about
A professional cleaning service provider based in the US, needed a streamlined workflow to automate their sales and operations process. The company sought an efficient system to handle incoming inquiries, generate service estimates, and finalize agreements with clients through digital signatures. Their primary goal was to eliminate manual processes, reduce response time, and improve operational efficiency.
The Challenge
Our client faced several operational inefficiencies that hindered its ability to provide quick and seamless service to customers:
- Manual Lead Intake: Customer inquiries were collected manually, leading to slow response times.
- Tedious Estimate Generation: Creating service estimates required manual effort, increasing turnaround time.
- Contract Processing Delays: Finalizing service agreements involved multiple steps, making contract execution time-consuming.
- Lack of Real-Time Tracking: There was no centralized system to track leads, estimates, and contracts.
What Evoluz Did
Evoluz implemented a fully automated workflow within Zoho applications to optimize their sales and operations:
- Website Form Integration and Automated Lead Capture: Developed a structured Zoho Forms questionnaire to collect service requests from customers.
- Integrated Zoho Forms with Zoho CRM to ensure every submission automatically created a lead with structured data.
- Automated Estimate Generation in Zoho Books: Configured workflows in Zoho CRM to trigger automated estimate creation in Zoho Books upon lead creation.
- Standardized estimate templates to ensure accuracy in service pricing and package details.
- Digital Contract Execution via Zoho Sign: Integrated Zoho Sign with Zoho Books to send estimates for electronic signature.
- Implemented automated email notifications to track document signing status in real time.
- Real-Time Tracking and Reporting: Built custom dashboards in Zoho CRM and Zoho Books to monitor leads, estimates, and contract completions.
- Enabled real-time reporting for better decision-making and workflow optimization.
The Results
- Instant Lead Creation
- Faster Estimate Processing
- Effortless Contract Execution
- Improved Operational Transparency
Client Benefits
- Optimized Efficiency: Automated workflows reduced manual intervention, increasing productivity.
- Accelerated Customer Onboarding: Faster lead-to-contract turnaround improved customer experience.
- Error-Free Data Handling: Seamless data synchronization eliminated inconsistencies across different applications.
- Scalability for Growth: The system provided a structured and scalable foundation for handling increased business volume.
