Click on the steps above for more information
Click on the steps above for more information
Click on the steps below for more information
ZOHO USERS AND ACCESS
Zoho permissions are powerful and ensure only the relevant team members can access, view and/or edit information based on their role and security profile. These rules can be set up on individual fields, modules in the system and/or based on ownership of records. Each user can also be restricted to the Zoho applications they need to use. Home pages and filters can be customised for each user, to ensure relevant information is readily accessible and easy to find.
NATIVE ZOHO IMPLEMENTATION
When you implement Zoho, the native modules, tools and general settings will need to be configured to meet your business needs.
Exclusive Find and Add
Many businesses and software applications have duplicate records, which can be challenging. We are passionate about never duplicating data, so we have developed an exclusive solution called 'Find and Add'. The Find and Add widget creates an Enquiry record and automatically finds existing Leads, Contacts and Accounts related to the Enquiry, only adding new records when no duplicate record exists. If you have B2B relationships, it even recognises new employees by matching their email address to your customers website domain. Once your enquiry is created, our exclusive functions will pre-populate fields using existing information and using our Compare Records widget you can cross check and update information stored in other records.
USING BLUEPRINTS FOR SALES PROCESS
Blueprints are very powerful and support your business process, helping your team to understand what is required from them. Blueprints can replace manual steps and eliminate human error through advanced automations. Our proven and tested Blueprints will save you hundreds of hours in designing, building and testing, as our exclusive blueprints are capable of handling your business scenarios. No more navigating the system, your business can manage its Sales Pipeline in one process flow.
INTEGRATING WEBSITE CONTACT FORMS
Zoho Forms can be installed on your website to support contact forms, giving you an easy to use tool to create your questions and style your forms to compliment your branding. These forms can be integrated to your CRM, creating fast response times for customers and eliminating any data entry for your team.
MANAGING GROUP ENQUIRIES
Zoho limits the number of look up fields in each module. This means you cannot link multiple Contacts and Leads to the same new business Enquiry. Our Manage Group widget provides a solution to the problem by creating a 'Group'. A Group can have unlimited Accounts, Contacts and Leads linked. You can associate a Group to multiple Enquiries, giving you the tool you need to manage complex relationships made up of multiple businesses and individuals.
MANAGING TENDER GROUPS
Our exclusive solution for 'Tender Groups' means you can group Enquiries from multiple customers linked to the same project. As only one Enquiry is likely to be converted to a contact, the Tender Group process means your enquiry pipeline is not artificially inflated as can you select from the Tender Group, which quote you want to display in reports and pipelines.
MANAGING GOOGLE ADDRESSES AND LOCATIONS
You can manage multiple addresses for customers, including a billing address, street address and a job or delivery address.
If capturing addresses for customers is important then your exclusive Google API will ensure the address is correctly formatted and spelt by searching Google as you
type and returning possible results.
If your customers have multiple locations, either delivery addresses or job addresses then you capture the address and store the location details in CRM. This means
you can link these locations multiple accounts, enquiries and even custom records like assets, giving you a complete location management solution.
MANAGING ENQUIRY ATTRIBUTES
Enquiry attributes are the data sets you capture on new enquiries to help you track the type of opportunity, so you can analyse your projected and actual
sales by the type of sale, product or customer related to the enquiry.
As your business evolves your attributes may evolve or change. Our exclusive widget will ensure any changes are automatically reflected in all selected records to ensure your data
is consistent and accurate.
Managing Variation Add Ons
The variation management Step ensures that no variation is ever lost, missed or forgotten. The process provides quick and easy methods, designed for different teams, to create variations to Sales Orders, including adjustments to costs that may trigger a pricing change. These variations can then be tracked, processed and approved based on your internal business requirements and the type of variation you are dealing with.
External Enquiry Integrations APIs
If you generate new business opportunities from external sources, you can use API's to integrate these to your CRM. Each opportunity will generate an enquiry to be qualified and processed by your sales team.
Advanced Calendar Management
If you are using Zoho Calendar but need to integrate a booking record from the order form, custom website portal or webpage then our bookings widget and
automations will support this process.
