Tender and bid management in one process

Summary

‍
The Zoho implementation at ATestGaz is one of the most technically advanced cases in the Z Partners portfolio and an example of deep CRM customization for the unique requirements of a specialized industry. The key to success was the creation of a dedicated Investments module, which solved a fundamental challenge: how to manage a situation in which one investment generates multiple offers for different subcontractors. In addition, a partnership model of collaboration between the Sales Department and the Customer Service Department was introduced with full information synchronization, eliminating communication gaps. Mobile support for field salespeople and a resource management system for cars, equipment, and rooms completed the solution. This case shows that Zoho CRM is not just an out-of-the-box tool, but a platform for building dedicated solutions for complex B2B processes.

Challenge

‍
ATestGaz, a company in the gas installation industry, handles tender and quotation processes related to investments and projects. The nature of the business requires creating multiple offers for different subcontractors involved in the same investment, which created significant organizational complexity.

Key challenges included:
A complex sales structure, where one investment generated many offers for different companies, making it difficult to track overall investment status.
Limited forecast visibility due to the multiplicity of offers linked to a single investment.
Inconsistent reporting that failed to reflect the specifics of the industry, where investments matter more than individual offers.
Poor communication between the Sales Department and Customer Service, with notes, updates, and customer information flowing inconsistently.
Lack of tools for field sales representatives, including limited access to contact history, visit notes, and investment-specific information while traveling.
Fragmented resource management, including no system for booking company cars, equipment, conference rooms, or managing absences and holidays.

Solution

‍
Z Partners designed and implemented a Zoho CRM solution with custom modules and tailored processes fully aligned with the company’s business model.

1. Investments module – key innovation
Creation of a dedicated Investments module to manage tenders and projects at an aggregate level.
Linking multiple offers for different subcontractors to one investment.
Investment statuses to support realistic sales forecasting.
Dedicated reports and statistics based on investment-level financial data rather than single offers.

2. Optimized collaboration between Sales and Customer Service
A partnership model in which each salesperson is assigned a dedicated Customer Service counterpart.
Shared visibility into offers and investments for both sides.
Common access to conversation notes, updates, and alerts.
Delegation of activities such as calls and meetings with full CRM history.

3. Mobile support for field sales teams
A mobile application for Android and iOS providing access to customer history, specific investments and offers, quick visit note creation, and other CRM functions in the field.

4. Resource management and communication
Personal and shared business calendars for holidays, absences, events, and room bookings.
A system for marking and reserving resources such as company cars, projectors, and equipment.
Task and project management with delegation, status control, and alerts.
Zoho Cliq for internal communication, project channels, and collaboration.

5. Training records and reporting
Tracking group and individual customer training sessions visible from the customer profile.
A broad range of reports covering financials, investment statistics, and department performance.
Company structure mapping including departments, employees, and supervisors.

Results

‍
Full control over investments, including the ability to track the status of one investment across multiple offers and forecast sales more realistically.
Unified customer and opportunity management standards across the company.
Transparent financial reporting adapted to the industry’s investment-based model.
Stronger cooperation between Sales and Customer Service, with real-time information flow and no lost information.
Higher mobility for field salespeople through full CRM access on mobile devices.
Efficient resource management with reservations for cars, equipment, and conference rooms in one system.
Centralized internal communication through Zoho Cliq instead of fragmented emails and messaging tools.
Full visibility of customer training history from the CRM profile.
Consolidation of all critical business flows within one system.

‍