A company specialising in the design and installation of interior and exterior vertical gardens required a centralised system to efficiently manage trade shows, leads, client inquiries, quoting, and payroll processes. Previously reliant on separate systems, they sought a streamlined, automated approach using Zoho One—specifically Zoho CRM, Zoho Books, and Zoho Forms, with a Xero integration. This case study details how implementing Zoho enabled them to automate document generation, improve lead and client management, and synchronise their accounting platform for seamless financial handling, resulting in enhanced operational efficiency and increased client trust.

This innovative provider of sustainable green wall solutions offers vertical garden installations for residential, commercial, and retail spaces, combining horticultural expertise with cutting-edge design. Their mission is to bring the benefits of nature indoors, enhancing urban spaces with cleaner air, improved well-being, and eco-friendly design.

Operating across Australia, this company is a trusted name in the industry, working with diverse clients to create custom green wall installations. Their portfolio includes collaborations with high-profile venues and businesses, expanding their influence in sustainable architecture and green design. With a commitment to eco-friendly, high-quality solutions, they aim to integrate nature into urban spaces, promoting well-being and sustainability.

The fragmented systems impacted the company’s ability to manage client communication efficiently, leading to manual errors, delays, and missed opportunities. A unified solution with automated workflows and financial integration with their accounting platform, Xero, was essential.

The proposed solution involved implementing Zoho One, integrating Zoho CRM, Zoho Forms, and Zoho Books with Xero for financial management. Key components included:

• Zoho CRM: Set up for managing leads, contacts, and quotes, with Blueprints to automate the sales pipeline.
• Zoho Books and Xero Integration: Seamless invoicing and payroll management, eliminating duplicate data entry.
• Zoho Forms and QR Code: Created a Zoho Form with an easy-to-scan QR code for capturing client details, streamlining communication.
• Automated Document Generation: Implemented Mail Merge in Zoho CRM for one-click proposal and document generation.

The implementation steps included:

• Setting Up Zoho CRM: Configured for managing leads, contacts, and quotes, with automated Blueprints guiding the sales process.
• Integrating Zoho Books with Xero: Linked Zoho Books to Xero, enabling synchronised invoicing and payroll management.
• Creating Client Capture Forms: Developed a Zoho Form for capturing client details at trade shows via QR code, enhancing communication.
• Automating Document Generation: Enabled Mail Merge in Zoho CRM for quick and accurate document creation, especially during peak demand periods.

The Zoho One implementation transformed the company’s operations, yielding the following outcomes:

• Increased Efficiency and Trustworthiness: Centralised lead and contact management reduced manual errors and enhanced client trust.
• Time Savings: Automation of proposal generation, sales pipeline management, and form usage freed up staff time for client engagement and event preparation.
• Enhanced Operational Flow: Integrating Zoho CRM, Zoho Books, and Xero established a cohesive workflow, enabling efficient financial management during high-volume periods.