Vetic Case Study: Zoho CRM, Zoho RouteIQ and Zoho Projects

At a glance

100%Real-Time Field Visibility

AUTOCRM to Project Kickoff

100%Automatic Lead Entry

360°Sales + Project Dashboard

The challenge

What Vetic needed to fix

Vetic partnered with Shyphan to deliver a connected RouteIQ, CRM and Projects rollout. Vetic's field sales team was active every day, but leadership had no live view of activity and project execution after deal closure was fully manual.

Vetic's field sales team was active every day, but leadership had no live view of activity and project execution after deal closure was fully manual.

No Field Sales VisibilityThere was no live view of where reps went or what leads they found.
CRM Gaps & DuplicationCustomer data had duplicates and missing fields across teams.
Manual Project KickoffClosing a deal did not automatically start a project anywhere.
No Task & Milestone TrackingProject tasks and milestones were tracked in side spreadsheets.
Limited ReportingSales and project KPIs were compiled manually, late and inconsistent.
Disconnected OperationsSales, CRM and projects each lived in their own tool.

Bottled water moving along an automated production line. Photo credit

Before and after

What changed for the team

BeforeAfter

No live view of where field reps went or which leads they found

Leadership sees field activity and leads on a shared live map

Customer data had duplicates and missing fields across teams

A clean, deduplicated customer master in Zoho CRM for every team

Closing a deal did not automatically start a project anywhere

Every won deal creates a fully scoped project in Zoho Projects

Project tasks and milestones were tracked in side spreadsheets

Milestones, owners and deadlines tracked in Zoho Projects with auto-escalation

How it works

The business process, step by step

01
Field lead
Field sales reps pin each prospect on the map in the Zoho RouteIQ mobile app and fill in a custom pop-up form, so every required detail is captured at the visit.
02
Zoho CRM
The prospect syncs into Zoho CRM in real time as a lead. A cleaned, deduplicated customer master and defined sales stages keep accounts and deals in order as reps follow up.
03
Deal closed
When a sales rep moves a deal to the won stage in Zoho CRM, the stage change triggers the hand-off to delivery automatically, with no manual project kickoff.
04
Zoho Projects
A project is created in Zoho Projects from a template on deal closure, with the delivery team assigned automatically and tasks, sub-tasks, owners and deadlines already in place.
05
Delivery tracking
The project team works through milestones and tasks in Zoho Projects. Tasks that run late trigger auto-escalation alerts to the right person before delivery slips.
06
Reports
Leadership tracks sales and delivery KPIs in Zoho CRM reports and the Zoho Projects Gantt chart dashboard, seeing field activity, pipeline and project progress together.

The solution

What we built for Vetic

Shyphan, a Zoho Premium Partner, wired field sales into the CRM via Zoho RouteIQ and auto-triggered Zoho Projects on every closed deal, with Gantt-based execution from day one.

Customer mapping cleanup and deduplication
Sales workflow stages and follow-ups
Reports and dashboards
User training and rollout

Zoho CRM interface — Zoho CRM product screenshot, for illustration

Auto project creation on deal closure
Auto team assignment
Tasks, sub-tasks, owners and deadlines
Milestone tracking and auto-escalation alerts
Gantt Chart dashboard

Zoho Projects interface — Zoho Projects product screenshot, for illustration

Zoho RouteIQ

Mobile app with live prospect pinning
Custom pop-up form for prospect details
Real-time lead sync into the CRM
Shared map visibility across the team
Historical prospect data migration

Scope delivered

Zoho RouteIQ for field visit planning and lead capture
Zoho CRM clean-up and deduplication
Deal to project automation into Zoho Projects
Project templates with milestones and tasks
Mobile access for field sales
Sales and delivery dashboards
Data migration from spreadsheets
Training for sales and project teams

Who uses it

Field sales reps

Pin prospects on the RouteIQ map, capture details in the pop-up form and follow up leads in Zoho CRM.

Sales managers

Watch the shared field map in real time and manage deals through the CRM sales stages.

Project and delivery teams

Work auto-assigned tasks, sub-tasks and milestones in Zoho Projects and receive escalation alerts on delays.

Leadership

Review sales and delivery KPIs together, including every project's plan and progress on the Gantt chart dashboard.

Architecture

How the systems connect

InputsRouteIQ mobile appField prospect pinsHistorical spreadsheets

Delivered by ShyphanZoho RouteIQ

OutputsProject kickoffsEscalation alertsGantt dashboard

Integrations

RouteIQ ↔ CRM Real-Time
Every pin on the map becomes a live lead in the CRM.
Custom Lead Capture Form
Reps capture all needed fields right at the pin on the map.
Shared Field Map
One live map every rep and manager can see in real time.
CRM to Projects Auto-Trigger
A closed deal automatically spins up a fully scoped project.
Milestone-Based Tasks
Each project ships with milestones, owners and deadlines.
Auto-Escalation on Delays
Late tasks notify the right person before things slip.
Gantt Chart Dashboard
Leadership sees every project's plan and progress at a glance.
CRM Dedup & Cleanup
Customer master is finally clean and free of duplicates.
Data Migration
Historical prospects, leads and customers loaded cleanly.

Reports and dashboards

Field activity map

Live prospect pins from every rep, shown together on one shared RouteIQ map.

Sales pipeline

Leads and deals by sales stage in Zoho CRM, from field capture to won.

Project Gantt chart

Each project's plan, milestones and progress on the Zoho Projects Gantt dashboard.

Delayed tasks

Tasks running late across projects, with the auto-escalation alerts they have triggered.

The results

What the system does now

Live Field IntelligenceLeadership sees field activity and leads as they happen.
Zero Lead LeakageEvery prospect captured on the ground lands in the CRM.
Clean CRM FoundationDedup, structure and workflow cleanup finally done right.
Seamless Project LaunchClosed deals trigger fully scoped projects, automatically.
Proactive Delay ManagementAuto-escalations catch slipping tasks before they hurt delivery.
Unified PlatformSales and projects share one platform, one view, one truth.

Client testimonial

The implementation has completely changed how our sales team operates in the field. Leads are captured instantly, our CRM is clean for the first time, and projects now start automatically when a deal is closed. Shyphan understood our business and delivered exactly what we needed.

Ahmed HassanManager · Vetic

Delivery

Five-phase delivery in 5 weeks · 125 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

ZATCA e-invoicing

Fatoora-format tax invoices with XML and QR, cleared or reported as required.

15% VAT

Standard, zero-rated and exempt supplies mapped, with return-ready reports.

Saudi PDPL

Personal data kept to what the process needs, with role-based access.

Arabic and English

Bilingual documents where customers and authorities expect them.

FAQ

Questions about this project

What happens in Zoho Projects when a deal is won?

Moving a deal to the won stage in Zoho CRM automatically creates a project in Zoho Projects. The team is assigned automatically and the project starts with milestones, tasks, sub-tasks, owners and deadlines, so delivery begins without a manual kickoff.

How do field leads reach the CRM?

Reps pin prospects on the map in the Zoho RouteIQ mobile app and complete a custom pop-up form at the pin. Each prospect syncs into Zoho CRM in real time as a lead, and historical prospects, leads and customers were also migrated.

How long did the rollout take?

The RouteIQ, CRM and Projects rollout took 5 weeks and went live on 9 March 2026. It included CRM clean-up and deduplication, data migration from spreadsheets, project templates and training for the sales and project teams.

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Vetic

What Vetic needed to fix

What changed for the team

The business process, step by step

Field lead

Zoho CRM

Deal closed

Zoho Projects

Delivery tracking

Reports