Harvesting Efficiency: Sales Automation for a Forage Crops (Hay Sales) Company
- June 25, 2025
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- 5:08 PM
For a forage crops company specializing in selling hay for livestock and agricultural use, managing the sales process from widespread social media inquiries to final payment was becoming a tangled affair. The need for a streamlined, self-service approach was paramount to keep up with demand and provide excellent customer service.
Technology Partner, Elite Tech Corp, stepped in to cultivate a fully automated, self-service-driven sales process, leveraging Zoho CRM, Zoho Catalyst, Stripe, and Zoho Writer.
The Challenge: Weeds in the Sales Process
- Managing lead capture across various social media platforms.
- Creating a seamless flow from enquiry to quotation to payment.
- Automating quote generation, document emailing, and payment collection.
- Providing a self-service quote engine for customers to browse and buy hay easily.
- Centralizing all sales activities within Zoho CRM.
The objective was clear: To build a fully automated, self-service-driven sales process that allows users to inquire, get quotes, and complete purchases online while automating CRM record creation, payment processing, and invoicing.
The Solution: A Self-Service Sales Journey Powered by Zoho CRM, Zoho Catalyst, and Stripe Integration
Step 1: Lead Generation from Multiple Channels
- Social media ads launched on:
- YouTube
- Landing page visitors were redirected to a basic lead form (Name, Email, Phone).
- Upon form submission:
- Lead details were instantly captured in Zoho CRM.
- Users were redirected to the sign-up/login page for further engagement.
Step 2: User Authentication and Account Management
- New visitors completed sign-up to create an account.
- Existing visitors logged in directly.
- Secure sync between Zoho CRM and the Zoho Catalyst Quote Engine maintained user profiles.
Step 3: Quote Engine Interaction via Zoho Catalyst
- Authenticated users accessed the Catalyst-based Quote Engine.
- Filled in:
- Delivery Address
- Number of Animals
- Number of Bales Required
- System dynamically:
- Auto-calculated shipping charges based on location.
- Prepared a custom quotation in real-time.
Step 4: Quotation Actions – Save, Email, or Purchase
- Option 1: Save Quote
- Saved and synced back to Zoho CRM.
- Customers could view previous saved quotes upon login.
- Option 2: Send Quote by Email
- Zoho Writer API generated professional documents.
- Document emailed to the customer.
- Details stored in CRM.
- Option 3: Complete Purchase
- Redirected to Stripe Payment Gateway.
- On payment:
- Quotation converted to Sales Invoice.
- Invoice emailed to customer.
- Payment info recorded in Zoho CRM Payments Module.
Step 5: Seamless CRM and Catalyst Integration
- All data—leads, accounts, quotes, payments, invoices synced in real-time with Zoho CRM.
- Full visibility into the sales cycle for the internal team.
Results Delivered: Cultivating Growth Through Automation
| KPI | Before Implementation | After Implementation |
|---|---|---|
| Lead capture tracking | Manual & scattered | Automated and centralized in CRM |
| Quotation turnaround time | 1–2 days | Instant, real-time through Catalyst |
| Purchase process | Manual follow-up | Fully self-service via Quote Engine + Stripe |
| Document creation | Manual PDF creation | Automated via Zoho Writer API |
| Payment recording | Delayed | Immediate upon Stripe transaction |
Forage Crop Sales Journey (From Enquiry to Payment—All Automated)
- Generating Interest: Leads from ads are directed into Zoho CRM instantly.
- Customer Self-Service Begins: Sign-up or login to access the Quote Engine.
- Building Personalized Quotes: Users provide animal count and delivery details; total cost calculated dynamically.
- Choose Your Path: Save, email, or complete the purchase.
- CRM as the Single Source of Truth: All data linked and visible in Zoho CRM.
Summary: The Future of Hay Sales—Fast, Transparent, and Automated
Human Touch:
- Personalized quotations tailored to farm needs
- Seamless customer experience through minimal steps
Automation Backbone:
- CRM-driven lead-to-customer journey
- Zoho Catalyst-powered quote engine interaction
- Stripe payment processing and automatic invoicing
- Document generation via Zoho Writer integration
Conclusion
Elite Tech Corp transformed the hay sales operation into a seamless, self-service model where customers can generate quotes, review options, purchase online, and receive invoices automatically freeing up internal teams to focus on scaling operations rather than manual data handling. This automation not only improved efficiency but also significantly enhanced the customer buying experience.
