Overview
Women in Mechanized Agriculture (WIMA) is an agriculture firm in Nigeria focused on empowering women farmers by providing access to mechanized farming equipment, training, and services. They operate across many states with mechanization hubs and support women to own and manage farm machinery assets.
The Challenge
Disconnected systems created blind spots in customer and finance data. The client faced several key challenges:
- Manual Lead Capture: All service inquiries were logged manually, leading to missed leads and slow follow-ups.
- No Centralized Client Database: Without a CRM, client and billing information were scattered, making it hard to track records or generate accurate reports.
- No Real-Time Financial Visibility: Invoices were created manually, and financial updates reached the accounting team late, slowing down reporting and decision-making.
The Solution
Synexc designed and implemented a unified Zoho CRM solution utilizing Zoho Books and Zoho Flow to automate workflows and create a connected operational ecosystem:
1. Zoho CRM Customization
We configured Zoho CRM, setting up custom modules for Contacts, Accounts, Services, and Invoices. Each relationship was mapped directly to WIMA's real business processes.
2. Automated Lead Capture
Created custom Zoho public forms to capture client information like name, email, phone, and service details. On submission, the data is automatically recorded in the CRM, removing manual entry.
3. Duplicate Prevention Engine
Using Deluge scripting, we implemented logic to check for existing Contacts or Accounts based on phone or email before new records are created, keeping data clean.
4. Invoice Automation
Developed a Deluge custom function to automatically generate invoices once service requests are approved in the CRM, linking the contact, account, product, and payment terms dynamically.
5. Real-Time Sync with Zoho Books
Integrated Zoho Books using custom sync flows to transfer Contact, Account, Product, and Invoice data instantly, ensuring the finance team has real-time transaction records.
Results & Impact
- 100% duplicate-free client records across CRM and Books.
- 81% increase in lead capture efficiency through Zoho Form automation.
- 57% faster overall billing process.
Technical Highlight: Deluge Scripting
Below is a snippet of the custom function created for duplicate validation and automatic invoice processing:
leadRecord = zoho.crm.getRecordById('Leads', leadId);
leadPhone = ifnull(leadRecord.get('Phone'), '');
contactSearch = zoho.crm.searchRecords('Contacts', '(Phone:equals:' + leadPhone + ')');
invoiceMap = Map();
invoiceMap.put('Subject', 'Invoice for ' + leadFullName);
invoiceMap.put('Contact_Name', contactId);
invoiceMap.put('Account_Name', accountId);
invoiceMap.put('Invoice_Date', zoho.currentdate.toString('yyyy-MM-dd'));
createInvoice = zoho.crm.createRecord('Invoices', invoiceMap);