CRM Migration and Sales Order Automation for a Rock Products Manufacturing Company

Overview: A leading manufacturer and supplier of crushed aggregates, M-sand, blue metal bricks, and blocks.

Third-Party Tools Used: Google Distance Matrix API

Business Challenge

• Migration of critical business modules like Accounts, Sites, Transporters, and Trucks
• Custom pricing based on variable quantities and site-specific rates
• Lack of proper field activity validation (site visits, geolocation tracking)
• Complex sales processes involving load-based product deliveries
• Manual tracking of order completion and invoicing

Objective

To migrate their CRM into Zoho, automate approval processes, ensure authentic site visit tracking, and streamline quotation-to-invoice processes based on truckload deliveries, using Zoho CRM, Zoho Creator, and Zoho Books.

Solution Architecture by Elite Tech Corp

Zoho Ecosystem + Smart Integrations

Step 1: CRM Data Migration

• Migrated critical data including:
• Accounts (Customers)
• Sites (Construction/Project Locations)
• Transporters and Truck Models
• Ensured data integrity and continuity from the previous CRM to Zoho CRM.

Step 2: Account and Site Approval Automation

• Created custom Approval Processes for Account and Site creation/edit scenarios.
• Different profiles and permissions were configured for Engineers, Managers, and Admins.
• When a new account or site was created:
• It entered a pending approval status.
• Assigned field teams visited the site for geotag verification.

Step 3: Site Visit Validation with Geolocation & Distance Matrix

• Implemented a Zoho CRM Widget to enable field agents to log site visits.
• Upon visit:
• Agents filled out an Activity form (Account Visit or Site Visit type).
• Google Distance Matrix API verified if the agent’s real-time location was within 10 meters of the geotagged site.
• Only validated visits allowed Activity creation preventing false or remote check-ins.

Step 4: Quotations and Custom Pricing via Zoho Creator

• Since pricing varied based on different quantity slabs (not standard), a custom Zoho Creator Application was built.
• Workflow:
• From Site Module → Agent clicks Create Quote button.
• Redirected to Zoho Creator's Quote Creation Page with site-specific product pricing.
• Products, quantity slabs, and custom pricing logic were embedded.

Step 5: Sales Orders & Truck Load Handling

• After a quotation is accepted:
• The quote automatically moves to Sales Order creation in Zoho Creator.
• Product details are pre-filled.
• Custom fields allow the agent to input:
• Number of Loads per Product.
• Logic implemented to:
• Split products into individual truckloads.
• Generate invoices per truckload.
• Every invoice generation auto-deducts the corresponding quantity from the Sales Order.

Step 6: Auto-Completion of Sales Orders

• Once the complete quoted quantity is invoiced:
• An automation triggers to mark the Sales Order as Completed.
• Simultaneously, CRM records are updated with:
• Sales status
• Invoice details
• Customer credit tracking

Results Delivered

Rock Product Sales Journey (Precision + Automation in Every Truckload)

Step 1: Migration Made Smooth

"Every account, every site moved without missing a detail."

• Accounts, transporters, trucks, and sites migrated into Zoho CRM.

Step 2: Authentic Customer Onboarding

"Site visits are real, verified, and trusted."

• Engineers create accounts or sites.
• Geo-validated visits confirm on-ground presence before approval.

Step 3: Flexible Quotes Built Smartly

"Custom pricing for real-world construction needs."

• Easy quote creation against sites with dynamic quantity-based pricing.
• Pre-integrated with Zoho Books for financial tracking.

Step 4: Load Management at Its Best

"Every truckload matters, every quantity tracked."

• Split sales orders based on loads.
• Generate invoices load-wise without missing inventory adjustments.

Step 5: Auto-Completion and Zero Leakage

"No more open sales orders lying around."

• Auto mark sales orders as Completed after invoicing full quantities.
• Sync updates across CRM, Books, and Sales reporting.

Summary: Precision Built on Automation, Grounded in Reality

Human Touch:

• Engineer-led site creation with geo-verified presence.
• Personalized handling of quotations and delivery planning.

Automation Backbone:

• CRM-driven activity validation and sales flows.
• Load-based product and invoice automation.
• Full integration between Zoho CRM, Creator, and Zoho Books.

Conclusion

Elite Tech Park successfully migrated the rock products company to a fully automated Zoho CRM ecosystem, addressing complex pricing models, validating field activities with real-world location tracking, and streamlining the entire sales and delivery process. Today, the company enjoys faster sales cycles, accurate billing, and better operational control setting a strong foundation for further growth.