Zoho Premium Partner
4 September 2026
Valid until 4 October 2026
Zoho CRM Implementation
for Glydus.
Your Version 5 specification describes eleven tabs, three source systems and a pipeline that must not let a deal move forward on an assumption. This proposal maps that specification onto Zoho and delivers ten of those eleven tabs — capture through order, with complaints and technical queries alongside — in four weeks.
GMG Technotrades Pvt. Ltd.
Hingna MIDC, Nagpur
Steering Systems Sales CRM
Developer Specification v5
Rede Corporativa
+91 79996 45921
What the specification is actually asking for
Read past the eleven tabs and the brief makes four demands. Each one is a design decision before it is a build task, and each one has a native answer in Zoho.
| The requirement in your brief | What it really means | How Zoho answers it |
|---|---|---|
| “Stage transitions must not create unrelated duplicate records.” | One record must survive from first enquiry to dispatched order, carrying its whole history. | A single CRM Deal record with a custom pipeline — Leads convert into it, Quotes and Orders hang off it. |
| “Drag-and-drop allowed only when the destination stage requirements are satisfied.” | The system, not the salesperson, enforces when a deal is allowed to move. | CRM Blueprint — each transition carries mandatory fields and conditions, and states exactly what is missing. |
| “Engagement recalculated nightly from working days since last meaningful response.” | Nobody should have to remember to chase. Neglect surfaces itself. | A scheduled Deluge function running against a company working-day calendar, re-routing Hot / Warm / Cold automatically. |
| “Salespeople should not have to re-enter routine emails or WhatsApp conversations.” | The timeline fills itself, or the CRM will be abandoned within a quarter. | Native Outlook / Microsoft 365 sync and the official WhatsApp Business channel, both writing to the record timeline. |
| “Order is created only after the PI is successfully created in SAP.” | CRM must never claim an order that SAP has not accepted. | A gated Order stage keyed to a PI number and correlation ID, entered on receipt. The automatic SAP link is designed once we have worked through it together. |
Which Zoho application owns what
Three applications carry everything we are building now. Reporting beyond CRM’s own dashboards, and the automatic link into SAP, are the two things we work through together after this stage.
Zoho CRM
Tabs 1–7 and 11. Leads, Sales Pipeline, Quotes, Accounts, Contacts, Orders, Activities and Settings — the entire commercial record, with Blueprint enforcing every stage gate and standard dashboards live from day one.
Zoho Desk
Tabs 8 and 9. Complaints with turnaround tracking and root cause, Technical Queries as a separate department, and a Knowledge Base so approved answers become reusable. Linked to the CRM account, so sales sees support history on the record.
Zoho Forms
The customer technical information form. Submissions map structured data straight back into Lead and Sales Case fields — no re-keying, no attachments to interpret.
Zoho Flow & Qntrl
The SAP bridge — PI creation from an accepted PO, and production, dispatch and invoice status flowing back into CRM, with Qntrl orchestrating the steps that need a person to approve or intervene. Designed and quoted separately once we have worked through your SAP side together.
Zoho Analytics
Tab 10. Configurable KPI cards, targets and drill-down across CRM, Desk and SAP data together. Worth building once there is real data in the system to design against.
How information moves
Four capture channels, one commercial record, one operational handoff. Nothing is typed twice.
Your ten workflows, read and mapped
Section 15 of your v5 brief draws ten workflow screens. We have been through every one. Click a workflow to see it redrawn step by step — with the rule your brief attaches to it, and the Zoho mechanism that will enforce that rule. In the PDF, all ten print in full.
Manual entry, website capture, Outlook or WhatsApp conversion, or Excel upload.
Account, contact, requirement, source, owner and Segment Tags added.
Salesperson sets Importance — High / Medium / Low. No numeric scoring model.
No Opportunity until at least one Segment Tag is set and a quote exists and is Sent/Shared.
Working days since the last meaningful customer response, recalculated nightly.
Stays in Qualified Leads. Owner and next action mandatory.
High Importance stays Qualified; Medium / Low moves to Sales Nurture.
Moves to Marketing Nurture. Any new reply returns it to Hot immediately.
Salesperson must pick one of five close reasons — no silent closures.
Sent to Distributor / Existing Customer / Not Relevant / Technical Query / Complaint.
Referral, Account link, Technical Query or Complaint record created where applicable.
The original Lead keeps its reason, dates, owner and full communication trail.
Choose the distributor Account receiving the referral.
A Referred Lead with its own ID, linked to the original prospect and Lead.
Sent / Acknowledged / Contacted / Quote Shared / Won / Lost / No Action.
The original salesperson sees last update, next check date and overdue referrals.
The CRM template, or any Excel file mapped on the way in.
Company, contact, email, phone, source, owner, tags, requirement, notes.
