CASE STUDY
Automating Order Management for Construction & Manufacturing
How we helped a custom building manufacturer automate orders, document workflows, and payment tracking using integrated Zoho systems.
Project Overview
A mid-sized construction retailer specializing in custom sheds and carports was overwhelmed by manual order handling between their 3D configuration platform, sales, and accounting systems. Data duplication, document errors, and delayed invoicing led to long turnaround times and poor customer visibility. We implemented an integrated Zoho system that unified order capture, approvals, documentation, and payment tracking — transforming their entire sales process.
Industry
Construction / Manufacturing
Timeline
3 Months
Services
Zoho CRM, Books, Flow, Writer, Creator
The Challenge
1
Manual Order Entry
Orders from their 3D builder were manually re-entered into Zoho CRM, creating delays and increasing the risk of data entry errors.
2
Document Errors
Contracts and quotes were generated individually, often with mismatched data between systems, leading to customer confusion and rework.
3
Slow Invoice Cycle
Payment processes started only after manual document confirmation, significantly delaying cash flow.
4
No Customer Visibility
Clients couldn't view or track their project status, leading to constant phone calls and emails requesting updates.
Our Solution
We created an end-to-end automated workflow connecting all business systems inside Zoho.
Automated Order Creation
Integrated Zoho Flow with their 3D configurator to automatically create deals in CRM, eliminating manual entry.
Data synced seamlessly between systems
Real-time order capture from 3D builder
Automatic deal creation with complete specifications
Smart Document Generation
Built Zoho Writer templates that auto-generated contracts and proposals from CRM data with perfect accuracy.
Configured automatic document attachment to CRM deals
Eliminated manual document creation
Ensured data consistency across all documents
E-Signature and Billing Automation
Implemented custom functions to trigger invoice creation in Zoho Books once documents were signed.
Automated email notifications to clients and manufacturers
Instant invoice generation upon signature
Seamless CRM to Books integration
Real-Time Client Portal
Designed a client portal in Zoho Creator where customers could log in, view project details, and pay invoices.
Secure customer login with personalized dashboards
Real-time project status updates
Online payment processing
The Results
60% Faster
Order processing time reduced through automated order creation that eliminated manual input.
Zero Errors
Document errors eliminated through consistent data flow between CRM, Flow, and Writer.
Instant Invoicing
Invoice generation automated, eliminating payment delays and improving cash flow.
Enhanced Experience
Customers can now view their projects and payments in real time through the client portal.
"ZohoDoneRight completely transformed our order management process. What used to take hours of manual work now happens automatically. Our customers love the transparency, and we've eliminated virtually all document errors."
Sarah DePaula
Owner, Shed Girls LLC
Key Takeaways
The Storm Taekwondo project highlighted several important principles for scaling service-based businesses:
Integrate systems early to eliminate redundant workflows
By connecting the 3D configurator directly to Zoho CRM, we eliminated hours of manual data entry and reduced errors.
Automate client-facing documentation for accuracy
Template-based document generation ensures consistency and eliminates the risk of human error in contracts and quotes.
Use portals to boost transparency and trust
Giving customers direct access to their project information reduces support calls and improves satisfaction.
More Case Studies
View All
AI-Powered Chatbot
300% increase in engagement
Per Diem Tracking System
100% paperless workflow
Event Visibility Portal
55% reduction in support requests
