Correction of ZOHO CRM

INTRODUCTION: We are a small company that specializes in holiday Rental villas and Yoga Retreats (mainly). Our clientele is mainly for Europe and US. We have been working in the Holiday Rental field for more than 8 years and in the facilitation of Yoga retreats for the last 4 years. So effectively we have one business, the one of Hospitality and Villa Rental, that has two distinct clientele types. Families and friends who come to Pelion for their holidays (usually during summer months) - holidaymakers People interested in yoga and wellness that come, usually as part of a group - Wellness groups We have a website ([login to view URL]) that promotes both the villas to be booked by individual seeking a beautiful relaxing place for their holidays but also to showcase upcoming events and yoga retreats. This website is linked to our external Booking Engine called WEBHOTELIER and our Channel Manager (for Airbnb, [login to view URL] and more) called PRIMAL RES. Both are managed by Webhotelier and their API sends out information about the villa reservations (i.e. name, villa booked, check in, check out and more). Information about the API can be found here: [login to view URL] holidaymakers who look to reserve a villa for holidays can do this either using our ONLINE booking system (webhotelier) ot OFFLINE by calling us, emailing us or sending us a WhatsApp message etc. So we need to keep track of two ways or inquiring or/and reserving a villa. Wellness Groups - We organize these only offline. This is usually done internally by us deciding the dates (check in - check out) that the groups can come. We do that in order to maximize the days booked and make it more efficient for the whole team. Normally we offer this package to various yoga facilitators with a minimum of 12 participants. The process goes like this: We select the dates that we want to offer depending on many factors (local holidays, weather conditions, high/low season etc.) We then close off on WEBHOTELIER at least 3 villas to facilitate for the minimum number of 12 participants. This way, holidaymakers can not book the villas we are reserving internally for the Retreats and Group Reservations. Then we are going to seek new and past leads. Usually we do research on the internet, Facebook ads or posts announcing etc. When we collect enough leads, we start pitching for the various Dates that we have in the Pool of Available Retreat Dates. This process is organic and takes days, even weeks to manage to convert from a Lead to Yoga Retreat Booking. Also, when a facilitator inquires about the space or dates without us having contacted them before, we are putting them into the process cycle of reserving a spot for their retreat. It is always done OFFLINE and people can not just book without first contacting us. SCOPE OF ZOHO ONE PROJECT FOR OUR BUSINESS: Since Zoho is a very open end Operating System, we strongly believe that if designed correct and simply, we can achieve a very high level of automations, avoidance of manual input and risk of data handling, proper invoicing and expenses reports and more. By utilizing the tools Zoho is offering, we can create a very strong flow of information and communication with our clients, but also utilize the reporting and analytics to make more informative business decisions. We want to be able to make a very clean and smooth workflow from the beginning to the end. That is: LEADS >>> convert to holidaymaker or Wellness Group Reservations (Booking Items) OPPORTUNITIES >>> Lay out all annual opportunities both for villa Rentals and Wellness Groups, then feed them out to various Leads or Contacts (past guests) QUOTE >>> Convert the opportunities into quotes, collecting pricing and availability information via the Webhotelier API and connection. RESERVATIONS >>> We want to convert the Quotes to Reservations (Booking Items) and manage them in great detail. One main aspect and goal is to create a Reservations Timetable where Zoho users can see the villas, booked dates and availability, the source of booking etc. INVOICING >>> We want to integrate completely the invoicing process with our client and reservations data. We need to connect to the National Tax Office so the receipts we issue are automatically uploaded to the TAX OFFICE and fully comply to the requirements. We need to achieve this with the API that the Tax Office provides. BRIEF: At the moment we have already an initial design with most of the Custom modules in place. We have also the API connection to Webhotelier partially working. That means that we can feed prices and availability from Webhotelier to Zoho CRM. What we don;t have in place is the 2-way automation that if a reservation is completed in ZOHO CRM it’s not fed into Webhotelier List of bookings. Also when a booking is happening via our website online (via Webhotelier) then the CRM is not picking up the information. We need a strong developer with great skills in Zoho Deluge language but also understanding the business process of Zoho and its capabilities, so to suggest the right tools and paths to choose to achieve the optimum. In more detail, these are the fields and tasks that we need from the new Zoho Partner: LEADS: We need to make sure that we collect correctly the information for the various leads. That is to be able to connect our WhatsApp business account, to properly install the Plug in From Email to Lead, to connect social media accounts and feed any requests into the Leads Table. CONTACTS: Not much work needed here probably. OPPORTUNITIES: Evaluate the flow of importing data for the opportunities. Check that the existing fields we have are appropriate, or maybe they need calibration. Create a link process to automatically feed a quote with the information of an Opportunity if it is possible. QUOTES: Evaluate the overall architecture of this Module designed by the previous developers. Check the API connection with Webhotelier that has been created. There are issues with some of the information that brings back. Also, this should be a two-way connection. This means that if an ONLINE villa reservation happens from our website (Webhotelier platform) then the CRM should pick up all information in all layers (guest data, calendar availability, rate types, cancellation policies and more). In Quotes, we should be able to create for the two different clients as mentioned in the beginning. We need to create two main quote email templates that will be visually pleasing but also functional to help automatic the workflow. For example, to have the possibility to sign or tick box accept a quote could be a part of an automation to be created a BOOKING ITEM. We need to discuss all those details and automations. BOOKING ITEMS (Reservations): We need to have a very good overview of the reservations. We need to create a Calendar (timeline/ Gantt chart like) widget that allows our team to have a very good visual overview of all the reservations. In addition, we should be able to quickly see the additional information and details for each booking. Also, by creating strong and useful Dashboard Widgets and utilizing Zoho analytics we will have a very detailed overview of all the business in all the levels. ZOHO BOOKS: We need to import all our vendors, clients and anyone that has financial transactions' relationship with our company. Also and most importantly, we need to connect to the Hellenic Tax Office in order to legally create invoices from Zoho Books. There is an API connection to be done here. Also, we want to use our phones to scan paper receipts and automatically upload them to Google Drive and also keep track of them inside Zoho Books. ZOHO SOCIAL: We have connected our social accounts. We would like to make sure that any relevant messages or inquiries can be converted to leads and thus potential new Contacts (customers). ZOHO CAMPAIGNS: We are going to import past guests and contacts from Mailchimp. We want to make sure that somehow we can create a connection with relevant interaction we will be getting from any Zoho Campaigns and Zoho CRM. ZOHO CONTRACTS: We want to use Zoho Contracts in order to be able to send out a contract to the Retreat Facilitators. We have the template in .DOC and want to convert it so that it reads automatically all the information. Finally, we need to make some connections of Zoho CRM to TODOIST using ZAPIER. IMPORTANT NOTE: Our business is done 70% OFFLINE, which means that the bulk of income comes by succeeding in reserving those group bookings (Reterats). So we would like you to focus more in solving the WORKFLOW of converting a Lead to Contact to Quote to Booking Item to Invoice within ZOHO CRM and secondly resolve the API connection to Webhotelier. Please refer to Diagram of flow.