Executive Summary
ScaleHub is a Hamburg-based company delivering an AI-powered data processing platform that combines intelligent automation with a global crowd of human-in-the-loop contributors. Their platform helps automate document-centric workflows including invoice processing, forms capture, and handwritten document recognition. With a global footprint and a collaborative international team, ScaleHub integrates seamlessly with customer systems across diverse industries.
The Challenge
While ScaleHub has used Zoho since inception, their early CRM setup required heavy customization due to unique forecasting and pipeline tracking requirements. As their business evolved, their initial configuration could no longer support the increasing complexity and granularity of their sales operations.
“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 of Partnerships EMEA.
The team also faced challenges in onboarding new partners and automating lead distribution processes—all of which were being managed with cumbersome workflows that added unnecessary friction.
The Implementation
Zenatta partnered with ScaleHub to modernize their Zoho ecosystem through thoughtful configuration, automation, and analytics. The goal was to streamline forecasting, enhance lead management, and improve operational efficiency.
Zoho CRM
Zenatta worked closely with ScaleHub to build a more sophisticated forecasting system by transitioning from a quarterly to a monthly model. This included:
- Automating opportunity data with custom components and subforms to calculate expected monthly recurring revenue.
- Redefining and standardizing the lead management process with clear attribution, lead scoring, and status automation.
- Enhancing lead distribution logic to better allocate and assign prospects across teams.
- Revamping partner onboarding workflows to improve efficiency and clarity throughout the journey.
Zoho Analytics
With the CRM data now structured for performance, Zenatta deployed Zoho Analytics to provide actionable insight:
- Lead-to-Deal conversion dashboards were built to track how Marketing Captured Leads, Marketing Qualified Leads, and Sales Qualified Leads were performing.
- Customized reporting allowed the team to analyze conversion rates at every qualification stage, helping improve marketing ROI and sales targeting.
The Results
The structured lead process, improved onboarding flows, and upgraded reporting infrastructure now serve as a strong foundation for ScaleHub’s continued growth and adaptability.
“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 of Partnerships EMEA.
