Case Study · Zoho CRM
From Excel Sheets to a Fully Automated Sales Engine in Zoho CRM
How Codroid Labs digitized the entire sales lifecycle of a cable tie & railway products manufacturer — lead capture to quotation, sampling, purchase order and dispatch — with 23 enforced workflow transitions and 10 automation rules.
Snapshot
23
Blueprint transitions automated
10
Automation & alert rules
9
Quotation & PI templates
7 wk
Discovery to go-live
Executive Summary
One system of record for every enquiry, quote and order
A Kolkata-based manufacturer of nylon cable ties and railway holding products was running its entire sales operation on Microsoft Excel and Google Sheets. Codroid Labs designed and implemented a structured Zoho CRM system covering the full sales lifecycle — multi-source lead capture, gatekeeper-based distribution, distributor accountability, quotation and proforma invoice generation, sample management, and dispatch notification — across two manufacturing units and two GST entities.
Industry
Manufacturing — Cable Ties & Railway Products
Operations
Two manufacturing units, two GST entities
Catalogue Migrated
36 standard SKUs with price books
The Challenge
A growing sales team running on spreadsheets
Leads arrived from six different channels. Quotations were typed by hand. Nobody could say how many orders were pending. Discovery sessions with the sales leadership surfaced five clear breaking points.
No Central Lead Repository
Enquiries came in via Google Ads, website, email, phone, cold calling and referrals — with no unified place to track any of them.
Zero Distributor Accountability
Once a lead was forwarded to an external distributor it disappeared — no follow-up trail, no conversion tracking, no way to reclaim it.
Manual Quotations & PIs
Every quotation and proforma invoice was built by hand — slow, inconsistent, and easy to get wrong on tax computation.
No Pending-Order Visibility
Management had no live view of which orders were in production, which were ready, and which had already been dispatched.
No Follow-Up or Escalation
Nothing reminded a rep to chase a quote, dispatch a sample, or revive a stale lead. Deals were lost purely to silence.
Everything Lived in Spreadsheets
Lead tracking, quotations, order management and dispatch coordination all ran on Excel and Google Sheets with no single source of truth.
The Solution
A Zoho CRM that enforces the sales process
Rather than a blank CRM, Codroid Labs built a guided system: every lead and every deal moves through defined states, and each transition enforces the data the business actually needs.
LEADS
Multi-Source Lead Capture
Six channels, one inbox
- Web forms for Google Ads landing pages and the company website
- Email parsing rules, phone entry, cold-call imports and tagged referrals
- Product requirement subform capturing size, colour, quantity per line item
FLOW
Lead Blueprint — 11 Transitions
Gatekeeper-controlled distribution
- A non-selling Gatekeeper routes every lead to internal sales or a distributor
- 7-day recurring scheduler prompts the Gatekeeper to check distributor action
- “Take Back from Distributor” transition reclaims dormant leads with a logged reason
DEALS
Deal Blueprint — 12 Transitions
Quote to purchase order
- Full lifecycle: qualification, quote, negotiation, sampling, PO received
- Sample requests trigger a mandatory 2-day SLA activity with overdue escalation
- Before / During / After rules enforce data capture at every single step
DOCS
Quotation & Proforma Invoice Engine
Nine branded templates
- Three payment-term templates (Credit, Advance, Before Dispatch) with EX-Works and FOR/DAP freight variants
- Three matching PI templates with automatic IGST / CGST+SGST and TCS computation
- Multi-entity support — the correct unit’s details and PI number series populate automatically
ORDER
Sales Order & Dispatch
Closed Won to delivered
- Sales Orders auto-created from won deals with size, HSN, colour and quantity line items
- Dispatch status tracked through Created, In Production, Ready to Dispatch, Dispatched
- Automatic email to customer and rep with LR number, transporter and dispatch date
AUTO
Automation & Dashboards
Ten rules doing the chasing
- Alerts for new leads, reassignment, quote follow-ups and 15-day stale leads
- Sample SLA escalation to the sales manager when the 2-day window is missed
- Management dashboard: pipeline funnel, source performance, distributor tracker, pending orders
What Was Delivered
A measurable, enforceable sales system
Scope delivered across leads, deals, documents, orders and reporting.
23
Blueprint transitions enforcing the sales process
10
Automated alerts, reminders and escalations
9
Branded quotation & proforma invoice templates
7 wk
From discovery session to go-live
The Impact
What changed for the sales team
One source of truth
Every enquiry from every channel now lands in a single tracked repository, with source tagging that finally makes marketing spend measurable.
Distributor leads stopped going dark
A 7-day scheduler plus a formal take-back transition means no forwarded lead can sit untouched without someone being prompted.
Documents generate themselves
Quotations and PIs come out of the CRM with correct branding, tax computation, payment terms and the right entity’s GST details every time.
Management can finally see the pipeline
Live dashboards show the lead funnel, source performance, distributor activity, pending orders and won revenue — without asking anyone for a report.
How We Delivered It
Seven weeks, six phases
A structured rollout from discovery to hypercare, so the team was operating the system independently on day one.
Week 1
01
Discovery & Planning
Requirement sessions with sales leadership, BRS sign-off, CRM instance setup, module activation and user creation.
Week 2–3
02
Core Module Configuration
Lead and Deal layouts, custom fields, product catalogue import, price book setup and the Contacts/Accounts structure.
Week 3–4
03
Blueprint & Automation
Lead Blueprint (11 transitions), Deal Blueprint (12 transitions), workflow rules, scheduled actions and notifications.
Week 4–5
04
Templates & Integration
Six quotation variants, three PI templates, email templates, Sales Order layout and the dispatch notification workflow.
Week 5–6
05
Data Migration & UAT
Customer data import with cleansing and de-duplication, product catalogue load, user acceptance testing and refinements.
Week 6–7
06
Training & Go-Live
Separate training tracks for admin, gatekeeper and sales team, followed by go-live support and post-launch hypercare.
Still running sales on spreadsheets?
Codroid Labs implements Zoho CRM the way your business actually sells — blueprints that enforce process, branded quotation and PI templates, multi-GSTIN compliance, and dashboards leadership will actually use.
Zoho CRM implementation & automation — www.codroiditlabs.com