Case study · JoKa Mount GmbH
Started with no systems, now fully connected.
How I built a system for a Bavarian engineering start-up that lets it win work, deliver it and get contracts signed, without a stack of separate software subscriptions.
Client
JoKa Mount GmbH
Working together
For over a year, ongoing
Location
Feucht, Bavaria, Germany
Zoho apps
CRM, Creator, Books, Sign, Sites
Industry
Technical services for industrial machinery, plant engineering and electrical engineering
Website
jokamount.de on Zoho Sites, in German and English
Background
From zero to Zoho One.
About JoKa Mount
JoKa Mount GmbH provides technical services for industrial machinery, plant engineering and electrical engineering. Its work ranges from technical consulting and engineering to installation and commissioning, optimisation, automation, maintenance, repair and inspection.
The starting point
When we started, JoKa Mount had no systems at all. No CRM, no project tracking, no quick way to get a contract out. It needed tools that worked straight away and that a start-up could afford.
Why Zoho One
I started JoKa Mount on Zoho CRM. As the business grew, it moved to Zoho One: more than 50 apps on one subscription. Since then, new needs are solved in the same system rather than with another tool, another login and another invoice.
One system, connected.
Zoho One at the centre, surrounded by the apps JoKa Mount uses every day. They all work from the same data.
50+ apps
What I built
What I set up.
Winning work
Every enquiry is tracked in the CRM through to quote and order. Clients, contacts and external contractors sit in one place. The CRM is set up in German and organised into six areas: sales, project work, master data, administration, organisation and marketing.
The website
The old Wix site is now a Zoho Sites website in German and English. Because it sits in the same system, it's easier to connect to the CRM, and there's no separate website subscription to pay.
Delivering work
Projects and contracts are managed directly in the CRM, against each client. For the subcontractors, I built a small custom portal in Zoho Creator, Zoho's tool for building your own apps.
What ties it together
Custom functions in Deluge, Zoho's scripting language, and automations that move work forward without anyone having to chase it. I still look after the CRM on an ongoing basis.
Documents and finance
Mail-merge templates turn CRM data into finished contracts and documents. Zoho Sign collects signatures online. Zoho Books handles the accounting.
The result
JoKa Mount spends less time on admin, and its processes run better than before. Routine tasks run through workflows and automations instead of by hand.
Process
From signed contract to live project.
01 Signature
The signature sets the automation in motion.
04 Documents
Contracts and documents are created from templates, already filled in with client and project data.
02 Project
The order becomes a project in the CRM and is managed there from start to finish.
05 Signing
They go out through Zoho Sign and come back signed, with no printing, scanning or posting.
03 Subcontractors
External subcontractors are brought in and managed directly against the project.
No retyping
At no point does anyone have to copy data from one system into another.
IN THE CLIENT'S WORDS
“Before JoKa Mount brought in Zoho One, manual processes and the laborious job of producing quotes, invoices, order confirmations and complex works contracts took up a huge amount of our time. Thanks to the smart automations, we now easily save up to 15 hours a week and can run the whole project process much faster. From start to finish, everything just worked perfectly, not least because of the excellent support that carried on well beyond launch. Working together was easy, pragmatic and on an equal footing throughout. I'd thoroughly recommend it to any founder, or anyone who wants to take their systems to the next level.”
Jörg Fröhlich
Managing Director, JoKa Mount GmbH
Starting a business?
If you want one simple, affordable system instead of lots of separate tools, I'd be glad to help. I'll set up what you need now and build on it as your business grows.