Missing fields, invalid values and likely duplicates previewed before commit.
Valid Leads created; rejected rows downloadable as an error file for correction.
Built inside CRM from the Lead / Sales Case — Account, Contact and Segment Tags inherited.
Version-controlled PDF sent via Outlook or WhatsApp, straight from the record.
Sent timestamp and the communication itself recorded automatically.
The pipeline moves from Qualified Lead only when the quote is actually shared.
The quotation has been shared with the customer.
Does this customer require a sample or trial at all?
If yes: item, quantity, serial, dates, feedback due and outcome recorded.
Either path — Order begins only after customer PO plus SAP PI.
A secure form link sent from the record via Outlook or WhatsApp; the send is logged.
Vessel, steering, electrical and certification details entered; drawings uploaded.
Blank fields auto-filled; conflicts flagged for review — never silently overwritten.
The data supports quote preparation, or SAP/PI validation before the PO handoff.
PO attached and recorded; the quote becomes Won / PO Received — pipeline waits as PI Pending.
SAP customer code, material codes, quantity, price, currency and terms checked first.
One correlation ID for the handoff; every retry reuses it, so no duplicate PIs.
On success the record moves to Order; production, dispatch, delivery and invoice show read-only.
Email or WhatsApp message auto-logs against the Contact and Account.
Complaint or Technical Query — suggested by rule, confirmed by a person when unclear.
The original message, thread, files and context stay linked to the new record.
The approved resolution or answer becomes searchable knowledge for next time.
Phase 1 — what gets built
Ten of the eleven tabs, live and in daily use at the end of week four.
Kanban across Qualified Lead → Opportunity → Trial → Order. Cards show account, value, owner, Importance, Engagement, next action and age in stage. Blueprint blocks any move whose entry rule is unmet and names the missing field.
Capture from web, mail, WhatsApp or Excel. Duplicate check against existing Accounts and Contacts. Segment Tags as a mandatory gate before Opportunity. Close Reason mandatory on every closure. Sales Nurture and Marketing Nurture as routed states, not separate lists.
Created and sent from CRM. Version history on every revision. Marking a quote Sent / Shared is what creates the Opportunity — a draft never does. Segment Tags inherit from the Lead and can be narrowed.
360° view of customers and distributors in one module — no separate Distributor tab. Referred leads are tracked inside the distributor’s own Account. Historical and current-year sales shown on the record.
People, roles and consent, with the Outlook and WhatsApp timeline unified on the contact record.
Created only once a PI number and correlation ID are recorded against the won Quote and customer PO. Operational fields are locked read-only from the outset, so automating SAP later changes their source, not the screen.
Daily work queue driven by next-action dates, with in-page activity creation from any record.
Base register in Zoho Desk — complaint intake from mail, WhatsApp or manual entry, turnaround time against a defined target, root cause and resolution captured on closure, and the account linked back to CRM.
A separate Desk department so a technical question is not logged as a complaint. Approved answers are published to a Knowledge Base and surfaced on similar queries, so the same question is answered once.
Users, roles, profiles and sharing rules for 20 users. Segment Tag master, close-reason master, working-day calendar, quote templates and the engagement thresholds — all administrable without a developer.
The two mechanisms that make it work
| Mechanism | Behaviour | Why it matters commercially |
|---|---|---|
| Blueprint stage gates | Each transition validates its entry rule before allowing the move, and returns a specific message naming what is missing. | Pipeline value stops being an optimistic guess. An Opportunity means a quote genuinely went out; an Order means SAP genuinely accepted it. |
| Engagement engine | A nightly Deluge function counts working days since the last meaningful customer response and re-routes the record between Qualified, Sales Nurture and Marketing Nurture. | Neglected enquiries surface themselves instead of quietly ageing. Marketing inherits the cold ones automatically rather than by a monthly clean-up. |
The stage gates, exactly as specified
Each gate is a Blueprint transition. A card cannot cross it until its conditions hold.
The engagement engine
Recency, not scoring. Recalculated nightly and again whenever a customer actually responds.
What we have assumed
The four-week schedule and the price below depend on these holding true. Please read this table more carefully than any other page.
