Machine-Level Shop Mapping and Budgeting Inside Zoho CRM
Machine mapping, budgets, quotations and pipeline scattered across worksheets, rebuilt as a Zoho CRM shaped around how an industrial fluid-tools business actually sells.
714 customers and 310 products moved off spreadsheets into one CRM built around machine-level selling
Ascend Fluid Tools Pvt. Ltd.
India
Zoho CRM and Zoho Inventory implementation with custom module design, budgeting and forecasting logic, and data migration
Enterprise BRD through design, UAT and role-based go-live
Client overview
Ascend Fluid Tools supplies industrial fluid tools and lubricants into manufacturing plants, where the sale depends on knowing the customer’s machines — make, application and oil group — and matching products to them. That technical knowledge lived in spreadsheets rather than in a system.
Business challenges
An industrial selling model was being run on worksheets that could not be joined together.
- No single source of truth across leads, accounts, contacts, machine profiles, product usage and opportunities
- Budget sheets, shop mapping sheets and quotation formats duplicated the same data in different shapes
- Machine-wise volume potential could not be rolled up into customer annual revenue potential without manual effort
- Product recommendation was not structurally linked to machine, application, make and oil-group mapping
- Inconsistent stage names and incomplete definitions left pipeline hygiene unreliable
- Budget versus achievement and retention visibility took major manual effort every cycle
- Quotation, sales order, invoice and stock movement sat outside the opportunity
What they needed
- A CRM shaped around industrial, machine-led selling rather than a generic pipeline
- Shop mapping for RMC, injection moulding and general machines digitised and linked to accounts and deals
- Machine-wise potential rolling up automatically into customer annual potential
- Budget, forecast and retention tracked in the system, not rebuilt each cycle
- Quotation, sales order, invoice and stock connected to opportunity progression
- Dashboards for sales-engineer performance, stage-wise pipeline, product mix and retention business
Our solution
Kelevo authored an enterprise BRD covering the full commercial model, then built Zoho CRM as the system of record with Zoho Inventory as the order and stock execution engine.
- Zoho CRM foundation — Leads, Accounts, Contacts, Deals, Activities, Documents, Products, Price Books, Quotes and Sales Inbox, with standardised dropdowns, validations, ownership logic, role hierarchy and stage probability
- Seven custom modules — RMC Shop Mapping, IMM Shop Mapping, General Shop Mapping, Machine Registry, Group List master, Budget & Forecast Register and Existing Customer Product Plan, each linked back to accounts, contacts and opportunities
- Machine-led recommendation — machine make, application and oil group drive product fit, so the technical logic sits in the data rather than in a salesperson’s head
- Budgeting and forecasting — machine-wise volume potential rolling into customer annual potential, with budget versus achievement and retention monitored in-system
- Zoho Inventory — item master, customer and vendor sync, quotations, sales orders, invoices, stock adjustment and purchase receipt visibility, synchronised with CRM under agreed operational rules
- Migration and adoption — customer, contact and product masters loaded with agreed historical commercial records, followed by role-based training for admin, sales manager, sales engineer and inventory users
Key features delivered
- Machine Registry Every customer machine recorded with make, application and oil group as the basis for product fit.
- Three shop-mapping formats digitised RMC, injection moulding and general mapping replaced as linked CRM modules.
- Potential that rolls up Machine-wise volume aggregates into customer annual revenue potential automatically.
- Budget register in-system Budget versus achievement and retention tracked without rebuilding spreadsheets.
- CRM to Inventory sync Quotes, sales orders, invoices and stock movement follow the opportunity.
- Pipeline discipline Standardised stages, validations and ownership rules restore reporting confidence.
Business impact
714
Customer master records migrated
310
Active product lines structured
7
Custom CRM modules built
3
Shop-mapping formats digitised
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