Unifying the Operations of a Multi-Entity Communication Agency with Zoho One
A fast-growing communication and marketing agency, specializing in web development, digital marketing, and client acquisition, faced a major challenge after acquiring a second company. While this growth expanded its service offering and client base, it also led to a proliferation of tools, processes, and databases.
The organization used several distinct environments to manage its sales, operations, accounting, and documents, which created duplicates, increased the risk of errors, and limited overall visibility into the company’s performance.
To support its growth and improve operational efficiency, the company mandated Tooly to structure, centralize, and automate its processes using the Zoho One suite.
Number of Zoho apps integrated
7+
Industries
The challenge
Unifying two entities after an acquisition
Before Tooly’s intervention, the company faced several significant issues:
Separate systems and data between the two company entities;
Multiple CRMs, accounting systems, and document spaces creating duplicates and inconsistencies;
Manual creation of commercial proposals and frequent re-entry of client information;
Difficulty effectively tracking recurring services, renewals, and associated billing;
Lack of consolidated visibility into operations, sales, and profitability;
Significant administrative burden related to information transfers between sales, production, and accounting teams.
The goals
The mandate given to Tooly was to:
- Centralize client data and services in a single environment;
- Standardize processes between different entities;
- Automate the generation and processing of commercial proposals;
- Reduce administrative tasks related to data entry and billing;
- Improve tracking of recurring services and renewals;
- Provide better visibility into the company’s operations and performance.
The solution
A unified Zoho One ecosystem to support growth
Centralization of operations with Zoho CRM
Tooly restructured the Zoho CRM environment to make it the central point for managing clients, opportunities, and services.
Data from different entities was consolidated to reduce duplicates and allow teams to access consistent and up-to-date information.
This centralization also helped standardize sales processes and ensure better continuity between sales and production teams.
Automation of commercial proposals
To accelerate the production of service offerings, Tooly integrated the Kapi platform into existing management processes.
Information contained in accepted quotes is now automatically transferred to the CRM, which allows for:
- automated creation of service records;
- reduction of data entry errors;
- elimination of manual re-entry;
- faster project initiation.
Dynamic templates were also developed to facilitate proposal generation and automatic synchronization of pricing information.
Centralized document management with Zoho WorkDrive
Tooly implemented a unified document structure using Zoho WorkDrive.
Contracts, proposals, and operational documents are now centralized and accessible directly from client records.
This approach improves collaboration between teams and significantly reduces the time spent searching for information.
Optimization of recurring services and renewals
Automations were put in place to facilitate the tracking of recurring services.
The company now benefits from:
- automated reminders;
- better deadline tracking;
- automatic creation of renewal opportunities;
- improved visibility into its active service portfolio.
The Tooly project approach
The project was carried out using a progressive methodology to limit the impact on daily operations:
- business analysis and scoping workshops;
- prioritization of high-value needs;
- automated data migration;
- validation with operational teams;
- training and support;
- regular monitoring to adjust processes and automations.
This approach allowed for gradual adoption of the solution while generating rapid benefits.
After the integration
Results and benefits
The implemented solution generated several significant gains for the organization:
Significant reduction in manual data entry tasks related to commercial proposals
Consolidation of tools and data in a centralized environment
Improved information quality and reduced risk of errors
Centralization of client documents and simplified access to contracts and proposals
Better visibility into recurring services and renewals
Streamlined transfer of files between sales, production, and administration teams
Reduction of operational inefficiencies associated with multi-entity management
Establishment of an scalable technological foundation to support the company's future growth
Key success factors
The project’s success is based on several elements:
- a pragmatic approach focused on quick and measurable gains;
- strong collaboration between Tooly’s teams and the company’s management;
- a progressive deployment limiting resistance to change;
- automations targeted at the most critical processes;
- continuous support fostering solution adoption.
What's next?
Following the initial results, a roadmap was established to continue optimizing the Zoho environment.
The next phases notably include:
- further consolidation of financial operations;
- extension of automations related to billing and renewals;
- full integration of different entities into a unified environment;
- development of consolidated dashboards for strategic performance monitoring.
Thanks to this transformation, the company now has a centralized platform capable of supporting its growth while reducing operational complexity.