| We have assumed | Why the design works this way | If this is different |
|---|---|---|
| Zoho CRM Enterprise for 20 users | Blueprint, validation rules and multi-select gating are Enterprise-tier capabilities. | On a lower edition the stage gates become advisory rather than enforced, and Section 05 has to be redesigned. |
| The SAP PI number is entered by hand for now | Keeps go-live off the critical path of your SAP team’s availability. | Automating PI creation adds a middleware workstream, which we scope after a working session with your SAP team. |
| Microsoft 365 mailboxes with tenant admin consent available | Email logging uses Zoho’s native Microsoft connector rather than custom code. | On-premise Exchange, or shared mailboxes without consent, requires an alternative logging approach. |
| One verified WhatsApp Business number | The CRM channel binds to a single verified sender. | Multiple numbers, or an existing BSP contract, changes provisioning and may carry third-party cost. |
| Segment Tag master is Commercial, Inboard, Outboard | Configured as a flat global multi-select shared by Lead, Account and Quote. | A hierarchical or substantially larger tag master affects layouts, the conversion gate and reporting. |
| Existing lead and account data supplied once, in one agreed template | Migration is scoped as a single validated pass in week four. | Multiple source systems or repeated load cycles are additional migration effort. |
| A single company working-day calendar | Engagement is computed against one holiday list. | Per-market or per-region calendars expand the engagement logic and its testing. |
| Up to three quotation PDF templates | Template design is a fixed, bounded deliverable. | Each further template is quoted separately. |
| Zoho Desk is delivered as a working base setup | Departments, ticket layouts, turnaround targets, root-cause capture and a Knowledge Base skeleton — enough to start logging and resolving from day one. | Deep support automation — escalation matrices, multi-level SLAs, customer self-service portal — is quoted on top once the base is in use. |
| Tab 10 (Analytics) and the SAP link sit outside this stage | Both need decisions we have not made yet — real data to report on, and a working session on your SAP side. | If either is needed at go-live, it is added as its own workstream with its own estimate. |
| One named Glydus point of contact, available weekly | Four weeks depends on decisions being made in the same week they are raised. | Delayed sign-offs move the go-live date, not the scope. |
Included and excluded
Included in Phase 1
- Zoho CRM Enterprise setup — 20 users, roles, profiles, sharing rules
- Tabs 1–9 and 11 built and configured as specified in v5
- Blueprint stage-gate enforcement across all four pipeline stages
- Segment Tag master and the mandatory conversion gate
- Deluge engagement engine with working-day calendar and nurture routing
- Quotation templates (up to three), versioning and Sent/Shared automation
- Outlook / Microsoft 365 and WhatsApp Business timeline logging
- Excel bulk lead upload with duplicate validation
- Zoho Forms customer technical information form, mapped to CRM fields
- Zoho Desk base setup — Complaints and Technical Queries departments, ticket layouts, turnaround targets, root cause and resolution capture
- Desk Knowledge Base structure with approved-answer workflow, linked to CRM accounts
- Standard CRM dashboards — pipeline, conversion, ageing, owner performance
- One-pass migration of existing lead, account and contact data
- Two training sessions and written admin handover documentation
- Two weeks of post-go-live hypercare
Not included
- Zoho subscription licence fees — billed directly by Zoho to Glydus
- Live SAP PI creation and operational status sync — scoped after a joint working session; indicatively ₹30,000 – ₹60,000 (Section 10)
- Zoho Analytics — Customizable Analytics (Tab 10)
- Advanced Desk automation — escalation matrices, multi-level SLA policies, customer self-service portal
- WhatsApp Business API provisioning fees and Meta template approval charges
- Back-population of email or WhatsApp history from before go-live
- Any development, configuration or licensing inside SAP itself
- Zoho Books, GST e-invoicing and multi-currency accounting
- A custom mobile application beyond Zoho’s standard CRM mobile app
- Distributor-facing external portal
- Support beyond the two-week hypercare window (available as a separate retainer)
Four weeks to go-live
Discovery is week one of delivery, not a separate engagement — it is not billed as its own line.
Working sessions on the v5 spec, assumptions confirmed and signed off, Zoho org provisioned, 20 users with roles and profiles, and the full field and module schema built and agreed.
Lead capture and qualification, duplicate checking, Excel bulk import, close reasons, the Segment Tag conversion gate, and the Kanban pipeline with all four Blueprint transitions enforced.
Quotation templates and versioning, Sent/Shared automation, PO-to-PI order gating with correlation ID, the nightly engagement function, Outlook and WhatsApp logging, and the customer information form.
Desk departments, turnaround targets and Knowledge Base configured and linked to CRM. Existing data migrated and validated, user acceptance testing with your team, corrections applied, two training sessions delivered, documentation handed over and the system taken live.
Two weeks of priority response on live issues and usage questions while the team settles in.
