PROJECT

Customer Relationship Management Software for Connected Sales Workflows

Custom CRM development, Lead management, Sales pipeline configuration, Workflow automation, Zoho integration, Data migration, Project and accounting handoffs

  • Industry: Professional services
  • Latvia Location: Latvia
  • Delivery time: 16 weeks
  • Technologies: Python, JavaScript / TypeScript (Node.js)
4+ months

This client’s sales work is spread across CRM records, spreadsheets, and project tools. That makes customer and sales coordination take extra manual time. Customer relationship management software brings these activities into one Zoho-based workspace. It takes in leads and customer records, then gives the professional services firm a connected place to manage pipelines and follow-ups.

Summary

Problem

The client manages customer and sales work across disconnected applications, spreadsheets, and legacy systems.

Solution

The solution became a customized Zoho workspace for leads, sales pipelines, automation, and connected operations.

Result

The software is made to reduce manual work and rework from lead management to delivery and accounting.

Client story

The client is a professional services firm from Latvia. It coordinates leads, sales, and projects across several business applications.

Customer information and sales activity are spread across disconnected tools. The firm also manages project work across separate applications.

The request was simple: configure one suite, connect external tools, and migrate existing data. It also asked for automated lead capture, routing, and approvals. It asked for automated quoting, invoicing, and payment tracking.

The solution was shaped around Zoho CRM and related Zoho applications. Modules were organized around the firm’s own rules.

Integrations and automation were added as separate parts of the workspace.

The client asked for

  1. Unify CRM, projects, accounting, marketing, support, HR, inventory, and custom apps.
  2. Connect tools, websites, forms, payments, ERP, communication, and legacy platforms.
  3. Migrate, clean, and standardize historical data from existing systems.
  4. Automate lead capture, routing, follow-ups, approvals, quotes, invoices, and payments.

Why ready-made software did not fit

Lead-routing products focus on matching leads to accounts and salespeople, while CRM data tools focus on cleaning and organizing records. A custom Zoho workspace covers lead capture, sales pipelines, and project handoffs. It also covers accounting synchronization, data migration, and reporting in one solution.

Project overview

The solution was designed around Zoho CRM as the main customer management and sales workspace. It brings leads, deals, and follow-ups into one place.

To handle connected operations, Zoho Projects and Zoho Books were provided as related parts of the suite. Zoho Forms, Zoho Campaigns, and Zoho Desk extend the workspace across connected business processes.

Zoho Creator and Zoho Flow support additional connections.

Lead routing and workflow automation manage assignments and stage transitions. Notifications and approvals follow the client’s sales process.

Historical records are imported from spreadsheets, legacy CRMs, and other systems. Field mapping and validation support the migration.

Special attention was paid to the client’s existing systems and rules. APIs and webhooks connect external platforms.

Deluge and Zoho Flow reduce manual steps between applications.

Key features delivered

  • Lead capture and lead management
  • Custom sales pipelines and deal stages
  • Automated lead routing and follow-ups
  • Approvals, quotations, invoicing, and payment tracking
  • CRM-to-project handoffs
  • CRM-to-accounting synchronization
  • Historical data migration and cleaning
  • Custom fields and modules
  • Dashboards and sales reports

Can be added

+ Document management + Payment workflow extensions + WhatsApp follow-ups + Additional custom modules + Data migration from further systems

Who else can use this solution

These businesses have a similar task, and the same solution can be adapted to their customer, sales, delivery, and support workflows.

An accounting firm

Task It needs to coordinate enquiries, client records, proposals, recurring work, documents, and billing.
How the solution helps The solution connects lead management with project and accounting handoffs in one customer workspace.
Accounting firms

A creative agency

Task It needs to manage prospects, sales stages, project delivery, approvals, and client communication.
How the solution helps The solution links pipelines, follow-ups, project records, documents, and activity history.
Creative agencies

A construction services company

Task It needs to organize enquiries, quotations, approvals, projects, documents, and payment records.
How the solution helps The solution connects sales processes with project and accounting records while keeping follow-ups visible.
Construction services

Technology stack

Python

CRM integration services

Python supports services that work with Zoho CRM APIs and related data flows.

JavaScript / TypeScript (Node.js)

Integration and automation services

Node.js supports Zoho Catalyst, CRM connections, and application integration services.

PHP

Business system integrations

PHP supports connections with CRM, accounting, payment, and invoice services.

zohocrmsdk8-0

Zoho CRM API access

zohocrmsdk8-0 (a Python library for Zoho CRM v8 APIs) connects the workspace with Zoho CRM.

zcatalyst-sdk-node

Zoho Catalyst services

zcatalyst-sdk-node (a Node.js SDK for Zoho Catalyst) supports Zoho-based application services.

pyxero

Xero accounting access

pyxero (a Python library for the Xero accounting API) supports accounting system connections where required.

invoice2data

PDF invoice extraction

invoice2data (a Python library for extracting invoice data from PDFs) reads invoice information for accounting workflows.

PDF

Document handling

PDF files carry documents that the workspace can process or attach to customer records.

Zoho CRM

Customer and sales records

The workspace exchanges leads, contacts, accounts, deals, stages, and activities with Zoho CRM.

