2025 Case Study: Automating Quote Management and Field Service Handoff in Zoho CRM
We partnered with a global leader in bulk CO₂ storage and distribution who provides end-to-end solutions for CO₂ systems, water treatment, dry ice production, and carbon capture. As a full-service provider, the company needed a more efficient way to manage data flow between its quoting process and field service operations. We helped them transform a fragmented manual workflow into a fully automated, CRM-driven system that improved speed, accuracy, and cross-departmental coordination.
The Challenge
The companies quoting process was highly manual, often requiring sales team members to create and email quotes one at a time, with no system in place for recurring or scheduled quoting. Additionally, once a quote was approved, the lack of integration between CRM and Zoho FSM meant that field service activation required additional manual effort, leading to delays and inconsistencies.
Their key goals were to:
Automate quote creation and delivery
Enable scheduled and recurring quotes
Sync approved quotes directly into Zoho FSM as Work Orders
Maintain alignment between what was quoted and what was executed in the field
Our Solution
We implemented an end-to-end automation strategy using Zoho CRM, Zoho FSM, and Zoho Writer. The system was designed to be scalable and easy for internal teams to manage moving forward.
Key Features Implemented
Automated Quote Creation & Scheduling
Introduced a "Quote Send Date" field to control when quotes are generated and delivered
Automated quote creation and email delivery using Zoho Writer templates
Enabled recurring quote functionality for monthly, annual, or other recurring intervals
Integration with Zoho FSM
Configured the system to automatically generate Work Orders in Zoho FSM when a quote is approved
Set up bi-directional sync between CRM and FSM so updates to quotes or work orders stay aligned
Standardized all quote emails to send from a central support address for consistency
Results
The client saw measurable operational benefits:
Reduced quoting time by more than 75%, freeing up their sales team for more strategic work
Minimized quoting errors through automation and the use of standardized templates
Improved coordination between sales and field service, reducing delays in service activation
Increased visibility into quote history, recurrence, and field service status
Why It Matters
For a service-focused organization operating at a global scale, streamlining internal handoffs is essential. This implementation not only reduced operational friction but also enhanced customer responsiveness by shortening the time between quoting and on-site delivery.
Looking to Streamline Your Quote-to-Service Workflow?
We help companies automate core business processes using the Zoho ecosystem. Whether you're quoting field services, managing installations, or coordinating service teams, we can build a solution that fits your workflow and scales with your growth.