Client Overview:

Our client is a Wholesale distributor of vape electronic cigarette supplies, smoke shop, & dispensary supplies in the United States, operating across multiple international markets.Their operations heavily dependent on data management and customer tracking, the client utilized third-party applications such as BigCommerce, Quotient, and QuickBooks to support their business. However, they faced challenges managing fragmented data across third-party platforms like BigCommerce, Quotient, and QuickBooks. Their existing salesforce implementation relied heavily on BigCommerce, which, despite being a robust eCommerce platform, lacked automation and scalability for advanced business processes. The result was inefficiency, scattered data, and lots of frustration.

Challenges Faced:

• 1. Disconnected Systems: Critical data resided in isolated platforms (BigCommerce for orders, Quotient for quotes, QuickBooks for invoicing), leading to duplication and errors.

  2. Manual Processes: Key processes such as quote management, order approvals, and document submissions required significant manual effort.

  3. Lack of Real-Time Insights
     Without real-time reporting, the team struggled to keep up with critical metrics like sales performance, customer behavior, and inventory trends.

  4. Document Management Headaches
     They needed an automated process to keep track of business licenses for both domestic and international operations—a task that demanded constant attention to avoid compliance issues.

  5. Limited Automation: The existing setup lacked automation capabilities, making data management cumbersome.

  6. Data Sync Issues: Real-time, two-way synchronization of data between Salesforce and external applications posed technical complexities.

Our Solution

To address these challenges, we customized Salesforce CRM to act as a centralized hub, integrating it with their third-party applications. This transformation enabled the client to:

• • Centralize data: Access all customer and order information from a single platform.

  • Automate processes: Streamline workflows, save time, and reduce manual errors.

  • Focus on growth: Free up resources to prioritize business expansion.

Our goal was to centralize data management, automate manual processes, and provide actionable insights through advanced reporting and analytics.

Here’s a closer look at the core modules and what we have done:

1. Leads and Accounts Management

• • We integrated Quotient with Salesforce to auto-generate leads from website quote requests.

  • Created custom workflows to streamline converting leads into accounts and contacts when they finish reviewing their details and approved by the sales manager. We created an approval process to handle this flow.

  • Designed an approval process so sales managers can review and approve leads before conversion.

The result? A faster, smoother process for managing leads and accounts.

2. Third-Party Integrations

• • Built real-time, two-way syncing between BigCommerce and Salesforce for customer accounts and product data using webhooks.

  • Automated invoice creation in QuickBooks, ensuring accurate and timely financial records

Bottom line: No more manual syncing or invoice delays.

3. Document Submission and Approval Process

• • We created a flow when new accounts come in salesforce. Developed a scheduler to send automated email alerts for document submissions, ensuring compliance with business requirements.

  • Each account needs to submit the required documents to approve the account. For that, we have a scheduler that will send email alerts from day 1 to 30 to get the documents.

  • Designed a Visualforce page for seamless document uploads and email attachments. and integrated email attachments for seamless document collection.

  • Added automated reminders for expiring licenses, ensuring customers stay compliant.For this, we have created a flow to send reminders to customers if their documents are about to expire in the new 30 days.

Key win: Smooth, hassle-free document handling with zero manual follow-ups.

4. Sales Operations Optimization

Account Manager Assignment:
Built automated rules to assign account managers based on specific categories. It makes the process faster through automation.

Sales Rep Goals Tracking:

• • Build a custom home page dashboard for sales reps to focus on their monthly goals set by their managers. on every sale, we will auto calculate the sum up of their achieved goals and also show the remaining sale value.

  • Automated goal tracking with real-time updates for sales achieved and remaining targets.

  • Created custom sales reports that highlighted performance metrics like:

    • • Average sales value.

      • Fast-selling products.

      • Customer purchasing trends.

  • Custom dashboards are available for each sales rep to display each sales representative's monthly, quarterly, and yearly performance, along with actionable insights such as:

    • • Top-performing products.

      • Customers at risk.

      • Year-over-year sales comparisons.

  • Custom report created for Individual account to provide granular insights into customer performance, enabling data-driven decisions.

5. Automated Order Payment Status Tracking

• • Configured Salesforce to track order status and send automated email notifications for payments.

  • Built a payment history tracker for better financial visibility.

The outcome: Complete control over payment updates and history.

