The Challenge

BES faced mounting inefficiencies caused by fragmented systems and a lack of CRM infrastructure. Managing customer and program data in spreadsheets created duplication, data inaccuracies, and limited collaboration across teams.

“Different departments—sales, marketing, and customer service—managed data independently, resulting in information silos. This lack of a unified view caused redundant efforts, inefficient processes, and delayed decision-making.” – Tim LeBlanc, Director of Technology, BES

These disconnected workflows hindered the organization’s ability to provide seamless service and accurately track engagement with school leaders and partners. Recognizing the need for centralized data and automation, BES turned to Zenatta for guidance.

Why It Mattered

Without a central system, BES struggled to align operations across multiple departments. Data silos and manual updates caused inconsistencies and delayed decision-making, limiting their capacity to deliver timely insights and program support. A unified CRM was critical to improving collaboration, ensuring accuracy, and supporting the nonprofit’s mission to empower educational leaders efficiently.

The Zenatta Solution

Zenatta implemented a customized Zoho CRM platform tailored to BES’s organizational structure and programs. Through deep collaboration, Zenatta created automations and integrations that centralized data, streamlined workflows, and enhanced interdepartmental communication.

• Centralized CRM Implementation: Replaced spreadsheets with Zoho CRM, providing a unified system accessible across sales, marketing, and customer service teams. Real-time updates improved accuracy and reduced redundancy.
• Lens Form & Deal Pipeline Automation: Integrated Zoho Forms and Flow to automate deal creation and assignment based on Lens Form submissions. Deals were dynamically routed to the correct team members at specific stages.
• Automated Reporting & Workflows: Built automation in Zoho Flow and CRM to trigger reports, tasks, and assignments as form data entered the system—improving timeliness and accountability.
• Improved Collaboration & Accessibility: Enabled shared, role-based access to data, ensuring departments could collaborate seamlessly while maintaining data integrity.

“Zenatta walked us through every aspect of this transition and were excellent thought partners. They provided support and guidance to help us achieve the functionality we needed.” – Tim LeBlanc, Director of Technology, BES

Results

With Zoho CRM implemented and configured by Zenatta, BES now operates from a single source of truth. Data silos have been eliminated, teams can collaborate effectively, and all stakeholders have real-time access to the information they need. While formal metrics are still being collected, the operational improvements were immediate and significant.

• Centralized CRM replaced manual spreadsheets
• Improved collaboration across departments
• Automated deal assignments and task creation
• Enhanced accuracy and visibility through real-time data

“Zenatta was very helpful throughout the whole process. They did well at listening to our needs and provided support and guidance on what we needed to achieve this.”

– Tim LeBlanc, Director of Technology, BES