Structure and automate the management of accounting mandates with Zoho One

The company is a firm specializing in bookkeeping, taxation, and accounting support for a clientele exclusively composed of businesses. Experiencing strong growth, the organization expanded from two to four employees during the engagement, thereby increasing the volume of clients and engagements to manage.

Like many accounting firms, its daily operations are characterized by recurring and predictable tasks: monthly operations, quarterly obligations, fiscal year-ends, document collection, and deliverables to be met for each client. Without a structured system, this reality can quickly become complex to orchestrate.

Before engaging Tooly, the company felt an urgent need to bring order to its operations, to have a clear vision of what needed to be done, when, and for which client, all while reducing the time spent on manual management.

Number of Zoho apps integrated

3

Industries

The challenge

Before Tooly’s intervention, several pain points hindered the team’s efficiency:

Lack of global visibility into tasks to be performed and their progress

Complex management of recurring projects for a large number of clients;

High proportion of repetitive tasks performed manually;

Difficulty linking the receipt of client documents to delivery schedules;

Data structure and quality issues in the existing CRM, inherited from a previous implementation;

Logistical challenge to know what to do, when to do it, and for whom;

The goals

The mandate entrusted to Tooly pursued three main objectives:

Implement a solution providing a clear vision of projects and tasks, while automating as many repetitive actions as possible;
Reduce the time spent on project creation and monitoring;
Offer the team improved delegation and prioritization capabilities.

The solution

Zoho CRM Upgrade and Optimization

Tooly began the engagement with a complete audit of the existing CRM. This step made it possible to identify structural inconsistencies, mispositioned data, and limitations left by the former partner. The CRM was then reorganized to serve as a solid, reliable foundation for the automations to come.

Implementation of project management with Zoho Projects

To address the core need for operational visibility, Tooly implemented Zoho Projects to structure the management of client engagements. Each new client or engagement can now automatically generate a project, with its associated tasks, timelines, and responsible parties.

Process automation with Zoho Flow

A major automation component was delivered using Zoho Flow, including:

Automatic creation of projects and tasks from the CRM
Automatic assignment of tasks to the right people
Automatic population of data across the different modules
Automatic document generation
Automatic sending of emails when projects start to inform the team

These automations eliminated many manual steps and improved process reliability.

Tooly Project Approach

The project was conducted using a structured methodology:

Requirements gathering and detailed audit of the existing system
Clear recommendations based on on-the-ground findings
Weekly meetings with the client to validate the direction
Development of a visual game plan outlining the project stages
Development phase once the scope was validated and approved

This approach helped secure the project before moving into technical development.

The success of this project is based on several key elements:

Rigorous scoping and definition of the scope before development;

A thorough initial audit, helping to avoid mistakes along the way;

Close collaboration with the company throughout the engagement;

Implementation of replicable solutions for other firms with similar needs.

The learnings gained—particularly around managing high volumes of projects and the optimal use of Zoho Flow—now enable Tooly to offer this type of solution to other service businesses facing comparable challenges.