Structuring sales and reducing manual tasks with Zoho
Litière Ouellet is a family business specializing in the production and distribution of animal bedding, primarily for farms (B2B). The company processes and distributes raw materials across a territory covering a large part of Quebec, mainly in the Bas-Saint-Laurent area. At a time when its operations still heavily relied on manual tools, Litière Ouellet decided to work with Tooly to structure its sales processes and improve its operational efficiency.
"The Tooly team stands out for its efficiency and the quality of its support. Whether it is the scheduling of virtual meetings or the progress of elements to be implemented in Zoho, everything is managed with rigor and speed. The training sessions are tailored to our needs, and the answers to our questions are detailed."
Mélina Ouellet
Administrative Assistant, Litière Ouellet
The challenge
Modernizing the operations of a family-owned bedding production company
Before Tooly’s intervention, Litière Ouellet did not use a CRM to manage its sales process, which made tracking clients and opportunities difficult. Information, spread across several Excel files, was sometimes repeated, leading to data duplication. The information collection process, conducted via forms, was also inefficient: information was sent by email, forcing the Litière Ouellet teams to manually copy data into different systems. The main challenges identified were:
Failure to use the CRM to structure the sales process;
Proliferation of Excel files containing duplicate data;
Constant repetition of manual data entry;
Difficulty tracking quotes sent, clients, and opportunities;
Non-automated information collection process.
The solution
Zoho optimization and automation of key processes
Litière Ouellet was already using Zoho Books for accounting management, but the tool was not optimized. Zoho CRM, although not in use, was also already in place. The Tooly team primarily intervened in support and training mode, optimizing the existing Zoho tools and structuring their use.
Modules implemented and optimized:
- Zoho CRM: Implementation of a genuine and structured sales process, enabling tracking of clients, opportunities, and quotes sent.
- Zoho Books: Training and optimization of financial reports, as well as implementation of automations to better structure sales and their tracking.
- Zoho Forms: Replacement of old forms with a version connected directly to the CRM, eliminating manual data entry.
Several automations were also implemented to address specific needs:
- Automatic creation of multiple contacts from a single form;
- Seamless transmission of client requirements (delivery logistics, equipment, etc.) to purchase orders;
- Automatic generation of quotes from the CRM with the correct pricing structure;
- Integration of the quoting process into Zoho Books to enable rapid conversion to orders.
After the integration
Results and benefits
Tooly’s intervention enabled Litière Ouellet to transform its operations, transitioning from a manual and fragmented environment to a structured and automated system.
Significant reduction in manual tasks
Teams no longer have to re-enter information from forms, as repetitive data entry has been eliminated through the integration of forms with the CRM. Result: smoother processes and less human intervention.
Data centralization and reliability
Multiple Excel files have been eliminated or significantly reduced, eliminating data duplication. Client information is now consolidated in a single system, leading to more consistent and easier-to-maintain data.
Improved sales tracking
The sales process is now structured and standardized, enabling the team to easily track quotes sent and opportunities. As a result, the risks of forgetting or losing information have also decreased.
Automation of commercial processes
Price lists are now automatically applied according to client and territory, and the information required for delivery automatically follows the sales cycle. Quote creation is now fast and automated, in addition to being synchronized between the client relationship management and accounting software.
Time savings and increased efficiency
The optimization of tools and automation of manual tasks has made processes simpler and faster to execute on a daily basis. The Litière Ouellet team spends less time searching for information or correcting errors, thereby improving the company’s overall efficiency.
Conclusion
Thanks to Tooly’s support, Litière Ouellet has transitioned from a manual and fragmented environment to a structured, automated system adapted to its operational reality. This transformation now enables the company to better manage its sales, reduce errors, and gain efficiency, while establishing a solid foundation to support its future growth.