Executive Summary
Eklipse Creative is an eCommerce and data solutions agency based in Middle Tennessee. The company supports small to mid-sized businesses with customized technology solutions. With one full-time employee and a team of contractors, Eklipse Creative delivers tailored services to meet the unique needs of each client.
The Challenge
Before partnering with Zenatta, Eklipse Creative faced a difficult migration from QuickBooks to Zoho Books. Their initial contractor had mishandled the migration, leaving numerous unresolved issues that compounded over time. The client needed all prior years of financial data transferred, which added complexity to the process.
On top of this, Eklipse Creative was transitioning from a manual inventory tracking system to an automated process using Receives, Bills, and other functions within Zoho Books. This adjustment created additional challenges and overwhelmed the team.
“We felt completely paralyzed on this project, overwhelmed by the volume of items that needed to be fixed.”
– Chris McCulley, Owner of Eklipse Creative
The Implementation
Zenatta’s work with Eklipse Creative centered on stabilizing and restructuring their Zoho Books environment following a complex migration from QuickBooks. The project required extensive data correction, automation, and workflow design to ensure accounting and inventory processes operated accurately and efficiently.
Data Integrity & Cleanup
The engagement began with a comprehensive review of financial data imported from QuickBooks. The Zenatta team reconciled multi-year discrepancies in invoices, purchase orders, and journal entries dating back to 2016. They corrected incomplete imports, aligned customer balances, and validated year-end adjustments from 2017 through 2024 to match QuickBooks balance sheets. Thousands of invoices that were previously misaligned were updated in bulk using custom scripts, eliminating the need for manual record-by-record corrections.
Inventory Rebuild & Validation
Inventory management was one of the most challenging areas due to years of manual tracking and inconsistent migration data. Zenatta rebuilt the client’s inventory records from the ground up, re-uploading accurate go-live balances and removing conflicting historical adjustments. The team also created SQL reports to cross-check quantities and ensure accurate stock levels. Once validated, all remaining negative inventory items were adjusted to zero and reconciled across all related modules.
Automation for Purchase Orders and Estimates
To streamline future processes, Zenatta expanded an existing automation—originally designed for updating invoices—to include Purchase Orders (POs) and Estimates. By cloning and adapting the update_invoices scheduled function, the team developed new scripts capable of synchronizing PO and Estimate data directly from a Zoho Analytics pivot table. These automations merged line items, tracked metadata, and maintained consistent field mappings across all three modules, ensuring complete data integrity between transactions.
WooCommerce Stock Synchronization
For real-time inventory visibility, Zenatta implemented a two-way integration between Zoho Books and WooCommerce. Using custom workflows and Zoho Flow webhooks, the system now updates WooCommerce product quantities automatically whenever stock levels change in Zoho Books, whether through shipments, purchase receives, or adjustments. This eliminated the need for manual synchronization and ensured Eklipse Creative’s online catalog always reflected accurate stock availability.
Process Standardization & Reporting
As the final phase, Zenatta helped standardize sales order, estimate, and credit processes to prevent accounting discrepancies. They introduced logic for handling RMAs (returns) and credit notes automatically, added custom fields to replace unreliable notes sections, and built SQL reports in Zoho Analytics to track open POs and inventory turnover.
These improvements collectively stabilized Eklipse Creative’s accounting system, automated repetitive workflows, and provided the foundation for accurate long-term financial reporting.
The Results
Zenatta’s work provided a transformative impact for Eklipse Creative. The team systematically tackled long-standing accounting and inventory problems that had left the business stuck. Their expertise in Zoho Books, inventory systems, and accounting practices gave Eklipse Creative the clarity and structure they needed to move forward.
Although no specific metrics were provided, Chris shared that Zenatta’s support helped his company “dig out of the hole” left by a flawed migration. By resolving thousands of problematic invoices, addressing inventory inconsistencies, and explaining best practices along the way, Zenatta allowed Eklipse Creative to shift their focus back to their core business.
Chris has been a long-time Zoho user but only recently began adopting Zoho One more broadly. He appreciates the breadth of tools included for one price and leverages apps such as Mail, Cliq, Flow, WorkDrive, Books, and Creator daily. While Zoho support can sometimes present language barriers, Zenatta bridges that gap with clear, professional, and knowledgeable assistance.
“Their depth of knowledge and professionalism have been impressive and extremely impactful to our business. It’s freed up our time to work on the items we are good at and let Zenatta figure out the complicated issues that we don’t have experience with.”
– Chris McCulley. Owner of Eklipse Creative