Loading...
Case Study
From 8 Years Manual to 100% Automated: Innoval's CRM Transformation Story
How ZoFlowX transformed a technology company's CRM from a data storage tool into an intelligent sales engine
Overview
Innoval Digital Solutions Pvt. Ltd. is a technology-driven enterprise software company based in India and assists organizations across industries to accelerate the pace of digital transformation and provide more efficient solutions with reduced efforts. Innoval provides business-centric software solutions, cloud solutions, automation and custom development services in order to optimize operations and drive growth.
Their portfolio comprises of proprietary products as well as certified SAP add-ons for compliance, trade and operational efficiency OptiEXIM (export-import automation) OptiGST (GST compliance) OptiE-Invoice (e-invoicing) OptiSign (digital signatures) OptiVMS (vendor management) and other digital workflow tools. Alongside these products Innoval also offers consulting services, SAP implementations and custom software solutions based on business requirements.
The Challenge
Innoval Digital Solutions had been a customer of Zoho CRM and Zoho Books since the past 8 years. But here's the thing - they weren't really using them. Not to their full potential, anyway.
Despite having the tools, their core operations remained stuck in the manual mode:
- No process enforcement - Sales teams advanced leads and deals based on their individual judgment, there were no standard steps to follow
- Manual data entry everywhere - Creating contacts, creating purchase orders, updating records - all by hand
- Zero visibility - Management had no clear view of what was going on in the pipeline or how leads were converting
- Growing pains - With more than 10,000 records across systems, errors and duplicates were becoming common
- Time drain - They needed their CRM to actually work for them - not just store data or guide their team, but automate repetitive tasks and give their leadership the insights they needed to make smart decisions
The Objective
The goal of the engagement was to remove any manual dependencies, standardise the sales workflow, and introduce automation-driven process control within Zoho CRM. The objective was to increase the accuracy of the data, ensure compliance of processes, and allow real-time visibility into sales performance and conversions.
The Solution
We rebuilt their Zoho CRM from a data storage tool to an intelligent sales engine. Here's what we did:
Redesigned Lead and Deal Modules
The Leads and Deals modules in Zoho CRM were refactored to reflect Innoval's real-life sales life cycle. Relevant custom fields, stages and dependencies were set up in order to accurately capture business-critical information at each stage of the sales process. This ensured that data gathered at the lead stage seamlessly supported downstream deal management and reporting.
Blueprint Implementation for Leads and Deals
We made step by step blueprints for both Leads and Deals. Think of these like guardrails that help guide your team through the exact right steps - no shortcuts, no confusion. Sales reps use transition buttons to progress leads through the qualification stages.
Workflow Automation
A workflow was set up so that a Contact record would be automatically created whenever a new Lead was created in Zoho CRM. This automation made it possible to have a seamless synchronization between the Leads and Contacts modules without any manual intervention.
Custom Deluge Functions
Custom Deluge functions have been created to automate validations, enforce business rules and to support process specific logic within the CRM. These functions assisted in controlling record movement, mandatory completion of data and reduced the need for manual checks.
Zoho Writer Integration
Zoho Writer was integrated with Zoho CRM to create Purchase Orders from dynamic field merging. Required data was drawn from CRM records directly, making it possible to generate the PO instantly, without having to enter data manually.
Zoho Sheets Integration
Zoho Sheets was used for enhanced reporting and analysis through Zoho Live Sync with Zoho CRM. Lead and Deal data came into Sheets in real-time and KPI tables and customized formulas were created to track important financial and sales metrics.
Implementation Screenshots
A visual walkthrough of the automation and workflows we built for Innoval
Zoho CRM blueprint transitions with demo meeting done, reschedule and failed stage controls for Innoval team
Zoho CRM Deluge custom function automating lead conversion and account creation for Innoval
Zoho CRM sales blueprint showing lead qualification, demo scheduling and deal conversion stages for Innoval
Zoho CRM sales dashboard tracking leads, proposals and pipeline performance for Innoval
Zoho CRM workflow automation automatically creating contact record when a new lead is generated
Zoho Sheets live reporting synced with Zoho CRM showing Innoval lead and deal KPI analytics
Zoho Writer integration generating automated proposals and sales orders from Innoval CRM data
Reports and Dashboards
Custom reports and dashboards were developed using data from the Leads and Deals modules to have a full view of the sales funnel.
These dashboards tracked:
- Lead inflow into the CRM
- Lead-to-deal conversion ratios
- Deal progression across stages
- Closed and won deals
This reporting setup allowed for the stakeholders to follow the performance, spot bottlenecks, and be clear about the overall effectiveness of sales.
The Results and Impact
It was a transformation that was immediate. Following the introduction of automation, blueprints and integrations within Zoho CRM, Innoval saw a huge boost in operational efficiency and data visibility. Manual work was drastically reduced with automated creation of lead to contact, blueprint-driven workflows and real-time synchronization of data across Zoho applications.
Before Implementation
- Core sales and operational processes were very manual despite long-term use of Zoho CRM and Zoho Books.
- Lead management, follow-ups, deal tracking and data validation had no standardized workflows.
- Sales teams relied on manual data entry and individual effort to shift records from one stage to another.
- Limited visibility to lead to deal conversions and pipeline performance made tracking growth hard.
- Managing more than 10,000 records across systems meant the risk of errors, duplication and inconsistency of data could easily occur.
- Purchase Order creation and reporting required manual efforts and cross team co-ordination.
After Implementation
- Sales workflows were completely standardised through blueprint driven processes across leads and deals.
- Lead-to-deal conversion became a structured, transparent and controlled system with automated field mapping.
- Manual data entry has been greatly reduced using workflow automation and custom Deluge functions.
- Contacts were created automatically at lead creation - the data is consistent across modules.
- Purchase Orders were created instantly with dynamic CRM data merging by using Zoho Writer.
- Real time reporting and KPI tracking was enabled by live integration of Zoho Sheets.
- Management was able to clearly see lead inflow, conversion ratios, deal progression, and closures.
- The CRM became a system that was scalable and process driven for long term growth and data driven decision making.
The CRM has transitioned from a database to the power that drives sales operations. Innoval's team no longer spends time selling; instead it spends time managing spreadsheets.
Conclusion
Innoval proved that it is not enough to have software. You need it set up right, automated smart and built around how your team actually works. If your CRM is making work for you rather than helping you work, it is time for a change.