Centralize and segment landscaping service requests with Zoho CRM

This Canadian company offers a full range of outdoor services, including landscaping, lawn mowing, and cedar hedge installation. The company operates several distinct websites, each dedicated to a specific service type and generating its own quote requests.

While effective for marketing, this structure complicated internal management. Requests arrived through various forms without a clear centralized logic, making it difficult to track opportunities and analyze the performance of each service line. In this context, they mandated Tooly to structure and automate their lead management using Zoho.

Number of Zoho apps integrated

3

Industries

The challenge

Before Tooly's intervention, the company faced several operational challenges:

Lack of clear segmentation of quote requests by service type;

Difficulty directing opportunities to the correct sales pipelines;

Lack of visibility into the relative performance of each activity;

Manual assignment of leads to sales representatives, with risks of errors and delays;

Missed or delayed sales follow-ups;

The goals

The mandate primarily aimed to:

Centralize all quote requests within a single CRM;
Automatically segment leads based on the requested service type;
Accelerate the processing and assignment of opportunities to the correct sales representatives;
Provide better visibility into performance by business line.

The solution

CRM Setup and Structuring

Tooly deployed Zoho CRM as the central hub for all sales opportunities. Distinct pipelines were configured to reflect the company’s various services, allowing for a clear and immediate overview of opportunities by activity type.

Request Collection and Segmentation with Zoho Forms

Quote request forms from the different websites were rebuilt using Zoho Forms. Each form is now linked to the CRM with automatic segmentation logic, ensuring that every request feeds into the correct pipeline upon entry into the system.

Automations and Follow-ups

Automations were implemented to:

Automatically assign opportunities to the appropriate sales representatives based on service type;
Send confirmation and follow-up emails to clients;
Manage opportunity statuses to ensure no request is overlooked

Targeted use of Zoho Analytics also provides an overview of sales performance.

Tooly Project Approach

The project was conducted following Tooly’s proven approach:

Detailed needs assessment upfront to thoroughly understand client priorities;
Weekly meetings to validate progress and adjust configurations;
Prioritization of features offering the best short-term return on investment.

Success Factors and Next Steps

The project’s success relies on rigorous needs assessment before launch and regular communication with the client throughout implementation. This close collaboration ensured a solution aligned with the organization’s operational reality.

This type of configuration represents a common scenario for many service companies with multiple marketing entry points. The implemented solution provides a solid, easily scalable foundation to support the company’s future growth and continuous optimization of its sales processes.