SHK setup programme

Plumbing & heating firms run every job with Zoho One

From enquiry through quote and dispatch to recurring maintenance: one system that carries sanitary, heating and air-conditioning work with live job status, technician dispatch and maintenance contracts.

  • Every job with live status: enquiry, quote, install, done
  • Technician dispatch, call-outs and maintenance in one flow
  • No missed maintenance date, no dropped emergency call-out
Book a first call Open the Workflow Planner Response time: same day
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Transformations

What we changed for real businesses.

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Case study·Germany

Field Service

A German field-service provider connects sales, ticketing, dispatch, and billing into one platform.

Pain
  • Travel surcharges were estimated by hand for every address, mistakes were routine
  • Technicians had no visibility on the customer device when they showed up on site
  • Reports were written on paper and typed into the system days later
  • Monthly billing was a marathon of Excel and Word
Gain
  • Address entry → travel zone and surcharge populated on the deal automatically
  • Atera inventory, asset management, and maintenance contracts in one CRM view
  • Voice-to-text report plus customer signature on a single mobile screen on site
  • PandaDoc contract signature auto-triggers Won
Project Duration ~4 months
Built with
Zoho CRMAteraPandaDocMetaZoho DeskZoho Creator
Case study·Germany

Multi-Vendor Sales

A German distribution business with multiple vendors and field sales needed a unified sales platform.

Pain
  • Vendor catalogues and prices scattered across spreadsheets
  • Field reps planned routes manually and lost time on the road
  • Quotes and invoices retyped by hand into systems
  • Direct sales and distributor business blended in reporting
Gain
  • One CRM for all vendors with dynamic filtering
  • Geo-optimised routes, more customer visits per day
  • Document data lands in the right fields automatically
  • Revenue dashboard by customer and vendor highlights profit sources
Project Duration ~1 month
Built with
Zoho CRMAircallMapslyZoho FlowZoho Marketing AutomationZoho Sites
Case study·Germany

Workforce Management

A German property-management and personnel-services provider needed an end-to-end platform from lead to invoice, including a mobile app for field workers.

Pain
  • Field hours captured on paper and retyped into Excel
  • Contracts printed and mailed, contract cycles took weeks
  • No visibility on which employee is working where right now
  • Interim and final invoices had to be reconciled by hand
Gain
  • Mobile app delivers hours and GPS straight into billing
  • Contracts run end-to-end digitally via e-signature
  • Fleet with TÜV, rental period and mileage in one module
  • Dashboards expose personnel allocation and project costs transparently
Project Duration ~3 months
Built with
Zoho CRMZoho CreatorZoho ProjectsZoho BooksZoho WriterZoho Sign
The problem

Full order books, but dispatch lives in your head?

In plumbing and heating firms the process falls apart between the office, the site and the emergency call-out. It isn't the workload that's the problem, it's that everything runs by hand and across too many channels.

  • Jobs on paper and in people's heads

    Enquiries come in by phone, email and WhatsApp. Only whoever took the call knows where a job stands. Chasing costs time and appointments slip through.

  • Dispatch by shouting across the office

    Which technician goes where tomorrow, with what material? The plan lives on a whiteboard and is out of date the moment an emergency call-out comes in.

  • Maintenance and invoicing get left behind

    Maintenance contracts, inspection dates and final invoices are managed without a fixed system. Due maintenance is forgotten and money is left on the table.

The solution

One system for the whole SHK process

From enquiry to maintenance, every job follows the same flow. Office, site and emergency service work from the same status, nothing gets lost between call-outs.

Plumbing and heating technician inspecting a heating system and documenting on a tablet

Every job with live status

Enquiries, quotes and jobs in one pipeline. Boiler swap, bathroom renovation or heat pump, status and next step are visible to the whole team in real time.

Job pipelineLive statusQuote in a click
Heat pump and heating technology in a modern plant room

Dispatch and technician scheduling

Appointments, technicians and material in one place. Who goes where and when is planned visibly, even when an emergency call-out comes in.

DispatchSchedulingEmergency service
Plumbing and heating tradesperson installing sanitary fittings in a modern bathroom

Maintenance, inspection and invoicing automated

Maintenance contracts trigger appointments automatically, inspection reports land on the job and the invoice goes straight out. No forgotten maintenance date again.

Maintenance contractsInspection reportsAuto-invoice
Zoho · configured for SHK

Your Zoho apps, tailored to the SHK process.

Not an off-the-shelf CRM. We set up each app around your processes: from enquiry through dispatch and installation to recurring maintenance.

Zoho CRM Search… + Add
Quote2
HT
Boiler swap · Weber
€ 14,800
BATH
Bathroom reno · Ünal
€ 21,400
In install1
HP
Heat pump · Roth
€ 27,900
Done1
HT
Heating · Kellermann
€ 12,300
Zoho CRM

CRM · job pipeline

Every job as a record: boiler swap, bathroom renovation or heat pump, job value, status and next step, from enquiry to completed job.

