The Challenge

Before working with Zenatta, Complete Payroll Services had Zoho in place but lacked automation. Sales reps manually emailed prospects, sent agreements one by one, and tracked progress outside the system. Every new deal meant re-sending similar emails and building agreements from scratch.

At the same time, client files were stored in a separate cloud system that wasn’t integrated with Zoho CRM. Documents lived in silos, and onboarding paperwork—from forms to agreements—had to be downloaded, re-uploaded, and filed manually. This fragmented approach was time-consuming, error-prone, and more expensive than it needed to be.

The Zenatta Implementation

Zenatta focused on automating repetitive work and unifying data across Zoho apps. The goal was to eliminate manual handoffs, centralize documents, and make each deal smoother from first touch through onboarding.

• WorkDrive Automation & Document Routing: Zenatta implemented a custom WorkDrive structure tied directly to Zoho CRM. When a new Account is created, the system automatically generates a corresponding WorkDrive folder. Documents from Contacts, Deals, and Zoho Sign are routed into the correct folder with consistent naming driven by Account updates. Only completed documents are stored, reducing clutter and confusion.
• Streamlined Onboarding Workflow: Onboarding forms and client-uploaded documents are now automatically associated with the right Account, even if the form is submitted before all CRM links are in place. Behind the scenes, custom functions and workflows move submissions into the appropriate WorkDrive folder, ensuring no manual file shuffling or guessing where a document belongs.
• Sales Process Automation in CRM & Sign: Routine sales communications—like next-step emails and agreement requests—were standardized and automated. When a Deal reaches specific stages, Zoho Sign templates are triggered automatically, with validations to ensure all required Account and Contact data is present before sending. This eliminates repetitive manual outreach and reduces the risk of incomplete agreements.
• Zoho Projects Integration for Service Delivery: When a deal moves to implementation, the appropriate project is created automatically in Zoho Projects based on the services sold. Task ownership now adjusts dynamically using CRM fields rather than hard-coded assignments, improving handoffs between sales, implementation, and support.
• Recurring Task & Communication Automation: Annual processes, such as open enrollment reminders and other recurring client touchpoints, are now managed through automated tasks and email workflows. This keeps communication timely without relying on someone to remember key dates.

The Results

With their new Zoho workflows live, Complete Payroll Services has realized both time and cost savings across the business.

• Reduced storage costs: By replacing their previous cloud storage solution with Zoho WorkDrive and routing all documents through CRM, the company is saving several thousand dollars per year.
• Faster deals: Sales representatives now save an estimated 1–1.5 hours per deal thanks to automated emails, prebuilt templates, and automatic agreement sending via Zoho Sign.
• Centralized information: All key client documents—onboarding forms, signed agreements, and supporting files—are stored in the right WorkDrive folder and linked back to CRM, improving visibility for sales, implementation, and support teams.
• Smoother onboarding: Automated project creation and task routing in Zoho Projects ensure that new clients are onboarded consistently, with clear ownership and fewer manual steps.
• Better use of Zoho overall: With integrated workflows across CRM, WorkDrive, Sign, Forms, Desk, Projects, and Analytics, Zoho now functions as a unified platform rather than a series of disconnected tools.

“I have recommended Zenatta to three different peers in my industry. They have the deepest knowledge across the Zoho suite of any consultant we have tried and they are always clear in their communication and timelines.”

— Andrew King, President, Complete Payroll Services