Streamlining Work Order Processes

Background

This client was using numerous software stacks: Gravity forms for receiving work orders, Zoho as a CRM, YouCanBookMe for appointment booking, and Trello for task management.

The Challenge

Our client was faced with the challenge of having to manually manage multiple software stacks in order to process work orders. This was a very time consuming process, as the client had to manually enter data into each platform and then manually sync the data between them. This was a tedious process that could take up to 30 minutes for each order. Additionally, the client was paying for multiple software subscriptions, adding to the cost of the business. As such, the client was in need of a way to automate the process and reduce the cost of managing their work orders.

Solution

By migrating to Zoho One, our client was able to integrate their software stacks and automate the process of managing their work orders. This was accomplished by using Deluge to connect the different pieces of software, allowing the data to be automatically synced between them. This meant that our client was able to save time and money by eliminating the need for manual data entry. Furthermore, the addition of Zoho Bookings enabled the client to be able to book appointments without having to leave the Zoho platform, thus making it even more efficient. The integration also created a task checklist within Zoho Projects, saving our client even more time and effort.

Automation Steps

When a lead confirms purchase of service over Zoho Forms:

1. A new Deal is created in Zoho.
2. The client is redirected from the Zoho Form to a Zoho Bookings page, where they can book in for an appointment.
3. The new Zoho deal is used to auto-create a task checklist in Zoho Projects

Result

The estimated time saving is 30 minutes per order now that the process is automated. Additionally, by moving the whole process to Zoho One, the client now saves additional money on subscriptions