Zoho Projects

Project handoffs

CRM records pass project handoff information to Zoho Projects.

Integrations

Zoho CRM

The workspace exchanges leads, contacts, accounts, deals, stages, and activities with Zoho CRM.

Zoho Projects

CRM records pass project handoff information to Zoho Projects.

Zoho Books

Customer and deal information connects with accounting records in Zoho Books.

Zoho Forms

Lead submissions from Zoho Forms enter the CRM lead process.

External tools and legacy platforms

APIs, webhooks, workflow integrations, and native connections exchange records with external tools and legacy systems.

The result

Sales work stays visible from lead to follow-up

The lead and pipeline workspace gives the sales representative or manager one view of lead records, referral sources, and deal stages.

The pipeline stage bar makes the current sales position clear, while filters narrow the list by source or owner.

How it works

  1. The workspace shows lead records, referral sources, contact details, deal values, stages, owners, and activity history.
  2. The pipeline stage bar presents deals by their current stage.
  3. The workspace displays follow-up and task controls beside the deal record.
Lead and pipeline workspace

Lead and pipeline workspace

Functions on this screen
Lead Management Configure sales pipelines Automate lead management Capture leads from platforms

Lead routing follows the client’s rules

The automation screen brings routing rules, stage transitions, and approvals into one configuration area. It supports the client’s own assignment logic instead of forcing the sales process into a fixed sequence.

An automation status log shows workflow execution history and notification status, giving the CRM administrator a clear place to review automated actions.

How it works

  1. The workspace reads lead sources, territory or assignment rules, pipeline stages, task owners, and notification status.
  2. The stage transition map represents the configured movement between pipeline stages.
  3. The automation status log shows workflow execution history.
Tip: The rules are organized around the client’s own sales stages, assignments, and approvals.
Lead routing and automation rules

Lead routing and automation rules

Functions on this screen
CRM Automation Automate lead management Map Business Processes

Customer, project, and accounting records stay connected

The handoff record brings the customer summary, related deal, and project status together. Accounting links, documents, and communication history remain available from the same customer record.

The record keeps estimates or invoices alongside the connected project and deal.

How it works

  1. The workspace shows contact and account data, deal stage, project status, estimate or invoice records, attached documents, and communication history.
  2. The project handoff section presents the connected project status.
  3. Accounting record links connect the customer record with estimate or invoice information.
Customer and project handoff record

Customer and project handoff record

Functions on this screen
Sync Zoho CRM and Books Integrate Zoho products

Sales performance is easier to review

The dashboard turns pipeline activity, lead conversion, and sales activity into a shared management view. Sales managers and analysts can review activity by date or owner without assembling a separate report.

Pipeline charts, conversion views, activity widgets, and forecast panels keep the main sales signals together.

How it works

  1. The dashboard presents lead counts, deal stages, sales activity, conversion records, and forecast data.
  2. The pipeline chart shows deals across their stages.
  3. Date and owner filters narrow the dashboard views.
Sales performance dashboard

Sales performance dashboard

Functions on this screen
Track Sales Performance Configure sales pipelines Build Custom Reports

Connected systems and imported data are easier to control

The integration and migration console gives the system integrator or data manager a clear view of connected applications, field mappings, and imported records. Synchronization events and validation errors are shown in the same console.

This supports data migration from spreadsheets, legacy CRMs, and other business systems.

How it works

  1. The console lists connected applications, source-system fields, mapped fields, import batches, synchronization events, and validation errors.
  2. The field-mapping table relates source-system fields to CRM records.
  3. The import status and synchronization log show migration and connection activity.
Note: Validation errors remain visible in the console for review during migration.
Integration and data migration console

Integration and data migration console

Functions on this screen
Integrate Existing Systems Data Migration Tools Import into CRM

What the solution gives

With this solution, the professional services firm can:

  • Capture and route leads using the client’s own rules
  • Manage sales pipelines, approvals, quotations, and follow-ups
  • Connect customer records with projects and accounting
  • Import and standardize historical records
  • Review sales activity, conversions, and forecasts
  • Add integrations and modules as business processes change

Could ready-made systems do the job?

Before the design, the task was compared with ready-made products by their own descriptions.

What the client needs Lead routing platforms LeanData, LeadAngel CRM data management tools Insycle, Traction Complete, D&B Connect Revenue operations platforms Openprise, D&B Rev.Up ABX Custom solution
Unify CRM and business applications — — partly
Connect external tools and systems partly partly
Migrate and standardize historical data —
Automate sales and payment workflows — — —
Fits the client's own rules: stages, roles, reports — — —
All steps in one place — — —
No manual steps between programs partly partly

By the public descriptions of the products and their category.

Ready-made products cover parts of lead routing, CRM data quality, and revenue operations. A ready-made product is enough when only one of these parts is needed.

This client needed its own software because the required functions were spread across separate products and did not fully match the firm’s rules.

In the end

In the end, the solution was made to reduce manual work from a new lead through sales and project handoff.

FAQ

Thinking about building a similar system? Read the answers below to see how CRM configuration, integration, migration, and automation fit together.

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