6. Tracking and Reporting

Daily Activity Tracking

• • Field tracking captures daily account activities, ensuring no detail is overlooked.

KPI Monitoring

• • Dashboards and reports track key performance indicators (KPIs) across accounts.

  • Account-specific reports allow managers to analyze individual customer performance and identify revenue opportunities.

By optimizing their operations, integrating external applications with their Salesforce sales cloud platform, and automating key processes, the client can concentrate on strategic growth initiatives rather than administrative tasks.

How We Got It Done: Our Project Execution Methodology:

Let me break it down for you:

• 1. Discovery Phase: We conducted a comprehensive analysis of the client’s existing systems to identify bottlenecks and inefficiencies. The team collaborated closely with the client to understand their operational needs and long-term goals.

  2. Custom Development: Built Lightning Web Components for lead forms, approval processes, and dashboards tailored to user needs.

  3. Integration Setup: Leveraged Salesforce APIs to enable real-time data sync with third-party systems.

  4. Implementation and Training: The solution was implemented in phases, with ongoing testing to address issues promptly.

  5. Testing & Validation: Conducted rigorous testing to ensure smooth data flow and process automation.

  6. Training & Support: Provided user training and ongoing support to maximize user adoption.

And here’s the real win: This project wasn’t just about the tech—it was about the people. Our Salesforce-certified developers brought their A-game, combining technical know-how with a deep understanding of the client’s needs. It’s that mix of expertise and collaboration that made this project a success.

Results That Speak for Themselves

By the end of the project, the client experienced a significant transformation in their operations:

• • Improved Efficiency: Integration of Salesforce with BigCommerce and QuickBooks eliminated data silos and streamlined operations.

  • Centralized Data Management: Teams now access customer data, order history, and compliance statuses from a single platform-Salesforce CRM, eliminating cross-platform juggling.

  • 70% Reduction in Manual Workload: Reduced manual data entry through real-time sync and automation significantly reduced time spent on repetitive tasks.

  • 25% Increase in sales team productivity with role-specific dashboards and goal tracking.

  • Faster Quote-to-Order Cycles: Lead conversion time dropped by 40% with automated approvals.

  • Improved Compliance: Streamlined document submission and tracking processes ensured regulatory requirements were consistently met

  • Revenue Growth: Sales performance insights and targeted strategies resulted in improved customer retention and increased revenue.

  • Actionable Insights: Custom reports and dashboards empowered the client to make informed decisions, driving revenue growth.

Screenshots of Our Work :

• • 1. Lead form in Salesforce for the sales team.
    

    A seamless interface for capturing and managing leads.

    
    

  • 2. Customer Business Document Submission Form.
    

    Built Visualforce pages for hassle-free document uploads.

    
    

  • 3. Account Approval Process.
    

    Streamlined approval workflows with managerial oversight.

    
    
    

  • 4. Custom Reports and Dashboards.
    

    Insights into individual account performance and overall sales trends.

    
    

  • 4. Goals Tracking for Sales Representatives.
    

    Real-time updates on sales targets and achievements.

    

  Results and Impact

  The integration of GP Connect with custom-built Zoho Creator app has transformed the client’s operations. Here’s what they achieved:

  • • Real-Time Data Access: Healthcare professionals can now securely access updated patient records in seconds, enabling faster decision-making.

    • Improved Accuracy: Automated workflows reduced manual errors, ensuring cleaner and more reliable data.

    • Streamlined Administration: The solution cut down on time-consuming tasks, such as manual data entry, allowing staff to focus on patient care.

    • Regulatory Assurance: The client now operates confidently within NHS and GDPR guidelines, safeguarding sensitive patient information.

  Conclusion

  By partnering with YAALI, the client didn’t just achieve GP Connect integration with Zoho Creator—they redefined how healthcare data flows across systems. By overcoming compatibility, security, and data integrity challenges, the client achieved seamless integration with GP Connect, enhancing operational efficiency and regulatory compliance. This integration doesn’t just check the boxes for compliance; it empowers healthcare professionals to focus on what truly matters—delivering exceptional care.

  This case exemplifies the power of Zoho Creator with expert-driven customizations to tackle even the most complex challenges in healthcare. Healthcare professionals now access real-time, accurate patient data effortlessly, empowering them to make better decisions faster.