  • Pipeline by job status
  • Quote & e-signature in a click
  • Emergency call-outs visible instantly
Zoho FSM · Projects Search… + Add
Emergency · burst pipe Mon
Heat pump · install Tue–Wed
Bathroom · sanitary Thu
Heating maintenance Fri
Zoho FSM · Projects

Dispatch & scheduling

From travel to commissioning: every job scheduled, assigned to a technician, emergency call-outs and maintenance in the same plan.

  • Scheduled jobs
  • Technician dispatch
  • Emergency & maintenance in view
Zoho Books Search… + New
DocumentCustomerDateAmountStatus
INV-2025-042Heating Kellermann14.05.2025€ 12,300 Paid
INV-2025-047Bathroom Ünal21.05.2025€ 21,400 Open
MC-2025-011Maintenance Roth01.06.2025€ 189 Recurring
DP-2025-009Heat pump Roth03.06.2025€ 9,000 Deposit
Zoho Books

Invoices & maintenance contracts

Job invoices and recurring maintenance contracts in one place, with payment status and automatic reminders.

  • Invoice straight from the job
  • Recurring maintenance contracts
  • Open items at a glance
WorkDrive · Sign Search… + Upload
Jobs›Heat pump Roth›Documents
Quote_HeatPump.pdf 10.05 signed
MaintenanceContract_Roth.pdf 12.05 awaiting signature
InspectionReport_Heating.pdf 18.05 captured
HandoverReport.docx — Draft
WorkDrive · Sign

Quotes & inspection reports

Quotes, maintenance contracts and inspection reports directly on the job, including e-signature, nothing gets lost.

  • Everything filed on the job
  • E-signature for quotes & contracts
  • Inspection reports captured on mobile
Program & workflow

How we roll out Zoho One in your SHK firm

We think our way into your processes and see ourselves as a long-term development partner. Here are the four phases.

  1. AnalysisWe review your processes from enquiry through dispatch and installation to maintenance and find your biggest time drains.
  2. DesignWe shape your processes in Zoho One and plan the Zoho architecture (business process mapping).
  3. DeliverySetup, configuration, building the automations and migrating your customer, job and maintenance data.
  4. SupportTraining for office, technicians and dispatch, fine-tuning and ongoing support, so the system becomes a fixed part of your day.
AI in practice

Where AI genuinely takes work off an SHK firm.

No gimmicks, concrete places where we've built AI into real Zoho setups, so enquiries arrive sorted and no maintenance slips through.

  • Sorting and prioritising every enquiry by hand
    Enquiry routing

    Enquiries land sorted on the right job

    Incoming calls and emails are read automatically, classified as emergency, quote or maintenance and prioritised, with no manual triage in the office.

  • Measuring up and quoting by hand
    Quote assistant

    Quote prepared from the site measurements

    From measurement notes and photos the AI suggests line items, material and labour rates, so an enquiry becomes a clean quote in minutes.

  • Keeping due maintenance in your head
    Maintenance & service

    Due maintenance reports itself

    Zoho Zia spots due maintenance and inspection dates in advance and suggests appointments, so your team actively uses maintenance contracts instead of forgetting them.

Contact

Ready to run every job in one system?

Let's find out in a free Zoho system review where your processes hold the most potential. No obligation, concrete and tailored to your firm. As an authorized Zoho partner we support you from setup to running operations.

● Free system review · no obligation

Open the Workflow Planner

We use your details only for the call. No spam.

Frequently asked

What you'll want to know before the call.

Does the system fit sanitary, heating and air-conditioning at the same time?

Yes. Jobs, quotes and maintenance contracts can be distinguished per trade but run in one system. Your team can see just the heating jobs, just the bathrooms, or everything side by side, without separate spreadsheets.

How does the system help with emergency call-outs and dispatch?

Emergency enquiries are recognised as urgent straight away and assigned to an available technician. Dispatch shows in real time who is on which job and when, so a spontaneous emergency doesn't throw the rest of the plan into chaos.

Can we manage maintenance contracts automatically with it?

Yes. Every system under a maintenance contract triggers the next appointment automatically, including reminder, inspection report and invoice. Due maintenance no longer gets left behind and becomes plannable, recurring revenue.

How long does a Zoho One rollout take?

Depending on scope, typically a few weeks to a few months. After our first meeting we give you a rough estimate, and after the requirements meeting a realistic assessment for your specific firm.

What does Zoho One cost?

Zoho One costs €37 per employee per month on an annual plan, or €45 per employee paid monthly. That includes all 50+ Zoho apps. We'll show you which option fits your firm in the consultation, gladly compared against your current tools.

Do we have to re-enter our existing data?

No. We migrate your existing customer, job and maintenance data into Zoho One as part of delivery, provided it can be exported from your current system.

Does Zoho One also fit smaller firms and mobile technicians?

Yes. Zoho One suits the small master craftsman's business as well as growing SHK firms. Your technicians access jobs, appointments and documents on the go via the app, straight from the site.

Where is our data stored?

On request in Zoho's EU data centres, GDPR-compliant. Your data therefore stays within the European legal framework, an important point for firms with sensitive customer and system data.