Longtharai International Pvt. Ltd. Case Study: Zoho CRM

At a glance

70%Faster Order Processing

80%Reduction in Manual Effort

70%Faster Invoicing

100%Order Lifecycle Visibility

The challenge

What Longtharai International Pvt. Ltd. needed to fix

Longtharai International Pvt. Ltd. partnered with Shyphan to deliver an integrated Zoho One deployment. As Longtharai scaled, manual processes and disconnected tools made it harder to maintain control over sales, finance and customer experience.

As Longtharai scaled, manual processes and disconnected tools made it harder to maintain control over sales, finance and customer experience.

Fragmented Order ProcessOrders were handled manually with no centralized tracking or approval flow.
No Real-Time Stock VisibilityDistributor-wise stock tracking was inconsistent, overbooking and delays followed.
No Sales Hierarchy ControlManaging Region → ASM → Distributor → DSR → Retailer relationships was difficult.
Manual Approval & DelaysASM approvals and order processing weren't streamlined, leakage at every step.
Limited Reporting & KPIsDecision-making relied on delayed, manually compiled spreadsheet reports.
Disconnected Field OperationsDSR visits, collections and order booking had no system integration.

Warehouse worker scanning stock in a racked aisle. Photo credit

Before and after

What changed for the team

BeforeAfter

Orders handled manually with no central tracking or approval flow

Orders move from creation to ASM approval, invoice, delivery and POD automatically

Distributor stock tracked inconsistently, leading to overbooking and delays

Real-time stock validation in the DMS prevents overbooking at distributor level

DSR visits, collections and order booking had no system integration

DSR check-ins, visits, collections and orders captured in the mobile field app

Decisions relied on delayed, manually compiled spreadsheet reports

Leadership sees sales, stock and visit KPIs daily on role-based dashboards

How it works

The business process, step by step

01
Retailer order
A DSR visiting a retailer books the order in the mobile field app, which also records the check-in and supports offline capture. The order is captured once and passed to the Zoho Creator DMS.
02
Zoho Creator DMS
The custom DMS on Zoho Creator validates the order and checks it against real-time distributor stock, so overbooking is prevented before the order moves on for approval.
03
ASM approval
The area sales manager reviews the order in the DMS and approves discounts and credit limits through the configured approval workflow, so no order moves forward without the right sign-off.
04
Distributor stock
The distributor fulfils the approved order from distributor-wise inventory held in the DMS. Stock and scheme levels update in real time, giving each distributor an accurate position against booked orders.
05
Zoho CRM
Zoho CRM holds the accounts, visits and targets for the Region, ASM, Distributor, DSR and Retailer hierarchy, along with leads, deals, quotations and TeleCMI calls logged against each record.
06
Dispatch
The order is invoiced and dispatched, and the DMS tracks delivery from dispatch to the retailer through to proof of delivery, which closes the order lifecycle.
07
Analytics
Zoho Analytics dashboards give leadership and each role real-time KPIs on sales, stock, visits and performance by region and SKU, replacing manually compiled monthly MIS reports.

The solution

What we built for Longtharai International Pvt. Ltd.

Shyphan, a Zoho Premium Partner, designed a unified system tying sales, finance and field operations into one platform with role-based access and real-time dashboards.

Lead & deal management
Quotation and order workflow
Telephony integration (TeleCMI)
Call tracking & recording
Approval workflows

Zoho CRM interface — Zoho CRM product screenshot, for illustration

Distributor & DSR management
Order booking & lifecycle tracking
Real-time stock management
Invoice & delivery tracking
Collection management
Check-in / Check-out system
Role-based portals

Zoho Creator interface — Zoho Creator product screenshot, for illustration

Scope delivered

Custom distribution management system on Zoho Creator
Mobile field app for DSRs with offline capture
Distributor, ASM and retailer hierarchy in Zoho CRM
Approval workflows for discounts and credit
Distributor-wise stock and scheme management
Delivery tracking from dispatch to proof of delivery
Zoho Analytics KPI dashboards by region and SKU
Training for ASMs, DSRs and distributors

Who uses it

DSRs

Check in at retailers, book orders, record collections and log visits in the mobile field app, including offline.

Area sales managers (ASMs)

Approve discounts and credit limits on orders and follow their distributors and DSRs on a scoped dashboard.

Distributors

Use their role-based portal to manage distributor-wise stock, schemes, invoices and deliveries to retailers.

