ScaleHub – CRM Forecasting & Automation Case Study
Industry: Technology & AI (Data Automation) |
Headquarters: Hamburg, Germany |
Team: 50+
Apps: Zoho CRM, Analytics, Flow, Forms, Campaigns, Projects, Books
Executive Summary
ScaleHub delivers an AI-powered data processing platform that merges intelligent automation with a global human-in-the-loop crowd. Their solutions streamline document-centric workflows such as invoice processing, form capture, and handwritten text recognition for enterprise clients worldwide.
As their business expanded, ScaleHub’s customized Zoho CRM setup could no longer meet the sophistication and flexibility required for advanced forecasting and pipeline management. Zenatta partnered with the ScaleHub team to reengineer their CRM and analytics infrastructure—transforming manual reporting into automated, data-driven insight.
The Challenge
While ScaleHub had used Zoho since inception, their CRM became increasingly difficult to maintain as forecasting, partner management, and lead routing processes grew more complex. Quarterly forecasting cycles and heavily customized modules slowed down reporting and made scaling operations difficult.
“A few years ago we had to expand our CRM processes and make major changes to our pipeline and forecasting process.” – Susanne Richter-Wills, VP Partnerships EMEA
The company also faced friction onboarding new partners and managing lead assignments—tasks that relied on manual input and outdated workflows. ScaleHub needed a solution that could streamline forecasting, automate lead distribution, and provide visibility across marketing, sales, and partnerships.
The Implementation
Zenatta collaborated with ScaleHub to rebuild their CRM foundation and analytics model, ensuring that forecasting and reporting aligned with evolving business needs. The engagement centered around Zoho CRM and Analytics, supported by Flow and Forms automations.
- Advanced Forecasting System: Transitioned from quarterly to monthly forecasting using custom components and subforms to calculate recurring revenue projections. Automated revenue data updates based on opportunity stages and deal probability.
- Lead & Partner Automation: Redesigned the lead management process with new workflows for scoring, ownership assignment, and follow-up automation. Implemented streamlined partner onboarding logic to enhance visibility from introduction through activation.
- CRM Streamlining: Simplified data architecture and standardized field logic across regional teams, improving consistency and reducing administrative time spent managing duplicate records.
- Analytics & Dashboards: Built detailed lead-to-deal conversion dashboards in Zoho Analytics to monitor MQL, SQL, and opportunity performance. Designed real-time reports tracking conversion ratios, deal stage velocity, and forecasting accuracy.
“With the help of Zenatta we have been able to reduce our administrative time for forecasting by about 1 FTE-week per month. Additionally, the time saved for all of our sales, pre-sales, and marketing staff has been significant and allows them to focus on value-added tasks.” – Susanne Richter-Wills, VP Partnerships EMEA, ScaleHub
The Results
ScaleHub now benefits from a modernized CRM and analytics stack designed for speed, scalability, and collaboration. Zenatta’s improvements have reduced manual forecasting workloads, improved partner management visibility, and provided real-time insights into performance metrics.
- Reduced forecasting admin time by one FTE-week each month.
- Improved accuracy and transparency in monthly revenue tracking.
- Automated lead routing and partner onboarding processes.
- Empowered sales and marketing teams with live analytics dashboards.
“With the help of Zenatta we have been able to reduce our administrative time for forecasting by about 1 FTE-week per month. Additionally, the time saved for all of our sales, pre-sales and marketing staff has been significant and allows them to focus on value-added tasks.”
– Susanne Richter-Wills, VP Partnerships EMEA, ScaleHub
