The Challenge

ClearVista had been using the same legacy platform, Everest, since 2003. There had been no meaningful upgrades since 2009. The system was on-premise, Windows-only, and difficult to integrate with modern tools.

Pulling data in or out of the system was painful. There was almost no room for automation. Workflow changes were restricted, which meant their team worked around the software instead of with it.

“We’ve been on the same software since 2003 with no real updates since 2009. The biggest pain point has been getting the data in/out, as well as the restriction of using a non-browser-based on-premise solution. There was no real automation that could be built for us, and many limitations to the workflow changes we could make.” – Bubba Bollinger, IT & HR

Why It Mattered

As hardware, vendors, and pricing became more complex, ClearVista needed accurate cost and margin data on every quote and order. They also needed a purchasing process that could handle large, multi-vendor sales orders without re-typing data.

At the same time, leadership wanted better reporting. They needed dashboards for managers, commission visibility, and clear links between sales, purchasing, and fulfillment. A modern cloud platform was essential for the next stage of growth.

The Zenatta Solution

Zenatta worked with ClearVista to keep the parts of their self-managed migration that were working, then layered in the custom automation and reporting they were missing.

• Smarter Profitability & Pricing in Zoho Books & Inventory
  • Added profitability calculations for Estimates, Sales Orders, and Purchase Orders, at both line-item and order levels.
  • Introduced “Contract Tier Pricing” logic based on item Brand and a custom price list module, so users can choose the correct tier and auto-calculate discounts, costs, and profit.
  • Respected manually entered costs by using a custom “Cost” value on line items when present, rather than overwriting it.
  • Handled exceptions gracefully by skipping items without a reliable cost and emailing a summary of missing data for review.
• “Push to PO” – Purchasing Built for Large AV Orders
  • Refined a custom “Push to PO” button on Sales Orders to automate the creation and update of Purchase Orders by vendor.
  • Checked physical stock availability before ordering. In-stock inventory triggers package creation; out-of-stock items are added to vendor POs.
  • Stopped overwriting custom rates and costs on Sales Orders, preserving sales team adjustments.
  • Required a Preferred Vendor for inventory-tracked items, and cleanly skipped non-inventory items.
  • Prevented duplicate POs and added a draft-PO check so buyers know when a relevant draft already exists.
  • Sent Zoho Cliq notifications to a dedicated “POsThatNeedAttention” channel with item details and PO links.
• PO Receive → Package Automation
  • Built a “Create Receive Packages” button on Purchase Orders.
  • When a PO Receive is created, the function looks at received items and:
    • Matches them to PO line items by item name.
    • Uses a custom “Associated SO” field to find the right Sales Order.
    • Creates one Sales Order Package per SO with the correct items and quantities.
  • Used a “Packages Created” checkbox on each Receive to prevent duplicate package creation.
• Better Docs & Field Mapping Across Transactions
  • Created a custom “Order Status” merge document from Sales Orders, showing ordered, shipped, to-ship, invoiced, and to-invoice quantities, plus pricing and totals.
  • Added “Amount Paid” and “Balance” aggregates based on all linked invoices.
  • Mapped key fields across Estimates, Sales Orders, and Invoices, including:
    • Ship/Delivery method
    • Customer PO number
    • Custom subject line text
  • Ensured the Customer PO from the Sales Order flows into a dedicated field on Purchase Orders created via automation.
• Manager Dashboards & Commission Reporting in Zoho Analytics
  • Built a comprehensive management dashboard showing:
    • Top customers, vendors, items, and sales reps by period.
    • Invoicing and purchasing summaries.
    • New customers, vendors, and items.
  • Added conditional formatting and links directly to related POs from dashboard tables.
  • Created a commission report based on:
    • Invoice item profit, using layered fallbacks for cost (invoice → SO → item record).
    • Monthly profit per salesperson to derive a commission rate.
  • Improved Last Payment Date logic by basing it on the most recent payment application, with sensible fallbacks.
• WorkDrive Automation & Project Folder Management
  • Moved the WorkDrive integration to Zoho CRM for easier management.
  • On Account creation, automatically generated a dedicated WorkDrive folder.
  • Added an “Update Projects Folder” button on Accounts to:
    • Scan all associated Projects.
    • Create missing Project folders inside the Account’s folder.
• Operational Safeguards & Quality-of-Life Enhancements
  • Added a rule so that when a Sales Order is marked Void, the “Order Priority” is set to “DO NOT ORDER YET”.
  • Implemented checks for matching SO and PO numbers to avoid numbering conflicts after migration.
  • Monitored and fixed Analytics sync issues and restored deleted tables and queries when needed.

“Specifically, we have had Zenatta build a ‘Push to PO’ button that will drastically improve our purchasing process’s efficiency by automatically creating multiple POs at the same time from a single Sales Order. They also built a button for us that creates multiple packages from a single receive, so when we receive a PO that has equipment for multiple Sales Orders, we can package those items quickly and efficiently at once.” – Bubba Bollinger, IT & HR

Results

With their new Zoho-based system, ClearVista runs purchasing, inventory, and reporting in a way that matches their real-world process.

• Faster purchasing: Large, multi-vendor orders now generate the right draft POs and packages with a click, instead of manual re-entry.
• Reliable margins: Profitability is calculated consistently across Estimates, Sales Orders, and POs, including contract-tier pricing and custom costs.
• Cleaner operations: Field mapping and WorkDrive automation keep documents, transaction data, and folders aligned.
• Manager visibility: Dashboards and commission reports give leadership insight into performance and profit, not just revenue.

“The Zenatta team is very quick to understand our needs and come up with a solution. Because of the way our business does things we have needed a lot of customization to share, transfer, and create data amongst Books, Inventory, and CRM.

Zenatta filled the gap between what you receive from Zoho Support and what you need or want to do with Zoho. I would absolutely recommend Zenatta to others, especially if you are doing the migration or transition to Zoho on your own.”

– Bubba Bollinger, IT & HR, ClearVista (formerly TVS Pro)