The custom booking module with CRM Calendar, but support additional permissions to stop users from editing or deleting controlled bookings, without restricting access to their CRM Calendar.
CREATING NATIVE QUOTES AND SALES ORDERS
Quotes can be generated through various estimating tools but every sale should generate a native quote for reporting and pipelines. The quote can be linked to
your sales process for automations and convert into your Sales Order/Contract.
We will ensure the quote module is configured, with automations to update related fields or records. A PDF template will be created that is aligned to your company and branding.
Please note that all our advanced estimating tools integrate with native quotes.
ADVANCED BILL OF QUANTITY ESTIMATING
Our exclusive ‘advanced estimating’ solution provides a suite of widgets to manage estimates that require mark ups and budgets relating to purchasing and/or
timesheets.
You can build estimates using templated items, recipes and create new items. All options provide full customisation to outline deliverables, link products and group items to generate tailored PDF
proposals.
To deliver this exclusive process we will install the widgets your business needs and create the custom modules, fields and api names to support the advanced workflows and functions.
CUSTOM ORDER FORMS
The transactions module create a shopping cart and audit history of sales created via the CRM Order Form, Exclusive Portal or E-Commerce website such as
WooCommerce or Shopify.
The transactions module receives the data and automatically processes the related records, such as Enquires, Leads, Contacts, Accounts, Quotes, Sales Orders and Invoices.
This means we can delivery unique business needs for generating quotes or sales and have them integrate with the native CRM tools.
E-COMMERCE/POS INTEGRATION TO CRM
Using our exclusive API's you can integrate data from POS systems or e-Commerce websites to CRM to capture store and online sales, including customer data,
product and payment information.
These orders will sync to the Transactions module, which will then manage all the automations and functions to support the process for these sales.
Using Custom Calculator Widget
We will build a tailored calculator widget that replaces your the excel spreadsheet you use for estimating. This custom solution means you keep all the
requirements of estimating process, including the structure of your Excel spreadsheet and advanced calculations to generate accurate costing and pricing for new business sales using
customer and product data in your CRM.
We will maximise the widget capabilities to improve upon your existing spreadsheet, creating the ultimate solution without the restrictions of excel.
Managing Supplier RFQs
Our exclusive Supplier RFQ widget allows you to easily create an automatic request for suppliers to sending you pricing on your BOQ items.
You can share documents and comments to help the suppliers provide a price.
Once you have received your RFQ responses, you can respond, accept or decline your RFQ in full or in part. Notifications can be automated, to follow up or advise your suppliers of updates.
You can track your supplier RFQ statistics and the accepted RFQ can be automatically applied to your BOQ Estimate ready for a Purchase Order to be generated.
Managing Finance Applications
Using our finance application widget, you can capture a clients personal details, address, employment history, income, assets and liabilities.
The application can be integrated to a 3rd party for approval and credit checks.
The data in the application will be pre-populated from CRM information and updated once the application is complete.
If the application is conditionally approved, the blueprint will guide you through the process of collecting additional information from the customer, so loan documents can be produced.
Additional BOQ Features
The BOQ item logic is a powerful function that supports automatically calculating quantities, pricing or logic associated to your BOQ Estimate. The Add Recipe widget will display any automated logic being used, with the ability to override the automated calculations. This means your team can accurately calculate estimates with assistance on what should be included, considered and calculated on each line item.
MANAGEMENT OF SALE ITEMS
A Sale Items represent the individual products and services you sell to customers. The items on your sales orders.
The 'Manage Sales Items' process means you can capture information against each item sold, to help you manage processes such as purchasing, deliverables and production.
This Step includes a widget to help you convert your Sales Order into Sales Item records, with the option to link them to Instruction sheets, Adjustments and Variations.
VARIABLE QUANTITIES
This widget supports updating your BOQ items during the estimating stage. If multiple items share the same qty you can use the widget to update all items at once. This means your estimating is quick, easy and accurately updated.
CRM PRODUCT MANAGEMENT
If you are using CRM for your sales process to create or view quotes, orders and invoices then you need CRM products to store goods and/or services.
