Challenges
Truck Cartel, a company specializing in managing truck fleets, required an efficient system to track and manage the status of multiple trucks associated with individual leads. Their existing setup was inadequate for keeping track of each truck’s detailed information, such as IGVR approval status, missing documentation, and other critical data. The challenge was to create a more streamlined process that could manage these details separately but still link them to the parent lead. Additionally, they wanted to automate workflows to ensure timely follow-ups, updates, and reminders for missing documentation or truck status changes.
Our process
1. Custom Module for Trucks
To streamline the process and provide better tracking of truck data, we created a custom module for trucks within Zoho CRM. Each truck has its own individual record, linked to the parent lead. This allowed Truck Cartel to track each truck’s status—such as IGVR approval, missing documentation, and approval dates—independently but still maintain a clear relationship with the associated lead.
2. Automated Workflows for Truck Status Updates
We set up automated workflows to update truck statuses and send reminders when necessary.
Approval Workflow: Whenever a truck’s status changed—such as moving from “Missing Documentation” to “Approved”—a workflow would trigger notifications to the sales partner, ensuring they followed up with the client.
Missing Documentation Reminder: If a truck was missing documentation, an automated reminder would be sent to the sales partner or admin to prompt action.
Lead Status Tracking: The overall lead’s status was automatically updated based on the truck statuses, allowing sales teams to view the lead’s progress at a glance.
3. Excel Integration for Easy Data Import
Truck Cartel needed an efficient way to update truck data from Excel files, and we streamlined this process through Zoho Flow. This integration allowed them to automatically upload truck data, including truck IDs, registration numbers, and IGVR statuses, directly into the CRM, reducing manual data entry and ensuring the most up-to-date information.
4. Visualizing Lead Progress and Reporting
To help track lead progress and visualize overall truck status, we created custom reports and dashboards. These reports displayed:
The status of each truck (approved, on hold, missing documentation).
The overall progress of each lead, calculated based on the truck statuses.
Alerts and notifications for overdue tasks or upcoming follow-up actions.
5. Notifications and Permissions
We implemented role-based permissions, ensuring that only authorized users could access sensitive truck data. Additionally, automated notifications were set up to inform both the sales partners and admins about important updates, such as changes in truck statuses or missing documentation.
Results
Enhanced Data Accuracy: The creation of a custom truck module allowed Truck Cartel to accurately track each truck’s individual status without cluttering the main lead record.
Improved Follow-Up Efficiency: Automated workflows ensured that no truck was left behind in the approval or documentation process, improving the follow-up efficiency of the sales team.
Seamless Data Updates: With Excel integration and Zoho Flow, Truck Cartel could easily upload and update truck data, ensuring that their CRM was always current without needing manual updates.
Streamlined Lead Management: The overall lead status was automatically updated based on truck data, making it easier for sales partners to track the progress of each lead.
Real-Time Insights: Custom dashboards and reports provided real-time insights into the lead and truck statuses, enabling better decision-making and resource allocation.
“Gleni und sein Team haben wieder mal super Arbeit geleistet. Kann ich jedem nur bedingungslos empfehlen. Freue mich auf weitere Projekte.”