Sales team

Manage leads, deals and quotations in Zoho CRM, with TeleCMI calls logged and recorded on each record.

Leadership and admin

Review real-time KPI dashboards by region and SKU, and manage the hierarchy, access and approval rules.

Architecture

How the systems connect

InputsDSR field appRetailer ordersTeleCMI telephony

Delivered by Shyphan

OutputsDistributor portalsRetailer invoicesZoho Analytics

Integrations

End-to-end Order Lifecycle
Create → ASM Approval → Invoice → Delivery → POD, fully automated.
Hierarchy-Based Access
Region → ASM → Distributor → DSR → Retailer mapping, scoped permissions.
Real-Time Stock Validation
Prevents overbooking, ensures accurate distributor-level inventory.
Telephony Integration
TeleCMI calls, logs and recordings synced into the CRM record.
Role-Based Dashboards
Tailored KPI views for Admin, ASM, Distributor and DSR.
Advanced Reporting
Sales, stock, visits and performance reports, daily, not monthly.

Reports and dashboards

Sales by region and SKU

Sales performance across regions and SKUs, reported daily in Zoho Analytics from the DMS and CRM.

Distributor stock

Distributor-wise inventory and scheme positions, validated in real time against booked orders.

Order lifecycle

Each order's status from creation through ASM approval, invoice, delivery and proof of delivery.

DSR visits and collections

Check-ins, retailer visits and collections recorded by each DSR in the mobile field app.

The results

What the system does now

Unified OperationsCRM + DMS created a single source of truth across all sales channels.
Sales AccelerationAutomated lead routing, follow-ups and pipeline reporting cut manual work.
Real-Time VisibilityLeadership sees KPIs instantly, no more waiting for monthly MIS.
Better Distributor ControlAccurate stock and order tracking improved supply-chain efficiency.
Enhanced Field ProductivityDSR tracking, visits and collections are now fully digitized.
Future-ReadyCloud-native Zoho stack scales with Longtharai's expansion plans.

Client testimonial

The system has transformed how we manage our distribution. From order creation to delivery tracking, everything is now streamlined and visible in real time. The team delivered exactly what we needed.

Anuj SahaManager · Longtharai International Pvt. Ltd.

Delivery

Five-phase delivery in 14 weeks · 350 hours

01
Discovery & Blueprint
Stakeholder workshops, AS-IS process mapping, BRD/FRD finalization
Signed-off Solution Design
02
Configuration & Build
Module setup, custom workflows, automation, integrations
Working sandbox
03
Data Migration & UAT
Data cleansing, mapping, migration, full UAT cycle with users
UAT sign-off
04
Training & Change Mgmt
Admin & end-user training, SOPs, recorded video walkthroughs
Adoption-ready users
05
Go-Live & Hyper-care
Cutover, production go-live, daily support, optimization sprint
Stable production system

Local rules built in

GST

GST-compliant invoices with the right tax split.

E-invoicing

IRN and e-way bill readiness where turnover requires it.

DPDP Act

Personal data handled under India’s data protection law.

INR accounting

INR as base currency with export currencies where needed.

FAQ

Questions about this project

How does the system reflect the Longtharai sales hierarchy?

Region, ASM, Distributor, DSR and Retailer relationships are mapped in Zoho CRM and the Creator DMS. Permissions are scoped to that hierarchy, so each ASM, distributor and DSR sees only their own accounts, orders and stock through role-based portals and dashboards.

Can DSRs book orders without a network connection?

Yes. The mobile field app for DSRs supports offline capture, so orders, visits and collections can be recorded at the retailer. The orders then go to the Zoho Creator DMS for stock validation and ASM approval.

How long did the rollout take?

The project ran for 14 weeks and went live on 5 May 2026. It followed five phases: discovery and blueprint, configuration and build, data migration and UAT, training and change management, then go-live with hyper-care and an optimisation sprint.

Ready to write your own success story?

Send us your brief and a senior consultant will reply within 1 hour with scope, timeline and a fixed quote. No spam, no junior reps.

Talk to us

Request A Quote

Get In Touch

Follow Us On:

Longtharai International Pvt. Ltd.

What Longtharai International Pvt. Ltd. needed to fix

What changed for the team

The business process, step by step

Retailer order

Zoho Creator DMS

ASM approval

Distributor stock

Zoho CRM

Dispatch

Analytics