Client Overview
All-Ways Green Services is a green-certified commercial cleaning company serving the San Francisco Bay Area, offering janitorial, carpet and floor cleaning, window cleaning, move-in/move-out cleaning, and facility maintenance services. The company is known for its commitment to eco-friendly cleaning practices, reliability, and consistent quality across diverse sectors, including offices, schools, industrial facilities, and property management companies.
As the business expanded with multiple service lines and a growing clientele, managing leads, contracts, and field operations became increasingly complex. The leadership recognised the need for a unified digital system to centralise customer data, track service performance, and improve coordination between sales, operations, and management. This led to their partnership with CRMFolks to implement Zoho One, transforming how All-Ways Green manages its clients, contracts, and service operations.
Challenges
Before the engagement, All-Ways Green Services was facing several operational and management bottlenecks:
- Fragmented systems: Sales, customer service, contract billing, signatures and analytics were handled via disparate tools (spreadsheets, manual email workflows and legacy accounting). This led to duplication, errors and delays.
- Limited real-time visibility: The leadership lacked unified dashboards to track sales pipeline, contract renewal status, service delivery performance and financial health across clients and service lines.
- Slow contract execution: onboarding new clients, renewing contracts and getting required approvals/signatures was time-consuming because of manual paper/email flows.
- Inadequate integration between sales and finance: The sales team was generating quotes and winning business but hand-offs to billing and accounting were manual, causing invoicing delays, revenue recognition lag and less accurate forecasting.
- Scaling risks: As their client base and service scope grew (diverse industries, larger square-footage clients, different frequency schedules) the risk of missing service commitments or failing to meet green-certification standards increased, unless internal systems improved.
Solution Implemented
Your team at CRMFolks recommended a consolidated platform using Zoho One suite modules, and implemented the following:
- Zoho CRM
- Migrated lead, contact and account data into Zoho CRM; structured pipelines by service type (office cleaning, specialty cleaning, industrial, marinas etc).
- Set up automation: lead assignment rules, follow-up reminders, renewal reminders for existing clients, visibility for upsell opportunities.
- Created custom fields and modules to support cleaning-contract specifics (square footage bands, frequency schedules, green-certification status, service industry).
- Integrated CRM with quoting workflows so that when a quote is accepted, the customer account and contract details flow seamlessly.
- Zoho Books
- Integrated Zoho Books for all accounting and billing: invoices, recurring contracts, revenue recognition tied to contract start/end dates.
- Automated the hand-off from CRM to Books: once a sales deal is won, the contract terms populate in Books so that billing begins without manual data entry.
- Set up dashboards in Books for cash-flow, aging receivables, revenue by service line, enabling finance to act proactively.
- Zoho Sign
- Deployed Zoho Sign to digitise the entire contract signature process. New clients and renewals now go out for e-signature, eliminating printing/scanning delays.
- Embedded signature workflows within CRM so that signed documents are automatically linked to the account record and stored for audit.
- This has improved turnaround time for contracts and enhanced compliance (especially relevant for their clients in regulated industries such as healthcare, education, and government).
- Zoho Analytics
- Built a custom analytics environment drawing data from CRM, Books and other inputs (service delivery logs, client satisfaction scores).
- Created dashboards for executive visibility:
- Sales pipeline by service type, conversion rates, and average deal size.
- Contract renewals and churn risk (seeing which clients are nearing renewal and which may be at risk of leaving).
- Financial health: revenue by service line, profitability, cost per client, receivables ageing.
- Service performance: e.g., number of complaints, service quality metrics, compliance with green-certification standards.
- Enabled scheduled reports to leadership and the operations team, so decisions can be data-driven rather than anecdotal.
- Integration & Change Management
- Your team designed data migration plans, cleaned legacy data, mapped fields across systems.
- Conducted user training for sales, operations and finance teams, with role-based dashboards and workflows.
- Set up role-based access to ensure data security, e.g., operations team sees service-delivery dashboards, finance sees Books dashboards, and leadership sees executive summary.
- Provided post-go-live support and built a roadmap for future enhancements (mobile service logs, client portal, advanced predictive analytics).
Results
Within 6-12 months of implementation, All-Ways Green Services has reported significant improvements:
- Faster contract turnaround: With Zoho Sign and automated workflow, contract execution time dropped (for example, from ~10 days to ~3-4 days).
- Improved billing accuracy and speed: Because CRM-to-Books integration eliminated manual hand-off, invoicing is more timely and error-free, improving cash-flow and reducing collections time.
- Better renewal management / lower churn risk: With renewal reminders and visibility into contract end dates, the company saw renewal rates improve (e.g., rising by Y%).
- Enhanced visibility for leadership: The unified analytics platform allows the senior team to spot service-quality issues earlier, identify underperforming service lines, and make strategic decisions about which industries or clients to pursue or exit.
- Operational scalability: The business is now able to cope with growth (more clients, more service types) without adding proportional overhead, because workflows are automated and data is centralised.
- Greater client satisfaction: Although harder to quantify, having integrated systems has enabled better response times, smoother onboarding and more professional interactions, reinforcing the company’s green-service brand promise.