Kheyti Case Study
"Streamlining Sales Operations: Kheyti's Success Story with Zoho CRM Automation of Order Line Item Processes"
Overview :
Kheyti, based in Hyderabad, India, is a pioneering organization providing innovative greenhouse and technology solutions to empower small farmers. Operating across 8–10 states in India, Kheyti faced significant challenges in maintaining data accuracy in sales order line items due to manual, error-prone processes. These challenges disrupted operational workflows and reduced productivity, required a more efficient solution.
By leveraging Zoho CRM’s client scripts, Kheyti automated their sales order line item entry process, eliminating errors, saving time, and ensuring data accuracy.
Key Takeaways:
- Automated sales order line item entry using Zoho CRM client scripts.
- Eliminated manual data entry errors, improving accuracy and efficiency.
- Enhanced overall productivity and streamlined operations.
Executive Summary :
Kheyti is a Hyderabad-based organization dedicated to helping small-scale farmers increase their yield and productivity using affordable, sustainable solutions. Their flagship product, Greenhouse-in-a-Box, is a modular greenhouse solution that conserves water, reduces risks, and increases productivity.
While Kheyti’s mission to empower farmers is a testament to its commitment, its internal processes faced operational challenges. The manual entry of sales order line items often resulted in data errors, affecting multiple business modules, including invoicing and inventory management. These inefficiencies reduced productivity and increased resource requirements for training due to frequent manpower changeover.
In response, Kheyti adopted Zoho CRM’s client scripts to automate the line item entry process. This case study explores the challenges faced, the solutions implemented, and the significant improvements achieved through automation.
Problem Statement and Key Challenges :
Complexity of Sales Orders
Kheyti operates in multiple states, each with its own tax regulations, subsidies, and product configurations. A single sales order might include:
- Detailed Bill of Materials (BOM).
- Varying tax rates and discounts.
- HSN codes based on product classification.
- Add-ons like installation services.
This complexity made the manual data entry process prone to frequent errors, leading to mismatches with other operational modules such as invoicing, inventory, and accounting.
Data Integrity Issues
Manual errors in sales orders disrupted data flow across modules, affecting decision-making and causing delays in order fulfillment. The inconsistencies in data also led to discrepancies in tax reporting, inventory updates, and revenue tracking.
Challenges Identified:
- Errors in manual line item entries, leading to mismatches across modules.
- Inefficient sales order processing, consuming significant time and resources.
- Constant need for training due to high staff turnover.
- Data discrepancies impact operational decisions and customer satisfaction.
Evaluation of the Problem :
Recognizing the inefficiencies and recurring errors, Kheyti sought a robust solution to address their challenges. After evaluating multiple options, Zoho CRM’s client scripts emerged as the most suitable solution. This choice was driven by its ability to:
- Client side automation capability in the CRM application.
- Efficient access to multiple module records.
- Ability to manage sub-form record on screen.
The solution was designed to automate the sales order line item entry process, ensuring accurate and consistent data across all business modules.
Proposed Solution(s) :
To address the identified challenges, the proposed solution focused on automation through Zoho CRM client scripts.
Key Features of the Solution:
1. Automated Line Item Entry
- Automated calculations for product taxes, amounts, and discounts.
- Eliminated the need for manual data entry, ensuring consistent data accuracy.
2. Region-Specific Customization
- Scripts tailored to handle state-specific products, including tax rates and subsidies.
- Managed product configurations efficiently, reducing the complexity of composite items.
3. Simplified Discounts and Subsidies
- Automated application of NGO and small-farmer subsidies.
- Allowed flexibility in pricing based on predefined price lists.
4. Add-On Management
- Provided dynamic listing of add-on products based on composite product selection.
This solution not only reduced errors but also streamlined Kheyti’s workflow, enabling staff to focus on strategic tasks.
Implementation
The implementation of the automation solution was a collaborative effort involving Kheyti’s operations with us.
Implementation Process:
1. Requirements Gathering
- Conducted detailed discussions with Kheyti’s team to understand their sales process intricacies.
- Identified pain points and customization requirements.
2. Development and Testing
- Developed custom client scripts for automating sales order line items.
- Conducted rigorous testing to ensure accuracy and alignment with business needs.
3. Training and Deployment
- Trained office staff to use the new automated system.
Key Highlights:
- Duration: 3 months of development and testing.
- Challenges Addressed: Fine-tuned scripts to handle edge cases and complex configurations.
- Outcome: A seamless, error-free process for entering sales order line items.
Results :
The automation solution delivered significant benefits for Kheyti:
Quantifiable Results:
- Improved Automation: Eliminated manual data entry errors and eased work for field agents.
- Enhanced Productivity: Freed up resources to focus on high-priority tasks.
Operational Improvements:
- Data Accuracy: Ensured consistency and reliability across all business modules.
- Streamlined Workflow: Simplified the sales order process, making it more efficient and user-friendly.
- Improved Training: Reduced the time of training new staff members who joined in kheyti.
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Partner Details:
Partner Name : Traqmetrix Solutions LLP
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Email : Support@traqmetrix.com
Feel free to call or whatsapp @ +919025505841