We will ensure your products module is configured to your business requirements and maximises your reporting capability. We will install the fields and api names to support our workflows
and functions for advanced automations.
USING PRICE LISTS
Our exclusive Price List solution means you can link products, pricing and currency to an account. This means you can generate quotes for your
customers using the correct values without duplicating any products.
Our exclusive 'Managing Price List' widget helps you to easily manage product changes, ensuring all price lists are easily updated when your product costs or prices change.
STOCK MANAGEMENT IN CRM
Managing your stock levels in CRM requires advance calculations of all your transactions to make the necessary adjustments to increase or decrease your
Stock on Hand, Stock on Demand, Available Stock and Stock to be Received from suppliers.
Our exclusive Stock Management API will ensure these calculations are performed correctly to always reflect your current stock position. With our exclusive Stock Take widget you can
update your stock quantities using a quick process, including QR codes.
USING ZOHO INVENTORY
Zoho Inventory will manage warehouse stock, purchasing and sales orders, including packing, shipping, returns and credit notes.
We will configure your inventory system, making sure items are integrated with CRM products, inventory PDF templates are created and records have fields and api names to support our
exclusive automations.
ADVANCED PRODUCT MANAGEMENT API
Our exclusive API for product management ensure your product data is integrated between external applications and Zoho CRM using Amazon Services as a
middleware solution.
This API supports creating new products, updating existing products and deleted products. Ensuring both applications remain consistent and accurate.
INTEGRATING CRM AND INVENTORY TRANSACTIONS
Zoho CRM and Zoho Inventory have basic integration capability around Accounts, Contacts and Products only. They do not natively integrate transaction records,
which can create process issues for businesses needing a CRM and Inventory Management system.
We will install our exclusive integration, which overcomes these challenges and creates a simple business process. Our integration will ensure Sales Orders, Invoices and Purchase Orders,
Receipts and Credit Notes sync, so you can create or view records in both applications.
MANAGING PICKLISTS AND DISPATCH IN CRM
Our CRM solution for Picking and Dispatching Sale Items supports the processes around supply chain and installer picklist management, not supported by native
Zoho Inventory.
This ensures you can manage the shipping of items through various stages of your supply chain and easily update your picklists with items not included in your Sales Order.
SHIPPING INTEGRATION
Our exclusive shipping integration supports third party couriers with a 2 way sync. This means you can send packages to your preferred courier,
verify shipping costs and track the status and delivery of your package directly from Zoho Inventory and CRM.
To use this process we will install our exclusive API and ensure fields are configured for workflows and functions, to support the integration and automations.
RETURNS AND WARRANTY MANAGEMENT
Our exclusive solution will map out your end to end returns and warranty process in CRM. Including QA assessments and returns policy procedures to
help you manage your end to end process, including repairs, manufacturer returns, replacements and credit notes.
We will work with you to map out the returns process and implement the required forms and functions to track and manage returns, including the impact on physical and accounting stock.
Stock Production (Inputs and Outputs)
Our exclusive stock production solution supports creating finished goods from your raw materials. You can remove items from stock and link them to a production job, the return finished goods to stock once production is finished. This process isolates stock to production ensure it's correctly reflected in your Stock On Hand calculations and allows you to track the cost associated to production.
PRODUCT AUDITS
Our Exclusive Product Audit Widgets means you can verify what products have been used and easily update product pricing, price lists and BOQ Item Templates. The Product Audit widget will also support bulk deleting of products that have been verified as not being used on any transactions.
MANAGING BOQ ITEMS
If you are using our exclusive BOQ Estimating process, then it's important you maintain and update your BOQ items and your Products. This exclusive solution means you can update your products module and push attribute and pricing changes to your BOQ item templates, quickly and easily without any duplication of data.
INTEGRATION TO ACCOUNTING APPLICATIONS
We will configure your accounting application to your business requirements, including setting up users with the relevant permissions.
We will integrate the banking systems and government authorities. Configure your chart of accounts, opening balances, payroll, accounts payable and receivable for opening creditors and debtors.
INTEGRATION TO ACCOUNTING APPLICATIONS
Our exclusive integration to accounting systems is the most advanced API in the world.
