Free Zoho Consultation: What is it?

The free Zoho consultation is known as Smartmates’ Planning Session. It is a complimentary 45-minute video call. The people on the call from Smartmates are a Project Manager and a senior Zoho engineer, the same team who would implement the work if you chose to proceed.

What to Prepare Before the Session

Formal preparation is not required. The session is designed to work even if you come in with only a vague sense of what you need. That said, the more context you can bring, the more specific and accurate the Project Plan Estimate will be.

Everything you share is protected. Smartmates’ Automatic Non-Disclosure Agreement (NDA) covers all clients (potential, current, past) from the moment of first contact.

What Gets Covered in the Session

The session follows a consistent structure, though the depth of each part depends on your situation. Here is how the time is typically used:

• Review your current setup
  We understand what tools you’re using, what’s working, and what isn’t, before recommending anything.
• Map your business processes
  Sales workflows, team structure, data flows, and manual bottlenecks. These details shape the entire scope of a Zoho implementation.
• Identify integrations and pain points
  Most implementations require Zoho to connect with other tools. The session surfaces these integration requirements so they can be scoped accurately.
• Determine the recommended approach
  New setup, migration, automation build, or restructure of an existing system, the engineer confirms what’s needed and what’s realistic before scoping begins.
• Open Q&A
  You can ask anything. Licensing costs, data migration, billing model, timelines, all of it is on the table.

What You Receive After

At the conclusion of the session, Smartmates prepares a complimentary Project Plan Estimate. This is a written document, not a verbal summary, which includes:

• Recommended Scope
  A clear description of what needs to be done and in what order.
• Time Steps
  A a realistic breakdown of the implementation phases with indicative hours for each.
• Cost Estimate
  An honest, hourly-based cost estimate so you can evaluate the investment before committing.
• Implementation Approach
  Whether Smartmates recommends a phased rollout, a full build, a migration, or a stabilisation of your existing setup.

If you review the Project Plan Estimate and decide to move forward, the next step is straightforward. Smartmates uses an hourly billing model with pre-purchased blocks of time. Work begins only after you have agreed to the written scope. Nothing is billed until that agreement is in place. Smartmates will flag any changes to scope or hours before additional billing occurs.

Book Your Free Zoho Consultation

Schedule your spot. Speak with certified experts, get clear next steps, transparent costs, and complete freedom to decide.