Welan Technologies: CRM Adoption Up 60%, Collections 40% Faster, Storage Costs Down 30%
The Challenge
Welan had already made a start on Zoho with Bigin, but the rest of the business had not followed. Each function ran on its own tools, and nothing spoke to anything else:
- Sales, finance, HR, inventory and operations run across Excel, Gmail folders and WhatsApp — duplicate data, version confusion and calculation errors
- Bigin had done its job as an entry-level CRM, but Welan had outgrown it — the business now needed deeper customisation, forecasting and integration with finance and inventory
- Manual invoicing, GST calculation and payment follow-up, which slowed collections and created audit exposure
- Attendance re-keyed into payroll by hand, and CRM deals re-entered into accounts as invoices
- No real-time dashboards for pipeline, stock or finance, and marketing disconnected from CRM with no lead capture
The Solution
ITOTCloud Systems replaced the fragmented toolset with the full Zoho One suite, rolled out in three phases over roughly six months.
Sales and finance — Zoho CRM + Books
- Customised CRM modules, cleansed data, simplified sales Blueprints and automated follow-up and notification workflows
- Automated invoicing and payment reminders, GST configuration and bank-feed integration, linked through to payroll and HR
HR and expense — Zoho People + Payroll + Expense
- Geo-fenced attendance and shift scheduling, with payroll brought in-house and synced to attendance and accounts
- Mobile expense claims with GPS-based travel logging and structured approval workflows
Inventory and operations — Zoho Inventory + Cliq + WorkDrive
- A product catalogue with real-time stock updates and reorder alerts, and an order-to-invoice flow joined up with CRM and Books
- Zoho Cliq for structured internal communication by channel and thread, in place of ad-hoc WhatsApp chains
- Zoho WorkDrive as a central file repository with version control and permissions
Marketing — Zoho Campaigns + Social
- CRM-linked dynamic lists and automated drip campaigns
- Scheduled social posting with analytics, capturing social leads straight into CRM
The Outcome
| Area | Result |
|---|---|
| CRM adoption | Up 60% as sales teams moved onto structured workflows and dashboards |
| Invoice collections | Collection cycle shortened by 40% |
| Storage costs | Down 30% after moving file management to WorkDrive |
| Expense reimbursement | Turnaround cut from days to hours |
| Attendance accuracy | Errors down sharply with geo-fenced tracking, and faster salary processing |
| Sales forecasting | More accurate, using CRM dashboards and Zia insights |
| Internal communication | Centralised and traceable through Zoho Cliq channels |
| Marketing conversion | Improved through CRM-segmented campaigns and social lead capture |
What the Client Said
“I want to extend my sincere appreciation to Suraj, Abhishek and Shruti from ITOT Services for their exceptional support during our Zoho One implementation.
When we decided to move our entire organisation onto Zoho One, we were understandably apprehensive. The scale and complexity of the transition made it a daunting prospect. However, the ITOT team stepped in and made a real difference.
From conducting detailed demos to hand-holding us through every phase of the implementation, their approach was professional, patient and highly effective. They didn’t just stop at solving problems — they proactively anticipated our needs and went out of their way to ensure our team was comfortable and confident using the platform.
Thanks to their dedication, what seemed like a complicated transition became a smooth and structured process. Today, we are fully operational on Zoho One, and a big part of that success goes to the incredible support from ITOT Services.”
— Atharva Welankar, Technical Sales Manager, Welan Technologies
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