The Challenge

“Before Zenatta, our Zoho landscape was the wild west. Automation was hastily put together, lacking long-term context and rarely being the most efficient option available… Information lived in disparate modules and we lacked the connection between our data that was so desperately needed to enable our sales teams to be more efficient.” – David Jessey, Sales Operations Analyst

Implementation

Beyond CRM cleanup and foundational deal automation, Homebase required a set of scalable functions designed to handle high-volume inbound data, improve signal quality, and automate pipeline creation—without producing duplicates.

1) High-Volume Signal Processing → Automated Opportunity Creation

• Built scheduled automation that runs every 2 hours to evaluate incoming Lead/Contact/Account data against defined criteria.
• When criteria are met, the system auto-creates Opportunities and assigns them via round-robin.
• Integrated third-party account signals to properly sort inbound data, reduce noise, and prevent duplicate creation.
• Implemented guardrails and refinements over time (criteria tweaks, null checks, COQL fixes, and validation logic) to keep the engine stable as volume increased.

2) Payroll Pipeline Automation (Multi-Signal Readiness + Notifications)

• Built a payroll-ready detection process using multiple “signals” that may indicate an account is ready for payroll.
• Checks for existing open/closed records (including closed-lost logic) before creating new pipeline stages to avoid duplicates.
• If no payroll trigger exists yet, the account is marked as payroll-ready and the assigned salesperson is notified.
• Added supporting automation for stage transitions (e.g., progressing implementations to “Ran Payroll” based on triggers), plus owner/assignee round-robin logic for implementation roles.

3) Scale-Safe Process Design (Less Rework, More Evolution)

• Consolidated and optimized workflow architecture (moving from many separate schedules to aggregated logic where appropriate).
• Added controls to prevent incorrect opportunity creation (e.g., client scripts / ownership checks for payroll sales roles).
• Improved reliability through ongoing debugging and enhancements (blueprint transition fixes, record-locking adjustments, COQL bug fixes, and more robust error reporting).

Results

The outcome was a CRM system that behaves like a scalable selling engine: it turns noisy inbound signals into clean, assigned opportunities and powers payroll processes without the “constant rebuild” cycle.

“Zenatta has helped turn our Zoho CRM into a much more sophisticated selling engine… the largest impact is in building processes that scale… Zenatta built us our first automated opp-creation function… To this day, we continue to rely on these functions… and continue to add parameters to the foundation of the function to ensure it fits our evolving needs.”

“As far as concrete metrics… we have scaled total payroll customers 3x over the span of 3-4 months, and growth is accelerating.”

“I would absolutely recommend Zenatta to others… elevated professionalism & commitment… and have not once heard the word ‘no’.”

– David Jessey, Sales Operations Analyst