Rzeen Al Khalij 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 Rzeen Al Khalij needed to fix

Rzeen Al Khalij 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

Each job is tracked on one record from lead to invoice

Information was retyped between teams at every step

Approved work flows from sales to invoicing without retyping

Invoices needed to match the work actually completed

Invoices are raised in Zoho Books from confirmed completion

Owners needed one view of the pipeline and receivables

Management reports show the pipeline and receivables together in one view

How it works

The business process, step by step

01
Lead
Website and other inbound enquiries are recorded as leads in Zoho CRM, where the sales team reviews each one and keeps every customer conversation on a single record.
02
Estimate
The team prepares an estimate for the customer from the lead record. Once the customer approves it, the approved estimate becomes the basis for the work that follows.
03
Resources or PO
Operations arrange the resources or raise the purchase orders needed for the approved work, with Zoho Inventory tracking the items involved against the customer's job record.
04
Completion
When the work is finished, completion is confirmed on the record, so finance can see exactly what was delivered before any invoice is raised for the customer.
05
Invoice
Finance raises the invoice in Zoho Books from the approved estimate and confirmed completion, so the billed amount matches the delivered work without information being retyped.
06
Reporting
Management reviews reports drawn from Zoho CRM and Zoho Books, seeing the sales pipeline and outstanding receivables in one view instead of collecting figures from separate teams.

The solution

What we built for Rzeen Al Khalij

Shyphan delivered the project on Zoho CRM, Zoho Books and Zoho Inventory, covering a 6-step process with 2 integration points.

Who uses it

Sales team

Record enquiries in Zoho CRM, prepare estimates and track customer approval before work begins

Operations team

Arrange resources or purchase orders for approved work and confirm completion on the record

Finance team

Raise invoices in Zoho Books from confirmed work and follow up outstanding receivables with customers

Management

Review pipeline, completed work and receivables reports to follow the business from enquiry to invoice

Architecture

How the systems connect

InputsWebsite enquiriesInbound enquiries

Delivered by Shyphan

OutputsCustomer invoicesManagement reports

Integrations

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

Reports and dashboards

Lead and estimate pipeline

Leads and estimates in Zoho CRM by stage, including those approved by customers

Work in progress

Approved jobs with resources or purchase orders arranged and awaiting completion

Invoicing status

Completed work and whether it has been invoiced yet in Zoho Books

Receivables report

Outstanding invoice amounts by customer from Zoho Books for follow-up

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

What does the setup cover?

It covers the full flow from the first enquiry to management reporting: leads and estimates in Zoho CRM, resources and purchase orders with Zoho Inventory, invoicing in Zoho Books, and reports drawn from the connected data.

How are invoices kept in line with completed work?

Invoices are raised in Zoho Books after completion is confirmed on the record. Because the approved estimate and the completion sit on the same record, finance bills what was delivered rather than relying on details passed between teams.

How does management get its reports?

Sales and finance data live in connected Zoho apps, so management reports can show the pipeline from Zoho CRM alongside invoices and receivables from Zoho Books, without figures being collected by hand from separate places.

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Rzeen Al Khalij

What Rzeen Al Khalij needed to fix

What changed for the team

The business process, step by step

Lead

Estimate

Resources or PO

Completion

Invoice

Reporting