to be scheduled across overlapping events.
Event marginFinal margin depended on all supplier costs.

Conference audience at round tables facing a speaker. Photo credit

Before and after

What changed for the team

BeforeAfter

Each incoming RFP needed its own costed proposal for the client

RFPs are turned into costed proposals in Zoho CRM

Many venue and supplier POs per event had to be tracked

Supplier costs are recorded per event in Zoho Expense and Books

Crews had to be scheduled across overlapping events

Crew schedules in Zoho Creator show assignments across all events

Final margin depended on capturing every supplier cost

Margin is known per event from invoices and posted supplier bills

How it works

The business process, step by step

01
Brief or RFP
The sales team logs each client brief or RFP in Zoho CRM against the client account, so every opportunity and its requirements sit in one pipeline.
02
Event proposal
The team builds a costed proposal in Zoho CRM for the brief or RFP. When the client accepts it, the won proposal becomes an event project in Zoho Projects.
03
Venue and supplier POs
Planners book venues and suppliers against the event plan, checking venue calendars for availability, and supplier costs are recorded in Zoho Expense and posted to Zoho Books per event.
04
Crew schedule
Crew are assigned in a Zoho Creator schedule that shows commitments across overlapping events, so operations can see who is available before confirming each assignment.
05
Execution checklist
On the day, the team works through the execution checklist in Zoho Creator, marking tasks complete, while registration and ticketing data is linked to the event's attendee records.
06
Approval and invoice
After client approval, finance raises the invoice in Zoho Books, and because supplier bills are posted against the same event, the final margin is known for each event.

The solution

What we built for Eventus

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

RFPs and proposals

Zoho CRM interface — Zoho CRM product screenshot, for illustration

Event plans

Zoho Projects interface — Zoho Projects product screenshot, for illustration

Crew schedules and execution checklists

Zoho Creator interface — Zoho Creator product screenshot, for illustration

Supplier costs

Client invoices and margin

Who uses it

Sales and proposals team

Record briefs and RFPs in Zoho CRM and prepare costed proposals for each client event

Event planners

Run event plans in Zoho Projects, book venues and suppliers and check venue availability

Crew and operations leads

Schedule crews in Zoho Creator and run on-the-day execution checklists for each event

Finance team

Post supplier costs per event, invoice clients in Zoho Books and review final margin per event

Architecture

How the systems connect

InputsClient RFPsEvent registrationsVenue calendars

Delivered by Shyphan

OutputsSupplier billsClient invoicesMargin reports

Integrations

Quote to project
Won proposals become event projects.
Registrations to attendees
Ticketing data linked.
Vendor cost to Books
Supplier bills posted per event.
Venue calendars
Venue availability tracked.

Reports and dashboards

Proposal pipeline

Briefs, RFPs and costed proposals in Zoho CRM by stage and client

Crew schedule

Crew assignments across overlapping events from Zoho Creator, showing who is booked and when

Event supplier costs

Venue and supplier costs recorded per event in Zoho Expense and posted to Zoho Books

Event margin report

Client invoice value against supplier costs for each event, giving the final margin

The results

What the system does now

RFPs turned into costed proposals
Suppliers and crews scheduled per event
Execution run from checklists
Margin known per event

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 a won proposal become an event plan?

Proposals are prepared and tracked in Zoho CRM. When a proposal is won, it becomes an event project in Zoho Projects, so planners start from the agreed scope instead of re-entering details, and venue and supplier bookings are tracked against that project.

How is margin calculated for each event?

Supplier costs are captured per event in Zoho Expense and posted to Zoho Books as supplier bills. The client invoice is raised in Zoho Books for the same event, so revenue and all supplier costs sit together and the margin for each event can be reported.

Why use Zoho Creator for crew and checklists?

Crew scheduling across overlapping events and on-the-day checklists are specific to how Eventus works. Zoho Creator allows custom apps to be built for these processes, giving the team crew schedules and execution checklists that sit alongside the other Zoho apps.

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Eventus

What Eventus needed to fix

What changed for the team

The business process, step by step

Brief or RFP

Event proposal

Venue and supplier POs

Crew schedule

Execution checklist

Approval and invoice