Eklipse Creative – Zoho Books Recovery & Inventory Automation Case Study
Industry: Technology (eCommerce & Data Solutions) |
Location: Middle Tennessee, USA |
Team Size: 1 + contractors
Apps: Zoho Books, Inventory, Analytics, Flow, WorkDrive
Executive Summary
Eklipse Creative is an eCommerce and data solutions agency serving small to mid-sized businesses. With one full-time employee and a network of contractors, the team delivers tailored technology services. After a mishandled QuickBooks→Zoho Books migration, they partnered with Zenatta to stabilize accounting, rebuild inventory, and automate critical workflows.
Zenatta reconciled prior-year financials, corrected thousands of imported records, rebuilt inventory from the ground up, and implemented automations across Books, Inventory, Analytics, and Flow. As a result, Eklipse gained reliable reporting, accurate stock, and hands-off synchronization with WooCommerce.
The Challenge
The initial QuickBooks to Zoho Books migration was incomplete and inaccurate. Years of invoices, POs, and journal entries were misaligned. At the same time, the team was shifting from manual inventory tracking to automated Receives, Bills, and adjustments in Zoho—adding complexity and risk.
“We felt completely paralyzed on this project, overwhelmed by the volume of items that needed to be fixed.” – Chris McCulley, Owner, Eklipse Creative
Why It Mattered
Unreliable books block decision-making, slow billing, and distort inventory. To serve clients confidently, Eklipse needed accurate historical financials, clean stock, and automated processes that scale with demand.
The Zenatta Solution
Zenatta prioritized data integrity first, then automation. The team reconciled historical records, rebuilt inventory with validated go-live balances, and extended existing scripts to keep Books, Inventory, and WooCommerce in sync.
- Data Integrity & Cleanup (Zoho Books): Reconciled invoices, POs, and journal entries dating back to 2016; tied out year-end balances 2017–2024; bulk-updated thousands of mis-imported invoices using custom scripts—eliminating manual fixes.
- Inventory Rebuild & Validation (Inventory + Analytics): Re-uploaded correct go-live balances; removed conflicting historical adjustments; created SQL reports to verify quantities; zeroed all remaining negative stock and reconciled across modules.
- Automation for POs & Estimates (Books + Analytics): Cloned the existing update_invoices scheduled function to update Purchase Orders and Estimates from a Zoho Analytics pivot; merged line items, tracked metadata, and standardized field mappings.
- WooCommerce Stock Synchronization (Books + Flow): Implemented workflows and webhooks so stock changes from shipments, receives, returns, and adjustments in Zoho Books automatically update WooCommerce product quantities.
- Process Standardization & Reporting: Standardized SO/Estimate/Credit flows; introduced logic for RMAs and credit notes; added custom fields to replace unreliable notes; built SQL reports for open POs and inventory turnover.
“Zenatta’s team began offering clear solutions in the first meeting. They analyzed where we were struggling and provided a clear roadmap to resolve every issue.” – Chris McCulley, Owner, Eklipse Creative
Results
Eklipse Creative now operates on clean financial data and accurate inventory with automated syncs that reduce manual work. While no formal metrics were provided, the operational impact is significant.
- Historical data corrected; balances aligned with QuickBooks
- Inventory rebuilt; negative stock eliminated and validated
- Automated updates for POs, Estimates, and WooCommerce stock
“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, Eklipse Creative
