How a Flooring Retailer Accelerated Quote Management with Zoho CRM, Zoho Writer, Zoho Sign, and Zoho Flow

The company is a trusted Australian flooring retailer known for quality products and excellent service. As the business grew, the quoting process became a bottleneck. Staff had to manually create quote documents outside Zoho CRM, send them by email, and then chase signed copies from customers. This manual approach slowed down responses and created extra administrative work. To overcome these challenges, Delta Floorworld engaged Smartmates to build a fully integrated, automated quoting solution powered by Zoho CRM, Zoho Writer, Zoho Sign, and Zoho Flow.

Smartmates worked with them to replicate their existing quote template inside Zoho Writer, mapping all relevant data fields from Zoho CRM. A custom button in Zoho CRM now lets staff instantly generate and send quotes via Zoho Sign for digital signatures. To streamline the process further, Zoho Flow automates follow-up actions. As soon as a quote is signed, the signed document is automatically attached to the customer’s CRM record and a notification is sent to the internal team, eliminating delays and manual steps.

Smartmates implemented a modern, automated quoting workflow:

• Quote template in Zoho Writer mapped to Zoho CRM fields for accurate, consistent documents.
• One-click send button in Zoho CRM to generate and deliver quotes for signature via Zoho Sign.
• Automated follow-up with Zoho Flow to attach signed quotes to the customer’s record and send notifications to the team.
• Seamless, end-to-end process that reduced manual work and sped up responses.

The solution was delivered in a structured, collaborative manner:

• Process Discovery: Worked closely with the client to understand the existing workflow and identify pain points.
• Template Development: Recreated the quote document in Zoho Writer and mapped fields to pull data directly from Zoho CRM.
• CRM Button Configuration: Developed a seamless way for staff to trigger the sending of quotes for signature.
• Automated Workflow Setup: Implemented Zoho Flow to handle signed documents and internal notifications.
• Testing and Training: Conducted thorough testing and provided hands-on training to ensure smooth adoption by the team.

The integrated quoting solution delivered immediate and measurable benefits:

• Faster turnaround: Quotes can now be generated and sent to customers in seconds.
• Improved accuracy: Automatic data mapping eliminates errors caused by manual data entry.
• Simplified document management: Signed quotes are automatically stored in Zoho CRM and linked to the correct customer record.
• Better visibility and collaboration: Internal teams receive instant notifications when quotes are signed, allowing them to proceed promptly with the next steps.
• Enhanced customer experience: Faster, more professional quoting builds trust and improves satisfaction.