Stone Fab Case Study: Zoho CRM and Zoho Creator

At a glance

Sales run from quote to invoice in Zoho CRM

Every order tracked through production stages

Customer approvals and QC on record

Packing lists and BOLs generated automatically

The challenge

What Stone Fab needed to fix

Stone Fab is a UAE-based stone fabrication, manufacturing and trading operation. Phase 1 set up the sales base in Zoho CRM; Phase 2, defined in a business requirements document, extended it into production and dispatch.

Quote to productionSales orders had to move into production without retyping.
Customer approvalsProduction needed two customer-approval loops before finishing.
Quality controlEach order passed QC before dispatch.
Export paperworkPacking lists and bills of lading were prepared by hand.

Bottled water moving along an automated production line. Photo credit

Before and after

What changed for the team

BeforeAfter

Sales orders had to move into production without retyping

Orders and price lists linked from Zoho CRM into the Creator production app

Two customer-approval loops were needed before finishing each order

Both customer approvals recorded against each order in Zoho Creator

Each order had to pass QC before dispatch

QC checks recorded in Zoho Creator before any order is dispatched

Packing lists and bills of lading were prepared by hand

Packing lists and bills of lading generated from the order

How it works

The business process, step by step

01
Quote
The sales team prepares a customer quotation in Zoho CRM against the lead and account. Phase 1 set up leads, accounts, quotations and invoices in CRM as the sales base for the business.
02
Sales order
When the customer confirms, the quote becomes a sales order in Zoho CRM. The order and its price-list details are linked to the Zoho Creator production app, so nothing is retyped.
03
Production stages
In Zoho Creator, each order moves through its production stages. Production staff update the stage as work progresses, so the team can see where each order is in fabrication.
04
Customer approvals
Before finishing, the order goes through two customer-approval loops recorded in Zoho Creator. Each approval is kept on record against the order before production moves on to finishing.
05
QC
Each order passes a quality control check in Zoho Creator before it can be dispatched. The QC result is recorded against the order alongside its customer approvals.
06
Invoice, BOL and dispatch
The invoice is raised from the sales record in Zoho CRM, and Zoho Creator generates the packing list and bill of lading from the order. The dispatch dashboard tracks local and export shipments.

The solution

What we built for Stone Fab

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

Leads and accounts
Customer quotations and invoices

Zoho CRM interface — Zoho CRM product screenshot, for illustration

Quote to sales order to invoice
Price-list links to production

Production stages per order
Two customer-approval loops and QC
Packing list and bill of lading generation
Dispatch dashboard

Zoho Creator interface — Zoho Creator product screenshot, for illustration

Who uses it

Sales team

Manage leads and accounts in Zoho CRM and run each sale from quotation to sales order to invoice.

Production team

Move each order through its production stages in Zoho Creator and record progress at every stage.

Quality control

Check each finished order in Zoho Creator and record the QC result before it can be dispatched.

Dispatch and logistics

Generate packing lists and bills of lading from the order and track local and export shipments on the dispatch dashboard.

Architecture

How the systems connect

InputsCRM sales ordersPrice lists

Delivered by Shyphan

OutputsPacking listsBills of ladingDispatch dashboard

Integrations

Quote, SO and invoice in CRM
One sales record from quote to invoice.
CRM to production app
Orders and price lists linked to Creator.
Packing list and BOL automation
Export documents generated from the order.
Out of scope
Zoho Books and the external ERP were excluded in Phase 2.

Reports and dashboards

Dispatch dashboard

Orders ready for or in dispatch, split between local and export shipments, in Zoho Creator.

Production stage tracker

Every open order and the production stage it has reached in Zoho Creator.

Approvals and QC status

Orders waiting on a customer-approval loop or QC check before finishing or dispatch.

Sales pipeline

Quotes, sales orders and invoices in Zoho CRM, showing each sale from quote to invoice.

The results

What the system does now

Sales run from quote to invoice in Zoho CRM
Every order tracked through production stages
Customer approvals and QC on record
Packing lists and BOLs generated automatically

Delivery

Five phases, discovery to support

01
Discovery
Process mapping, documents and data reviewed with each team.
02
Design
Target flow agreed across 2 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

5% UAE VAT

FTA-compliant tax invoices and VAT reporting.

Corporate tax readiness

Clean books that support UAE corporate tax filing.

UAE data protection

Access limited by role, with audit trails.

Arabic and English

Bilingual documents where needed.

FAQ

Questions about this project

What was delivered in each phase?

Phase 1 set up the sales base in Zoho CRM with leads, accounts, quotations and invoices. Phase 2, defined in a business requirements document, extended CRM from quote to sales order to invoice and added a Zoho Creator app for production stages, approvals, QC, export documents and dispatch.

How are the two customer approvals handled?

Each order in the Zoho Creator production app includes two customer-approval loops before finishing. The approvals are recorded against the order, followed by a QC check, so there is a record of what the customer approved and what passed inspection before dispatch.

Was accounting integration part of Phase 2?

No. Zoho Books and the external ERP were excluded from Phase 2. Invoices are raised from the sales record in Zoho CRM, and the Phase 2 scope covered the CRM sales flow and the Creator production and dispatch app.

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Stone Fab

What Stone Fab needed to fix

What changed for the team

The business process, step by step

Quote

Sales order

Production stages

Customer approvals

QC

Invoice, BOL and dispatch