The integration includes a 2-way sync for receivables, so you can create invoices in either application and any payment updates processed in your accounting application will sync back to CRM.
For accounts payable your supplier invoices will sync to CRM, including the attachment of the supplier invoice or receipt. This means you can leverage powerful applications like Receipt Bank,
which automatically scan and enter your bills and receipts into your accounting application without any double data entry, and view the same information in CRM.
CUSTOMER PAYMENT TERMS
Our exclusive solution for customer payment terms will ensure your invoice due dates are automatically updated based on the financial terms you have agreed with accounts.
USING NATIVE INVOICES IN CRM
If you want to create or view invoices from CRM, you will need native CRM invoices.
We will ensure the invoice module is configured with fields and API names to support our exclusive workflows and functions. We will create a HTML template to generate invoice PDFs for
customers aligned to your company style and branding.
MANAGING RETAINER INVOICES AND PREPAYMENTS
The Invoice and Forecasting process will manage the sale invoices based on key dates and payment terms.
This process will provide the functions and widgets to automate the invoices and forecast future invoices, which can be automatically converted to invoices on their due dates or deliverables.
This means you can create comprehensive forecast reporting on expected revenue.
ADVANCED INVOICING AND FORECASTING
If your estimates/contracts are paid over multiple instalments and you want to forecast your revenue, then you will love our Advanced Invoicing
and Forecasting Widget. You will never need to use a spreadsheet again or forward date invoices. The widget will manage everything you need to create invoices and manage the forecasts.
Using our exclusive widget you can track how much you have spent to date, what you have claimed to date and calculate your next claim based on costs, fixed amounts, percentages or balances.
Your forecasts can be modified, keeping your cashflow projections accurate and current with no spreadsheets involved.
MANAGING CREDIT NOTES AND PAYMENTS
Credit notes and payments are integrated to CRM, allowing you to see their allocation to invoices.
USING NATIVE PURCHASE ORDERS IN CRM
If you want to create or view purchase orders from CRM, you will need native CRM Purchase Orders.
We will ensure the P.O. module is configured with fields and API names to support our exclusive workflows and functions. We will create a HTML template to generate Purchase Order
PDFs for suppliers aligned to your company style and branding.
ADVANCED PURCHASE ORDER MANAGEMENT
Using our exclusive Purchase Order widget you can create PO's directly from your Estimate or Sales Order. This means you can track estimated costs v's actual costs.
The create purchase order widget has many features not provided by native Zoho to support the buying process, such as supplier options, adjustments, overseas pricing, address options and more.
Using the Purchase Order widget, the Purchase Order record will be automatically created, with no data duplication or human error.
PURCHASE ORDER RECONCILIATION TO BILLS
The way to manage Purchase Orders and Suppliers Bills has dramatically changed in recent years. You no longer need to spend hours every day entering invoices.
Systems like Zoho Books, Receipt Bank and HubDoc can read every PDF and Photo, automatically entering your supplier details, account codes and invoice values without any manual intervention.
We have customised Zoho to capture supplier invoice details. You can integrate your invoices from your existing accounting software, or import them using a CSV file.
In Zoho we have created simple widgets to quickly match your Purchase Orders to your Supplier Invoices, to support your customised approval process and reconciliation.
Receiving PO Goods and Services in CRM
Using our exclusive Zoho Widgets, the process will support receipting of goods and services in CRM. This means you have comprehensive reports on all goods
and services sold, receipted, paid.
If you are using Zoho Inventory, this will include integrating the Receipts from the inventory application.
JOURNAL ENTRIES
Our exclusive Journal entry integration can support the management of transferring amounts from your balance sheets to your Profit and Loss accounts.
Journal Entry records can be automatically generated in CRM from operational processes, such as receipting good and services, and completing jobs. These records can be approved and integrated
to your accounting system.
JOB MANAGEMENT IN CRM
Once the Enquiry / Sales is complete, the Job takes over managing the deliverables. The Job module is linked to all associated records and
captures the status of the job, key dates and values that support your reporting.
This step provides a number of automations and widgets to make your job management as easy as possible.
