Eco Paving Runs Lead to Cash Inside One Connected System
Booking, qualifying, quoting, signing, deposits, crew scheduling, material and labour tracking, invoicing, and reporting, rebuilt across two statements of work and five milestones.
Executive summary
Eco Paving ran its business across Zoho, a door-to-door sales app, a separate installer time-tracking app, and spreadsheets covering scheduling, inventory, and finances, with little integration between any of them.
We redesigned and rebuilt the entire lead-to-cash lifecycle on Zoho, delivered across two statements of work spanning five milestones from first lead contact through to executive dashboards. A lead now moves from first contact to a completed, invoiced, dashboard-reported job entirely inside one connected system, with inventory and labour cost tracked at job level in real time.
★★★★★5.0 rated Zoho partner profileEvery Stage Depended on Manual Work
Inside the CRM itself, a redundant EP Estimate module sat between Leads and Deals, the Invoice module went unused in favour of custom fields bolted onto Sales Orders, receivables were tracked manually, online payments were not connected at all, and years of experimental fields and modules had accumulated without being cleaned up.
Notes taken in the field did not make it into the system automatically, and scheduling, inventory, and finances lived in spreadsheets alongside two separate apps for door-to-door sales and installer time tracking.
The practical effect: booking a site visit, building an estimate, collecting a deposit, scheduling a crew, tracking materials and labour, invoicing, and reporting on performance all depended on manual work across disconnected tools. That made the business slow to run, error-prone, and difficult to scale.
Five Milestones, One Lifecycle
We rebuilt the lead-to-cash lifecycle across two statements of work, ER-116 Lead Process Optimization and ER-90 Deal Process Optimization, with Zoho Flow orchestrating data movement between every part of it.
- 01
Lead Capture and Qualification
We built multi-channel intake through Zoho Bookings, pre-filled referral forms that auto-associate leads with the right partner, event and campaign forms, a field-crew submission form, the existing door-to-door app, and paid search with CRM-level conversion tracking. A wizard-style booking widget walks a rep through lead information, pre-qualification, and scheduling, showing each estimator's availability, coverage, distance, and trailing 90-day conversion rate, and converts the lead to a deal on booking.
- 02
Deal Qualification and On-Site Estimating
Pre-visit qualification questions carry from lead to deal, with separate handling for in-person visits and online estimate calls that auto-generate a Zoho Meeting link. Estimators use an on-site quoting app to select project types, capture and annotate photos synced to WorkDrive, enter measurements with automatic square-footage calculation, and complete a per-project checklist, all flowing into the CRM record and the Sales Order.
- 03
Estimate to Deposit
Reminder emails, texts, and tasks fire automatically if a sent estimate goes unsigned. Clients sign remotely via Zoho Sign or in person inside the CRM widget, and signing creates the retainer invoice in Zoho Books with a payment link for immediate ACH or card payment.
- 04
Deposit to Job Completion
A cleared deposit converts the estimate into a Job automatically, carrying over every related record, and auto-creates the operational checklist. A drag-and-drop calendar schedules crews with a recommended crew size from square footage and add-ons, a running weekly revenue total, and automatic invites to crew and customer.
- 05
Materials, Time and Budgets
Field apps let crews check materials out and back in by barcode and clock in and out by PIN with photo and geolocation, while estimated labour and material cost is calculated at deposit and refined at scheduling so budget versus actual is visible throughout the job.
- 06
Performance Dashboards
We built nine role-specific dashboards in Zoho Analytics on CRM, Books, and Inventory data: Sales Team, Residential Team Sales, CSR, Outbound Sales, Business Development, Marketing, Management, Financial, and Operations.
Zoho CRM
Zoho Creator
Zoho Flow
Zoho Books
Zoho Inventory
Zoho Sign
Zoho WorkDriveZoho Bookings
Zoho AnalyticsHow a Lead Becomes an Invoiced Job
Zoho Flow orchestrates data movement across CRM, WorkDrive, Forms, Checkout, Books, and Inventory, so each stage below updates the others automatically as the deal or job moves forward.
One System, Not Four
Tracking that used to live in the door-to-door app, a separate time app, and spreadsheets for scheduling, inventory, and finance now runs in one connected lifecycle.
Reminders Nobody Has to Remember
Every stage fires its own reminders and tasks as the deal or job moves forward, instead of relying on someone noticing.
Profitability During the Job
Inventory and labour cost are tracked at job level in real time, so budgeted versus actual is visible throughout rather than reconstructed afterward.
Capabilities Delivered
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