GoldSense by IGM Case Study: Zoho CRM

At a glance

Every demo request followed up from CRM

Quotes approved before delivery

Devices tracked from stock to customer

GST invoices and payments tied to each deal

The challenge

What GoldSense by IGM needed to fix

GoldSense is the flagship gold verification product of India Gold Metaverse (IGM), a company bringing technology to India’s bullion and jewellery value chain. The portable, AI-powered karatometer tests gold purity without damaging the item, and is sold to jewellers, lenders and institutions after a demo.

Demo requests from the websiteEvery “Book a demo” request had to reach the sales team and be followed up.
Quotes and approvalsDevice quotes needed customer approval before delivery.
Device stockEach device had to be tracked from stock to the customer.
Invoicing and paymentsGST invoices and payments had to tie back to each deal.

Goldsmith's hands engraving a ring at a workbench. Photo credit

Before and after

What changed for the team

BeforeAfter

Website demo requests had to reach sales and be followed up

Every demo request lands in Zoho CRM for follow-up

Device quotes needed the customer's approval before any delivery

Devices are delivered only after the quote is approved

Each device had to be tracked from stock to the customer

Zoho Inventory records each device serial against its delivery

GST invoices and payments had to tie back to each deal

Approved quotes become GST invoices, with payments reconciled in Books

How it works

The business process, step by step

01
Demo request
Each “Book a demo” request on the GoldSense website is captured as a lead in Zoho CRM, so the sales team can follow up with the jeweller, lender or institution.
02
Quote
After the demo, the sales team prepares a quote in Zoho CRM setting out the devices and the commercial terms for that jeweller or institution account.
03
Customer approval
The customer reviews the quote and approves it. Only approved quotes move forward to delivery, so devices are not issued before the customer has accepted the terms.
04
Device delivery
The device is issued from stock in Zoho Inventory, with its serial number recorded against the customer's delivery, so each unit can be traced from stock to customer.
05
GST invoice and payment
The approved quote is handed to Zoho Books as a GST invoice, and incoming payments are matched to invoices through bank reconciliation, so each payment ties back to the original deal.
06
Reporting
Management reviews sales and collections from the connected Zoho CRM and Zoho Books data, seeing which deals have been invoiced, which are paid and which are still outstanding.

The solution

What we built for GoldSense by IGM

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

Demo requests and leads from the website
Jeweller and institution accounts
Quotes and approvals

Zoho CRM interface — Zoho CRM product screenshot, for illustration

Device stock and serial numbers
Deliveries per customer

Zoho Inventory interface — Zoho Inventory product screenshot, for illustration

GST invoices and payments
Bank reconciliation

Zoho Books interface — Zoho Books product screenshot, for illustration

Who uses it

Sales team

Follow up website demo requests, manage jeweller and institution accounts and prepare device quotes in Zoho CRM

Operations and stores

Issue devices from stock in Zoho Inventory and record serial numbers against each customer delivery

Finance team

Raise GST invoices from approved quotes in Zoho Books and reconcile bank payments against them

Management

Review sales and collections to see demo demand, delivered devices and outstanding payments by account

Architecture

How the systems connect

InputsWebsite demo formBank statements

Delivered by Shyphan

OutputsGST invoicesCollections reports

Integrations

Website lead capture to CRM
Demo bookings land in Zoho CRM.
Quote and invoice handoff to Books
Approved quotes become GST invoices.
Bank reconciliation
Payments matched to invoices.

Reports and dashboards

Demo request pipeline

Website demo requests and their follow-up status in Zoho CRM, by account type

Quotes and approvals

Device quotes sent and approved per jeweller or institution account

Device stock and deliveries

Devices in stock and delivered, by serial number and customer, in Zoho Inventory

Sales and collections

GST invoices raised and payments received per deal from Zoho Books

The results

What the system does now

Every demo request followed up from CRM
Quotes approved before delivery
Devices tracked from stock to customer
GST invoices and payments tied to each deal

Delivery

Five phases, discovery to support

01
Discovery
Process mapping, documents and data reviewed with each team.
02
Design
Target flow agreed across 3 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

GST

GST-compliant invoices with the right tax split.

E-invoicing

IRN and e-way bill readiness where turnover requires it.

DPDP Act

Personal data handled under India’s data protection law.

INR accounting

INR as base currency with export currencies where needed.

FAQ

Questions about this project

What happens after someone books a demo on the website?

The “Book a demo” form sends the request into Zoho CRM as a lead. The sales team follows it up from there, and the same record carries the account through the quote, approval, device delivery and invoice stages.

How is each GoldSense device tracked?

Devices are held in Zoho Inventory with serial numbers. When a customer's quote is approved, the device is issued from stock and its serial is recorded on that customer's delivery, so the team can see which device went to which jeweller or institution.

How do invoices link back to the original deal?

Approved quotes in Zoho CRM are handed to Zoho Books, where they become GST invoices. Payments are then matched to those invoices through bank reconciliation, so each payment can be traced back through the invoice to the deal and quote it came from.

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GoldSense by IGM

What GoldSense by IGM needed to fix

What changed for the team

The business process, step by step

Demo request

Quote

Customer approval

Device delivery

GST invoice and payment

Reporting