Overview
Mostaco Marketing faced challenges after upgrading to Zoho One, particularly with configuring Zoho CRM to work seamlessly with Zoho Books. They needed a way to automatically capture essential invoice details and store them directly in the CRM. Devtac proposed and implemented a custom function that connects both systems, ensuring accurate and automated data transfer each time a new invoice is generated.
Key Takeaways:
- Automated flow of invoice data from Zoho Books to CRM
- Improved data accuracy and reduced manual effort
- Streamlined operations and a more reliable CRM system
Executive Summary
Mostaco Marketing operates in the wholesale and B2B trade sector with fewer than 50 employees. The company built its reputation on strong customer service but struggled with manual processes that made it difficult to maintain organized customer records. Before adopting Zoho CRM, customer and sales information was handled through spreadsheets—leading to errors, lost opportunities, and reduced customer satisfaction.
With Zoho CRM, Mostaco Marketing gained improved visibility into its operations. This clarity contributed to over 20% revenue growth, driven by better customer management and organized data.
Problem Statement and Key Challenges
After three years of using Zoho Books and later upgrading to Zoho One for nine users, Mostaco Marketing realized they needed professional support to properly configure and integrate Zoho CRM. Their biggest challenges included:
- CRM not automatically receiving important invoice details
- Heavy reliance on manual data input
- Increased likelihood of errors
- Slow and inefficient workflow
- Lack of integration knowledge internally
These issues affected daily operations, leading the company to seek Devtac’s technical expertise.
Evaluation of the Problem
Devtac assessed the existing CRM–Books configuration and identified a gap in the automation of invoice data transfer. A technical review confirmed that building a custom function would bridge the integration limitation and remove the need for repetitive manual entry. Devtac determined the exact data points needed and prepared a plan to streamline the process.
Proposed Solution
Devtac developed a custom function designed to automatically capture essential invoice details from Zoho Books and push them into Zoho CRM. These details include:
- Invoice Number
- Invoice Date
- Quantity
- Offered Price
This solution ensures that every new invoice triggers accurate data synchronization, strengthening CRM usability and operational consistency.
Implementation
The implementation focused on designing, coding, and deploying the custom function, followed by thorough validation to ensure real-time data flow between Zoho Books and Zoho CRM.
A key highlight of the collaboration was the hands-on support provided by the Devtac team. They assisted Mostaco Marketing with the setup, coding, and configuration of custom functions, and even offered personalized guidance throughout the process.
This level of support helped the client fully adopt the solution while gaining confidence and independence in writing and managing their own custom functions.
“I fondly remember the Devtac team who helped me with the CRM setup and transition. Their technical guidance on coding and custom functions was incredibly helpful. They even taught me how to write custom functions myself, and now I’m able to create my own and assist other Zoho users as well.” – Josef Velina, Founder
Results
The integration between Zoho Books and Zoho CRM became significantly more efficient and reliable. The automatic transfer of invoice data reduced manual work, minimized errors, and ensured smoother day-to-day operations.
In addition to the technical success, Devtac delivered strong customer support, empowering the Mostaco Marketing team with new skills and confidence in using Zoho’s advanced capabilities.
“I would rate Devtac’s performance a 5 out of 5. The implementation and transition were completed on schedule, and the support throughout the process was excellent.” – Josef Velina, Founder
