Overview
Our customer required a seamless way for their end clients to monitor project progress, view financial details, and access documentation directly through their existing ERP portal. Their internal teams were spending significant time manually updating project stages, invoice details, and payment information across systems, leading to delays and inconsistencies.
Varthak Technologies implemented a tightly integrated solution between their Custom ERP, Zoho Projects, Zoho CRM, and Zoho Books, enabling end-to-end real-time project visibility for customers.
Challenges Identified
- No customer-facing project visibility — clients had to call the team frequently for updates.
- Manual sync between Zoho and ERP — project stages, milestones, and timelines had to be updated by hand.
- Financial updates not unified — invoice and payment information was scattered across systems.
- High support dependency — customer support spent considerable time handling “status” and “invoice” queries.
- Risk of data mismatch — manual updates created inconsistencies between ERP and Zoho.
Our Solution
Varthak built a fully automated, secure integration layer that connected Zoho applications with the customer’s ERP system. This enabled real-time updates without any manual intervention.
1. Real-Time Project Status Sync
- Every milestone, task update, and timeline change in Zoho Projects automatically syncs to the ERP.
- Customers can now view:
✓ Live project progress
✓ Completed & pending deliverables
✓ Milestone dates & delays
✓ Overall project health
2. Invoice & Payment Integration
- All invoices, payments, credit notes, and balances from Zoho Books sync seamlessly into the ERP customer portal.
- Customers can:
✓ View pending invoices
✓ Download PDFs
✓ Track due dates and payment history
3. CRM → ERP Customer Data Alignment
- Core project and customer details flow directly from Zoho CRM to the ERP.
- Eliminates double entry and ensures a single source of truth.
4. Reliable API Middleware
- A robust middleware layer manages API communication, error handling, and retry logic.
- Ensures near-real-time sync with high accuracy and zero data loss.
5. Enhanced ERP Customer Portal Experience
- ERP portal redesigned to display live project and billing information.
- Customers receive timely updates without reaching out to internal teams.
Key Outcomes
⭐ Higher Transparency
Customers gain instant access to their project and billing information.
⭐ 70% Reduction in Manual Work
Automated syncing eliminates repeated data entry across systems.
⭐ 30–40% Drop in Support Queries
Fewer calls asking for project status, invoice copies, and due dates.
⭐ Improved Customer Trust
Real-time updates build confidence and reduce communication gaps.
⭐ Zero Data Mismatch
Automated workflows ensure ERP and Zoho systems remain perfectly aligned.
Conclusion
By integrating the customer’s ERP with Zoho Projects, Zoho Books, and Zoho CRM, Varthak Technologies delivered a unified, transparent, and scalable project tracking experience. Customers now enjoy real-time visibility, while internal teams benefit from reduced manual overhead and improved operational accuracy.
This solution positions the client for future expansion, with the flexibility to integrate additional modules such as asset tracking, field updates, and advanced analytics.
For professional support, feel free to reach out:
Name: Bharath (Zoho Expert)
Company: Varthak – Zoho Trusted Partner
Contact: +91 96 3255 9955
Email: contact@varthak.io
Partner: Zoho Trusted Partner
WhatsApp: Contact
Get in touch today for a smooth transition and expert guidance!
