Trades setup programme

From measurement to final invoice in one system.

We build trade and installation businesses a Zoho system that carries enquiry, quote, site work and invoicing, with office and field crew always on the same status.

  • Quotes in minutes instead of hours in the evening
  • Measurements and photos straight onto the job
  • Partial payments and invoices automatic, nothing left on the table
Book a discovery 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·USA

Manufacturing

A US industrial manufacturer standardised its full sales process, from first inquiry to signed contract, inside a single Zoho stack.

Pain
  • Quotes were hand-formatted in Word, hours per proposal
  • Estimators spent days hunting for comparable past projects across folders
  • Sales talked to the wrong contacts; decision-makers stayed out of reach
  • No unified process, every opportunity took its own path through the funnel
Gain
  • PDF quotes generated from CRM in one click, hours become minutes
  • Material-list approval Blueprint cuts downstream errors significantly
  • Hunter/Apollo enrichment focuses outreach on the right decision-makers
  • CRM ↔ Books bidirectional sync, both systems always reflect the same truth
Project Duration Ongoing since 2026
Built with
Zoho CRMHunter / ApolloLinkedInZoho FormsZoho FlowZoho Marketing Automation
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
The problem

More jobs than ever, and the office can't keep up

In the trades the process usually breaks between site and office. The workload isn't the problem, it's that everything runs by hand and across too many channels.

  • Quotes take forever

    Every estimate is manual work across templates and old price lists, written after hours, often 30 to 45 minutes per quote.

  • Appointments and measurements in chaos

    Site visits, measurements and notes live on scraps of paper, in your head or across five different apps, and get lost on the way back to the office.

  • Documents lost in WhatsApp and email

    Site photos and paperwork sit on phones and in inboxes. Invoices and partial payments slip through the cracks, and money is left sitting.

The solution

One system for the entire trades process

From enquiry to invoice, every job follows the same flow. Office and field crew work off the same status, and nothing gets lost between the site and the desk.

Tradesperson preparing a quote on a tablet at the job site

Quotes in one click with your price list

A quote generator with your current price list, a full estimate in about a minute instead of 45, as a clean PDF.

Quote generatorLive price listPDF in 1 click
Tradesperson taking measurements during the site visit

Measurements and photos straight to the job

Photos, measurements and notes from the site visit land directly on the Zoho job. Nothing re-typed, nothing lost in a WhatsApp chat.

On-site formAuto jobWorkDrive
Two tradespeople reviewing the finished installation

Job board and invoices at the push of a button

The team sees every job on one board, and invoices and partial payments are raised automatically. Office and field crew finally work off the same status.

Job kanbanAuto invoicePartial invoices
Zoho · configured for trades

Your Zoho apps, tailored to the trades process.

No off-the-shelf CRM. We configure every app around your workflow: from enquiry through on-site measurement to the final invoice.

Zoho CRM Search… + Add
Quote2
EL
Electrical install new-build Brandt
€ 18.400
SHK
Bathroom refit Vogt family
€ 22.700
Ordered1
EL
Meter cabinet Lorenz bakery
€ 7.900
Accepted1
SHK
Boiler swap Keller apartment block
€ 41.300
Zoho CRM

CRM · Job Pipeline

Every enquiry as a deal: trade, quote value, stage and next step. Electrical and plumbing/HVAC tracked separately.

  • Pipeline by job stage
  • Electrical & HVAC separated
  • Quotes in minutes
Zoho Books Search… + New
DocumentCustomerDateAmountStatus
RE-2025-117Brandt Bau19.05.2025€ 18.400 Paid
AN-2025-082Vogt family12.05.2025€ 22.700 Quote
AB-2025-039Keller block26.05.2025€ 13.800 Partial
RE-2025-124Lorenz bakery02.06.2025€ 7.900 Open
Zoho Books

Quotes & Invoices

Quotes, partial payments and final invoices in one place, no partial payment left behind.

  • Partial & final invoice
  • Open items in view
  • Quote to invoice in one click
WorkDrive · Sign Search… + Upload
Jobs›Vogt family›Measurements & photos
Measurement_Bath_GF.pdf 12.05 approved
Site_photos.zip 12.05 uploaded
Work_contract.pdf 14.05 awaiting signature
Handover_protocol.docx — draft
WorkDrive · Sign

Documents & Measurements

Measurements, site photos and contracts straight on the job, including e-signature.

  • Measurements & photos on the job
  • E-signature for contracts
  • Versions & access
Zoho Projects Search… + Add
On-site survey Mon
Order materials Tue
Site installation Wed–Thu
Handover & sign-off Fri
Zoho Projects

Site Scheduling

From measurement to handover: every task scheduled and assigned to a fitter.

  • Scheduled site steps
  • Fitter assignment
  • Progress live
Program & workflow

How we roll out Zoho One in your business

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

  1. AnalysisWe review your workflow from enquiry through the job site to the invoice and find your biggest time sinks.
  2. ConceptWe design your processes in Zoho One and plan the Zoho architecture (business process mapping).
  3. ImplementationSetup, configuration, the automations and migration of your customer and job data.
  4. SupportTraining for office and field crew, fine-tuning and ongoing support, so the system becomes a fixed part of your everyday work.
Plus AI

More speed with AI, without extra effort.

AI takes over repetitive manual work; decisions and customer contact stay with your team.

  • Customer enquiries are read and sorted by hand. Some sit forgotten in the inbox.
    Enquiry triage

    Enquiries land sorted onto the job

    Incoming emails and messages are read automatically, categorised and assigned to the right job with a priority, whether from the inbox or the contact form.

  • Quotes are typed by hand in the evening, every time from scratch.
    Quote drafting

    Estimates prepared in seconds

    From your site notes and price list, the AI suggests ready quote and reply drafts in your company's tone. You just review and approve.

  • Supplier invoices are typed in line by line.
    Document OCR

    Supplier invoices read themselves

    Amounts, dates and the job they belong to are extracted via OCR from incoming invoices and delivery notes and written into the right field. Billing without re-typing.

Contact

Ready to handle more jobs with the same team?

Let's find out in a free Zoho system review where your workflow holds the most potential. Non-binding, concrete and tailored to your business. As an authorised 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.

Can field crews capture measurements and photos straight from the site visit?

Yes. Through an on-site form, measurements, photos and notes land directly on the Zoho job, from a smartphone too, with no later re-typing at the office.

Are partial and final invoices raised automatically from the job?

Yes. Invoices and partial payments are raised automatically from the job, so no partial invoice is forgotten and no money is left on the table.

How long does rolling out Zoho One 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 estimate for your specific business.

What does Zoho One cost?

Zoho One costs €37 per employee per month on an annual plan, or €45 per employee with monthly billing. That includes all 50+ Zoho apps. We show you which option fits your business in the consultation, including a comparison with your current tools if you like.

Do we have to re-enter our existing data?

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

Can Zoho One connect to our existing tools?

In most cases yes. Google and Microsoft connect easily for email, calendar and drive, as do many other common applications. Beyond that, almost any system can be integrated individually via the Zoho API.

Does Zoho One suit smaller businesses and mobile teams?

Yes. Zoho One works for sole traders as well as growing businesses. Your fitters and field staff access jobs, tasks and documents on the go via the app, even straight from the site.

Where is our data stored?

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

How much time does the project cost us day-to-day?

As little as possible. Your team is only involved at a few clearly agreed points, such as analysing the workflow, providing information and training, so your day-to-day work keeps running.