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JRSGL Global - Streamlining their whole process with Zoho CRM, Zoho Inventory - Case Study

JRS Global Networks Pvt Ltd is a Delhi, India based organization founded in 2010, which operates into sales & distribution of Wired & Wireless Telecom Products I.e. Routers, Switches, Access Points, Backhaul Radios, Antenna etc. across the country having presence at five cities at Ahmedabad, Kolkata, Hyderabad, Mumbai & Noida. The company has gone global by starting its operations in North America recently.

The company’s service part comprises of installation & configuration of products support to customers, acting as a valued partner for them. The company’s first & foremost priority is customer/partner satisfaction through its services.

Industry

Telecom Products

Application

Zoho Books

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Challenges in Process:

They were having the issue of managing their inventory and stocks. Also, as they were not using zoho finance they wanted the zoho finance as a module in zoho crm. So as to streamline their process it was necessary to use zoho finance. Apart from this there were other keys challenges

Key challenges included:

  • HSN code was not reflected in zoho inventory.
  • They wanted committed stock to be shown which was not showing in the inventory initially.
  • They wanted to rename the quote module in zoho finance to estimate.
  • We were not able to add users in zoho Desk.
  • Enabling different warehouses in zoho inventory.
  • The sales order templates in zoho finance to be the same as those in Inventory templates.
  • The new tax which we have created was not reflecting in the drop down of tax field.
  • Limited knowledge about various applications i.e. Inventory, ZOHO Books and ZOHO Finance.

Solution: Implementing Zoho CRM and Inventory

  • Zoho CRM: We customized Zoho CRM according to the client’s requirements and added four organizations to the system. Since they weren’t actively using the leads, contacts, accounts, and quotes modules in Zoho CRM, we aimed to tailor the setup to better suit their needs.
  • Integration with ZOHO Finance: We integrated Zoho Finance with Zoho CRM based on the client’s preference to use Zoho Finance for generating quotations and sales orders. Following this, Zoho Finance was added as a module within Zoho CRM, which included various modules such as invoices, estimates (quotations), sales orders, and purchase orders.
  • Integration with ZOHO Inventory: The client expressed a need to manage their stock within Zoho Inventory but had not purchased Zoho Books. According to Zoho’s default functionality, Zoho Inventory is not integrated independently, as it typically operates in conjunction with Zoho Books within the Zoho Finance suite. Since the client was using Zoho Inventory as a standalone account, we proceeded to integrate Zoho Inventory with Zoho CRM to accommodate their requirements.
  • ZOHO Desk: We also added five users to Zoho Desk and provided them with a demonstration of the ticketing application, explaining its features and how to use it effectively.
  • ZOHO Books: For this project, we utilized the free version of Zoho Books, as the client needed the ability to edit estimate templates within the Zoho Finance module in Zoho CRM. Since template editing is only available in Zoho Books, we leveraged the free version, which allows for the creation of up to five templates, to fulfill this requirement.

Addressing Key Challenges:

  • HSN Code not reflecting: We raised a concern with the Zoho team regarding the HSN code, and they were very helpful in resolving the issue. The matter was addressed and resolved within 4-5 days.
  • They wanted committed stock to be shown which was not showing in the inventory initially: We have sorted this issue with the help of ZOHO team. And clarified that the committed stock is displayed when a sales order is created and marked as confirmed in ZOHO. This committed stock is visible in both physical and accounting stock for transparency and tracking.
  • They wanted to rename the quote module in zoho finance to estimate: This functionality cannot be fulfilled because they were using the estimates module in zoho Finance for quotation. And that module cannot be renamed as that is the default functionality.
  • We were not able to add users in zoho Desk: The free version of Zoho Desk allows for up to 5 users to be added. However, we encountered an issue where we were only able to add 2 users. We raised this concern with the Zoho team, and they promptly resolved the issue within one day. Following this, we were able to successfully add all 5 users to Zoho Desk.
  • Enabling different warehouses in zoho inventory: We enabled all four warehouses in Zoho Inventory, as Zoho provides the functionality to manage multiple warehouses within the system.
  • The sales order templates in zoho finance to be the same as those in Inventory templates: Since the templates in Zoho Inventory differ from those in Zoho CRM, and Zoho CRM offers a broader range of customization options for templates, while Zoho Inventory provides a limited set of 18-20 editable templates, we made efforts to edit the available templates in Zoho Inventory to align them as closely as possible with those in Zoho CRM.
  • The new tax which we have created was not reflecting in the drop down of tax field: We added several new tax percentages in the tax slabs within Zoho Inventory, based on the client’s requirements. However, when selecting products, the new taxes were not appearing in the dropdown of the tax field. After conducting some research, we discovered that taxes would only appear in the dropdown if they were categorized as IGST, CGST, or SGST. Initially, we had not assigned a tax type, but after creating a new tax and assigning it the appropriate IGST type, the issue was resolved. Additionally, we found that having a GST number is essential for selecting the tax.
  • Limited knowledge about various applications i.e. Inventory, ZOHO Books and ZOHO Finance: Initially, the team had limited knowledge of all the products. With guidance from the project manager, Anjali Varshney, and continuous hands-on support, the team became proficient in using the system to its full potential.

