RSRS Spira Case Study: Zoho CRM

At a glance

One record from enquiry to invoice

Fewer manual handoffs between teams

Invoices tied to delivered work

Pipeline and receivables in one view

The challenge

What RSRS Spira needed to fix

RSRS Spira engaged Shyphan to run its day-to-day flow on connected Zoho apps, so every step from enquiry to invoice lives in one system.

Disconnected stepsSales, operations and finance were tracked in separate places.
Manual handoffsInformation was retyped between teams at each step.
Billing accuracyInvoices had to match what was delivered.
Management visibilityOwners needed one view of the pipeline and receivables.

Team meeting around a boardroom table during a presentation. Photo credit

Before and after

What changed for the team

BeforeAfter

Sales, operations and finance were tracked in separate places

One record from enquiry to invoice across CRM, Projects and Books

Information was retyped between teams at each handoff step

Confirmed work flows from CRM to Projects to Books

Invoices had to match the work that was delivered

Invoices raised from signed-off deliverables in Zoho Books

Owners needed one view of the pipeline and receivables

Pipeline and receivables visible together in one management view

How it works

The business process, step by step

01
Work request
A work request or enquiry is recorded in Zoho CRM, including website and inbound enquiries, so each request starts as one record that later steps build on instead of being retyped.
02
Assignment
Confirmed work is assigned in Zoho Projects, where tasks are given to team members. The request details carry through from Zoho CRM, so the delivery team starts from the same record.
03
Deliverable sign-off
When the work is complete, the deliverable is reviewed and signed off as approved, which confirms what has been delivered and what is ready to be billed.
04
Invoice
Approved work flows to Zoho Books, where finance raises the invoice. Because it comes from the signed-off deliverable, the invoice is tied to the work that was actually delivered.
05
Reporting
Management reviews the pipeline and receivables together in one view, drawing on Zoho CRM for open work and Zoho Books for invoices and outstanding payments.

The solution

What we built for RSRS Spira

Shyphan delivered the project on Zoho CRM, Zoho Projects and Zoho Books, covering a 5-step process with 2 integration points.

Who uses it

Sales team

Record work requests and enquiries in Zoho CRM and confirm work before it moves to delivery.

Delivery team

Carry out assigned work in Zoho Projects and submit deliverables for sign-off when complete.

Finance

Raise invoices in Zoho Books from approved deliverables and follow up receivables.

Management

Review the pipeline and receivables in one view to follow work from enquiry to payment.

Architecture

How the systems connect

InputsWebsite formsInbound enquiries

Delivered by Shyphan

OutputsCustomer invoicesManagement reporting

Integrations

Enquiry capture to CRM
Website and inbound enquiries recorded in CRM.
Sales to finance
Confirmed work flows to invoicing.

Reports and dashboards

Pipeline view

Open work requests and enquiries in Zoho CRM and the stage each has reached.

Work in progress

Assigned work in Zoho Projects and which deliverables are awaiting sign-off.

Invoices raised

Invoices issued from approved deliverables in Zoho Books, by customer and period.

Receivables

Outstanding invoices and payments due from customers, from Zoho Books.

The results

What the system does now

One record from enquiry to invoice
Fewer manual handoffs between teams
Invoices tied to delivered work
Pipeline and receivables in one view

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 2 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.

FAQ

Questions about this project

How do the Zoho apps divide the work?

Zoho CRM holds work requests and enquiries, Zoho Projects handles assignment and delivery, and Zoho Books handles invoicing. Confirmed work flows from one app to the next, so the same record runs from the first enquiry through to the invoice and reporting.

How are invoices kept in line with delivered work?

Each deliverable is signed off as approved before billing. The invoice is then raised in Zoho Books from that approved work, so what is billed reflects what was signed off, and delivery details do not need to be retyped for finance.

How are enquiries captured?

Website and inbound enquiries are recorded in Zoho CRM as they arrive. Each one becomes the starting record for the work, which is then assigned in Zoho Projects and later invoiced in Zoho Books once the deliverable is approved.

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RSRS Spira

What RSRS Spira needed to fix

What changed for the team

The business process, step by step

Work request

Assignment

Deliverable sign-off

Invoice

Reporting