How VBS Enhanced Its Operations with a Tailored Zoho CRM and Project Solution

The company wanted to modernise its project management and client communication processes. Previously, they relied on disconnected tools and manual updates, which slowed down operations and reduced efficiency. By partnering with Smartmates, they implemented a centralised solution using Zoho CRM and Zoho Projects. This integration streamlined workflows, improved visibility, and enhanced collaboration across teams.

Before the engagement with Smartmates, VBS faced challenges with disjointed workflows, limited visibility across ongoing projects, and inconsistencies in client communication. The reliance on manual updates and siloed tools slowed down their ability to manage projects efficiently and respond to client needs promptly.

Smartmates delivered a comprehensive solution leveraging Zoho CRM, Zoho Projects, and associated integrations to create a unified workflow. The solution aligned seamlessly with VBS’s service delivery processes, enabling better project oversight, smoother collaboration, and enhanced reporting for informed decision-making.

As VBS grew, managing more projects with disconnected tools led to delays, duplicate data, and poor visibility. Manual processes consumed staff time and hindered collaboration, making it harder to track progress and optimise resources. To address these inefficiencies and improve client experience, VBS partnered with Smartmates to build a cohesive, scalable solution.

Smartmates implemented a tailored solution using Zoho CRM and Zoho Projects to create a unified workflow:

• Integrated CRM and Projects to centralise client and project data.
• Automated key workflows such as task creation, milestone tracking, and client updates.
• Introduced customised fields and templates for better data capture and reporting.
• Enhanced team collaboration with a shared platform for updates and progress tracking.
• Built a scalable foundation that can grow with the business.

The project was delivered in structured phases to ensure a smooth transition and effective adoption:

• Discovery and Requirements Analysis: Mapped existing workflows and identified areas for improvement.
• System Design and Configuration: Tailored Zoho CRM and Projects to their operational needs.
• Integration and Automation: Established seamless data flow between CRM and Projects and automated routine processes.
• Testing and Refinement: Conducted thorough testing and refined workflows based on feedback.
• Training and Support: Provided comprehensive training sessions to equip their staff with the knowledge and confidence to use the new system effectively.

• Operational Efficiency: Reduced manual tasks and improved productivity.
• Improved Collaboration: Enhanced teamwork and communication with a centralised platform.
• Increased Visibility: Real-time insights into project progress and bottlenecks.
• Consistent Client Communication: Automated updates improved client experience.
• Scalable Processes: The system supports future business growth without adding administrative complexity.