Implementation:

The integration of Zoho CRM and Zoho Inventory was successfully completed, with a tailored configuration designed to meet the specific needs of the company. This integration involved linking the company’s warehouses with Zoho Inventory, ensuring real-time synchronization of stock data. Additionally, the integration with Zoho CRM allows for seamless tracking of inventory levels and product-related information directly within the CRM system, enabling more efficient management of sales, customer interactions, and inventory processes. This customized setup ensures that the company’s operations run smoothly, with both systems working in parallel to optimize overall business workflows.

The custom fields and modules were meticulously configured to align with JRSGL’s unique workflows, ensuring seamless integration with their business processes. This configuration enables real-time stock management, allowing the company to track inventory levels and product availability directly within the system. Additionally, the setup facilitates the creation of quotations and sales orders, streamlining the sales process and ensuring that accurate and up-to-date information is available for each transaction. By tailoring the system to these specific requirements, we have optimized their operations for greater efficiency and accuracy.

  • Improved workflows – The workflows within Zoho Inventory have been enhanced to align more closely with the company’s operational needs. By streamlining processes such as order fulfillment, stock updates, and product tracking, the workflows now enable faster decision-making and greater efficiency. Custom automations were implemented to reduce manual intervention, ensuring that tasks such as order processing, inventory updates, and notifications are automatically triggered based on predefined conditions. This leads to more organized and effective management of the business’s daily activities.
  • Efficient data management: The stock management capabilities in Zoho Inventory were improved to provide real-time tracking of inventory levels across multiple warehouses. By integrating the warehouse with inventory data is synchronized, allowing the company to monitor stock movements, set re-order points, and generate reports on product availability. This enhanced functionality ensures that the business can maintain optimal stock levels, prevent overstocking or stockouts, and quickly respond to customer demands. The addition of features like batch tracking, serial number management, and automated stock updates also contributes to better inventory control and improved overall efficiency.

Results:

  • Streamlined management Process: The management process has been optimized to improve efficiency and reduce manual effort. By automating key tasks, such as order processing, inventory updates, and customer communications, the overall workflow has become more seamless. This enables the team to focus on higher-value activities, reduces the chances of errors, and accelerates decision-making, resulting in smoother operations and quicker responses to business needs.
  • Enhanced Stock Tracking: Enhanced stock tracking in Zoho Inventory enables businesses to monitor inventory levels in real-time, providing detailed insights into stock quantities, movements, and locations across multiple warehouses. This feature ensures accurate tracking of products, helping to prevent stockouts and overstocking by setting automatic alerts for low stock levels. It also allows for better forecasting, quicker order fulfillment, and overall improved inventory control.
  • Increased Efficiency: Increased efficiency in Zoho Inventory is achieved through automation of key tasks such as stock updates, order processing, and inventory tracking. By reducing manual interventions, the system speeds up operations, minimizes errors, and ensures more accurate inventory management. This leads to faster order fulfillment, better resource allocation, and improved overall operational productivity.
  • Improved Team Collaboration in Inventory: Improved team collaboration in Zoho Inventory allows team members to access real-time inventory data, share updates, and coordinate tasks more effectively. With centralized information on stock levels, order statuses, and product availability, teams can work together seamlessly, ensuring timely decision-making, faster response times, and more synchronized operations across different departments such as sales, procurement, and warehouse management.

Conclusion:

The integration of Zoho Inventory at JRSGL played a vital role in enhancing their stock management processes. By streamlining the real-time synchronization of inventory data, the integration provided the company with more accurate insights into stock levels and movements across multiple warehouses. This ensured that inventory information remained consistently up to date, leading to improved decision-making, reduced stock discrepancies, and more efficient order fulfillment. Additionally, the ability to share updates in real-time fostered better collaboration among teams, minimizing delays and promoting smoother coordination between departments such as sales, procurement, and warehouse management.

Furthermore, the integration with Zoho Finance and Zoho CRM enabled JRSGL to seamlessly generate quotations and sales orders. This integration effectively connected the company’s sales, inventory, and financial operations, ensuring a smooth flow of relevant data across systems. By aligning these processes with the company’s operational needs and management vision, the integration facilitated more efficient financial planning, forecasting, and resource allocation. As a result, JRSGL was able to streamline its workflow, enhance customer service, and maintain stronger control over stock and financial transactions, ultimately contributing to the company’s overall growth and operational efficiency.

 

This case study highlights the importance of adopting the right technological solutions to address specific business challenges and improve efficiency. By leveraging ZOHO inventory, ZOHO finance, JRSGL was able to streamline their stock and warehouse management and lay the foundation for scalable, future-proof growth.

CEO