Effort and investment
Estimated at ₹2,000 per hour. Every line carries a minimum and a maximum: the minimum is what it takes where Zoho does the job natively and we are configuring it; the maximum is where the behaviour in your v5 specification needs to be built rather than switched on. Requirement discussion, solution design and architecture are absorbed into these lines — we do not bill for proving the solution.
| Workstream | Min hrs | Max hrs | Min ₹ | Max ₹ |
|---|---|---|---|---|
| CRM foundation — org, 20 users, roles, profiles, module and field schema | 10 | 16 | ₹20,000 | ₹32,000 |
| Leads — capture, qualification, Segment Tags, duplicate check, bulk import | 8 | 14 | ₹16,000 | ₹28,000 |
| Sales Pipeline — Kanban, card design and Blueprint stage gates | 9 | 15 | ₹18,000 | ₹30,000 |
| Quotes — templates, versioning, Sent/Shared automation, tag inheritance | 7 | 12 | ₹14,000 | ₹24,000 |
| Engagement engine — working-day calendar, nightly Deluge job, nurture routing | 7 | 12 | ₹14,000 | ₹24,000 |
| Orders — PO linkage, PI number, correlation ID, read-only operational fields | 4 | 8 | ₹8,000 | ₹16,000 |
| Communications — Outlook / M365 sync and WhatsApp Business timeline | 5 | 9 | ₹10,000 | ₹18,000 |
| Customer technical information form — Zoho Forms to CRM field mapping | 3 | 5 | ₹6,000 | ₹10,000 |
| Activities, list views and standard CRM dashboards | 2 | 5 | ₹4,000 | ₹10,000 |
| Zoho Desk base — departments, layouts, turnaround targets, Knowledge Base, CRM link | 8 | 14 | ₹16,000 | ₹28,000 |
| Data migration, UAT support, training and handover documentation | 7 | 12 | ₹14,000 | ₹24,000 |
| Estimated range | 70 | 122 | ₹1,40,000 | ₹2,44,000 |
Invoiced against hours actually worked, within this range — you pay for what the build needs, not for the top of the estimate. Exclusive of GST. Zoho subscription licences are additional and billed directly by Zoho to Glydus. Two weeks of hypercare are included at no extra cost.
SAP integration — indicative estimate
The SAP bridge is quoted firmly only after the joint working session with your SAP team, but for budgeting purposes it sits in this range: PI creation from an accepted PO through your supported SAP API or middleware, the correlation-ID retry rule so a retried PI never duplicates, and read-only sync of the four operational statuses into the CRM.
| Workstream | Min hrs | Max hrs | Min ₹ | Max ₹ |
|---|---|---|---|---|
| SAP bridge — PI creation from accepted PO, correlation-ID handling, read-only status sync | 15 | 30 | ₹30,000 | ₹60,000 |
Same ₹2,000-per-hour method, and not included in the Phase 1 total or payment schedule above. The figure assumes a workable SAP API or middleware endpoint exists; anything that must be developed, configured or licensed inside SAP itself remains on the SAP side. Confirmed in writing after the working session, before any SAP work begins.
What would change this number
Only three things: bringing the SAP integration into this stage; adding Zoho Analytics or deep Desk automation ahead of the plan; or a material change to the assumptions in Section 07. Nothing else in the v5 specification sits outside this range.
Ways to start
Pick the commitment that suits you. Every option uses the same hourly method — the prepaid blocks simply buy the hours at a better rate. The requirement-gathering sprint is paid in full; the larger options start with a 30% advance, with the balance following the schedule above, invoiced against hours actually worked.
Structured working sessions on your v5 brief and our discovery questions — you receive the confirmed requirement set and field mapping, yours to keep whoever builds it.
Anything under 100 hours is billed at the standard ₹2,000 per hour. This block starts a scoped slice of Phase 1 — hours logged, shared weekly and drawn against actuals; top up any time.
The full Phase 1 build comfortably fits this block for most paths through the estimate. Unused hours stay yours for changes, training or the SAP working sessions.
For a longer runway — Phase 1, the SAP bridge, Zoho Analytics and ongoing changes drawn from one block of hours at the lowest rate.
Payments go to Zonic Tech Solutions via Zoho Payments (UPI, cards, net banking); advances are adjusted in full against the first invoice, and a GST invoice is issued for every payment.
Commercial terms
| Validity | This proposal is valid for 30 days from 4 September 2026. |
| Ownership | Glydus owns the Zoho subscription, all data and all configuration from day one. Full administrator access is provided at the start of the engagement, not at the end. |
| Documentation | Written administrator documentation covering the schema, Blueprint rules, Deluge functions and integration setup is handed over at go-live. |
| Communication | A dedicated WhatsApp group with your key users and a weekly review call. A single point of contact throughout — you will not be passed between people. |
| Change control | Requests outside the scope in Sections 04 and 08 are estimated in hours at the same hourly rate, against the same minimum–maximum method, and confirmed in writing before work begins. |
| What comes next | The SAP integration and Zoho Analytics are scoped and quoted separately, once this stage is live and we have worked through the SAP side together. For the SAP integration, the indicative range in Section 10 is ₹30,000 – ₹60,000, confirmed in writing after the joint working session. |
| Taxes | All amounts are exclusive of GST, which will be charged at the applicable rate. |