USING JOB INSTRUCTION SHEETS
Instruction Sheets represent a child jobs within your parent job record.
Each Sales Item from the Sales Order can be associated to the Instruction Sheet (child job), allowing you to track the information and progress associated to each instruction.
You can forecast payments and create invoices based on the items associated to one or many instructions. Each instruction can be associated to one or many Sales Orders, to support variations required for delivery.
PRODUCT USAGE
Our exclusive product usage widget supports a process where you need your installer team to verify the final quantities used for a Sales Order. Including adding new items, cancelling items on the Sales Order and verifying the quantity of items used. This process will ensure your quotes and sales orders are updated for your final billing but track all the variations from the original quote to the final quote.
USING TRACKERS FOR QUALITY ASSURANCE AND INSPECTIONS
Building trackers means you can create processes in your business such as quality assurance checklists and site reports.
We will configure Trackers for your business using Zoho forms to capture questions, checklists and images. These forms can be assigned to specific individuals and associated to relevant tasks.
Once completed we will configure the forms to sync back to CRM and install our exclusive functions to automatically link the tracker to the relevant Job for compliance tracking and reporting.
RESOURCE AND COMPLIANCE MANAGEMENT
The resource management means you can track people and equipment related to your business without creating a user profile and paying a Zoho License fee for every resource you need to associate to a business process. The resource records can be used for referrals during the Sales Stage or allocating tasks or bookings related to the job management stage.
DASHBOARD AND REPORTS IN ZOHO
Using our in-depth knowledge of your business objectives and database structure, we will create a range of reports that help you to track performance and
analyse data to make informed decisions.
We will create dashboards that are meaningful and relevant for individual users, ensuring access to reports and information does not compromise business confidentiality and data security.
SALES TARGETS AND TEAM MOTIVATION
The Sales Target module automatically takes a snap shot of your Sales Figures every week to support historical reporting on team performance.
Even if data in the system changes, the Sales Target record keeps an audit history of data reported on at a given point in time.
JOB BUDGET MANAGEMENT
Our exclusive functions and widgets will support your budget management requirements associated with estimated and actual costs. Giving you the ability to see the estimated costs and mark ups at a job level and also drill down to individual line items.
USING ZOHO ANALYTICS FOR CASHFLOW MANAGEMENT
Zoho Analytics is an advanced business intelligence tool provided by Zoho under your Zoho One Account. SOS Consulting will ensure the data is sync'd from your various applications to support your reporting needs and build the table structures and dashboards to provide advance reports with filters and drill down functionality.
STAFF INCENTIVE CALCULATIONS
Our exclusive solution for calculating commissions will be installed and configured to meet your business requirements.
Commissions will be accurately calculated, so you can create reports and transaction statements for payroll.
We will configure the commission rules for each individual and generate transactions when commissions become due, based on your business process.
We will build reports for sales people and management to track commission, for performance management and motivation.
ZOHO DESK TICKET MANAGEMENT
Zoho Desk is a ticket management application for integrating group email addresses for different departments. This application makes it easy for teams to manage incoming emails.
INTEGRATION DESK TICKETS AND CRM ENQUIRIES
If you are using Zoho Desk, you may receive new business enquiries via support tickets.
We will install our exclusive Zoho extension that will use the ticket information to send the Enquiry to CRM.
The extension will ensure our exclusive 'Find and Add' functions trigger to make sure existing Leads, Accounts and Contacts are linked so no duplicate records are created.
MARKETING TOOLS AND MANAGEMENT
If you are using Zoho Desk, you may receive new business enquiries via support tickets.
We will install our exclusive Zoho extension that will use the ticket information to send the Enquiry to CRM.
The extension will ensure our exclusive 'Find and Add' functions trigger to make sure existing Leads, Accounts and Contacts are linked so no duplicate records are created.
MARKETING GROUPS
If you are using Zoho Desk, you may receive new business enquiries via support tickets.
We will install our exclusive Zoho extension that will use the ticket information to send the Enquiry to CRM.
The extension will ensure our exclusive 'Find and Add' functions trigger to make sure existing Leads, Accounts and Contacts are linked so no duplicate records are created.