Zoho CRM + integrations · Client confidential
Moving house without losing the post.
Three tools retired, four wired in and one Zoho CRM in the middle – plus a quote confirmation page, built from scratch, that writes straight back to it.
Client
Illustrative – simplified, not client dataAfter — one CRM in the middle, everything else wired to it.Before — everything in a different place.
8 routes — select one to trace it01 / 08 — Meta lead ads → new Zoho lead, source attached.01 / 08 — Lead ads → one more place leads arrived from.02 / 08 — Website form → straight into Zoho, no shared inbox in between.02 / 08 — Website form → emails a shared inbox, and that’s it.03 / 08 — Quote confirmed online → written back to the customer’s record in Zoho.03 / 08 — Quote → no way for the customer to confirm online.04 / 08 — Outlook → connected to Zoho, email on the customer’s record.04 / 08 — Outlook → email lives on its own, away from the CRM.05 / 08 — QuickBooks → connected to Zoho, so the accounts and the CRM finally agree.05 / 08 — QuickBooks → the accounts and the CRM don’t talk.06 / 08 — HubSpot → replaced by Zoho. Switched off.06 / 08 — HubSpot → one of three places to look for a customer.07 / 08 — Trello → the task board’s job taken over by Zoho. Switched off.07 / 08 — Trello → tasks on a separate board.08 / 08 — Dropbox → the file store’s job taken over by Zoho. Switched off.08 / 08 — Dropbox → files in a separate store.
Toggles this route’s highlight.The brief
A growing business was running on tools that didn’t talk to each other. Leads lived in HubSpot, tasks on a Trello board and files in Dropbox, with email in Outlook off to one side. The website form only emailed a shared inbox, and QuickBooks knew things the CRM didn’t. Too much of the follow-up depended on someone remembering.
What we built
One Zoho CRM in the middle. It replaced HubSpot, Trello and Dropbox outright, and it connects to Outlook, Facebook and Instagram lead ads, the website contact form and QuickBooks. Inside it, a bespoke engine runs a great deal of the team’s day. And one thing nobody sells off the shelf: a quote confirmation page. The customer clicks a button on their quote, reviews the deposit, the full amount and the terms, acknowledges them and confirms. The confirmation is written straight back to their record.
The best switchover is the one nobody notices.
How it works
Every channel arrives as a clean record with its source attached. Rules inside the CRM raise tasks, book follow-ups and move deals along, so the team spends its time on customers, not admin. The quote page is custom middleware – a small piece of glue between a customer and a CRM – and we build that kind of glue between all sorts of systems.
The outcome
Three fewer logins, one version of the truth and far less copying and pasting. HubSpot happened to be this client’s starting point; the same move works whichever CRM you’re on. The client’s name stays with the client.
Recreation – no client branding
1 · The quote
Quote Q-0217
- £2,400.00
- £1,600.00
- £800.00
- Full amount
- £4,800.00
- Deposit
- £1,200.00
1 — The customer clicks Confirm on their quote.
2 · The confirmation page
Confirm your quote
- Full amount
- £4,800.00
- Deposit on confirmation
- £1,200.00
- Balance on completion
- £3,600.00
Tick both to confirm.
2 — They check the deposit, the full amount and the terms, and confirm.
3 · Back in the CRM
Zoho CRM · Deal
- Stage
- Quote sent → Confirmed
- Terms
- accepted · 14:07:22
- Deposit
- £1,200.00 agreed
- Next
- task created for the team
- WEBHOOK.RECEIVED quote Q-0217
- DEAL.STAGE quote sent → confirmed
- DEPOSIT.AGREED £1,200.00
- TASK.CREATED next step for the team
3 — The confirmation lands on their record in the CRM.