How a Cat Registry Automated Kitten Registrations with Zoho CRM, Zoho Books, and Custom Integration

The organisation is Australia’s leading national pedigree cat registry. The organisation supports breeders, owners, and the broader feline community by maintaining accurate pedigree records and providing efficient member services. As registrations grew, they struggled with time-consuming manual processes. Staff were required to manually transfer data from web forms into Zoho CRM and Zoho Books, delaying communication with breeders and slowing invoice generation. To address these challenges, they partnered with Smartmates to build a streamlined solution that would automate and integrate the entire kitten registration process.

For more than two years, the organisation worked with Smartmates to improve its internal workflows. The latest project focused on simplifying and accelerating kitten registrations. Smartmates implemented a connected system that brings together Zoho Forms, Zoho CRM, Zoho Books, and Zoho Flow. When a breeder submits the kitten registration form:

• A new contact record is created automatically in Zoho CRM
• A welcome email is sent instantly from Zoho CRM
• An invoice is created in Zoho Books
• The invoice is sent immediately to the breeder

This end-to-end process has reduced administrative effort, improved turnaround times, and created a smoother experience for both staff and breeders.

“For the past two years, we’ve had the pleasure of collaborating with Smartmates. Their team, particularly Dicky and Adi, has been instrumental in streamlining our operations through custom integrations. They successfully integrated our web forms with Zoho CRM and Zoho Books, significantly improving our efficiency and productivity.”

Smartmates designed a modern, integrated workflow using Zoho’s ecosystem:

• Zoho Forms to capture all required breeder and kitten information.
• Zoho CRM to automatically create and store breeder records.
• Zoho Books to generate and send invoices instantly.
• Zoho Flow to connect the systems and enable real-time data transfer.

This approach replaced manual tasks with automated actions, ensuring a smooth, reliable registration experience.

The solution was rolled out in practical steps:

• Built a clear and simple Kitten Registration Form in Zoho Forms.
• Configured Zoho Flow integrations to link the form with Zoho CRM and Zoho Books.
• Set up automated welcome emails to keep breeders informed.
• Automated invoice creation and dispatch through Zoho Books.
• Conducted thorough testing and fine-tuning to ensure smooth performance.
• Provided training so all staff could confidently manage the new system.

The integrated solution has transformed their operations:

• Faster processing: Breeders now receive confirmations and invoices almost instantly.
• Reduced manual work: Staff spend less time on repetitive data entry.
• Improved accuracy: Automation minimises errors and maintains consistent records.
• Scalable workflow: The system handles growing registration volumes without additional admin load.
• Enhanced breeder experience: A more responsive and professional process strengthens member satisfaction.