- Status: Active
- Customer since: 10/2022
- pürdesign.com
- Case Study Filed: 11/2025
Table of Contents
PÜR Design transformed its rapid expansion challenges by replacing manual spreadsheets and disconnected systems with a sophisticated, automated ecosystem. Using Zoho CRM, Zoho Cliq, and other Zoho One apps, our Zoho-certified consultants consolidated the client’s operations, bridging the gap between sales and fulfillment.
Overview
Our client, a standout leader in online marketing and custom business setup, was encumbered by the operational friction of rapid scaling. While the company experienced a significant influx of 20 to 30 new clients daily, their reliance on Google Sheets and manual data entry created “process silos,” mandated manual workarounds, and obscured a unified view of the business. To address this bottleneck, Dane Chebert, Director of PÜR Design, and Rudi Kaiser, Chief of Operations at Launchpad Group (a sister company), contacted United Parts of Chicago, an Advanced Zoho Partner, to architect and deploy a cohesive solution.
Executive Summary
- Dane Chebert, Director @ PÜR Design
- Rudi Kaiser, Chief of Operations @ Launchpad Group
- Industry: Marketing & B2B Consulting
- Employees: 51-200
Problem Statement and Key Challenges
The primary challenge facing our client was the inability of their operational infrastructure to keep pace with their massive growth. Until recently, the parent company operated with a modest team, relying on Google Sheets for tracking. However, as the team expanded to over 50 designers and coaches, the limitations of this simplistic method became evident.
The workflow for managing a client—from lead ingestion to project fulfillment—was manual and error-prone. Important sales and operational details were “slipping through the cracks” because the team, not specialized in administrative tasks, struggled to manage the transference of data between systems.
"Our ability to onboard clients, be more efficient, and provide better results for our clients that sign up with us—that's where the value has been for us.”
A second, more complex challenge was the fragmentation of data. Different sales forces operated with independent Zoho accounts, each necessitating its own spreadsheet. This “multi-Zoho, multi-sheet” approach was unwieldy and created significant financial and customer service risks. As Rudi Kaiser noted, the manual transfer of data left “too much room for human error.”
Problem Evaluation
We conducted a thorough analysis of PÜR Design’s workflows. The root of the issue was not just the tools, but the process. The “right system, wrong process” dynamic meant that even with Zoho available, the architecture wasn’t supporting the volume of data. To break down silos and automate the workflow, the key was to establish a unified CRM system that could act as a central hub while integrating seamlessly with external fulfillment platforms like Monday.com.
Proposed Solution
The proposed solution was a high-level restructuring of the process to create a cohesive workflow. United Parts of Chicago designed a system that allowed different companies under the Top Tier Marketing Academy umbrella to work independently while maintaining data visibility for the fulfillment teams.
| Business Function | Before: Disparate Application Environment | After: Unified Zoho Ecosystem |
|---|---|---|
| Lead Ingestion | Manual import from third-party sources; prone to duplicates. | Custom PHP Importer with Identity 360 and sophisticated duplicate checking. |
| Sales to Fulfillment Handoff | Manual data transfer from Zoho to Google Sheets. | Zoho CRM to Monday.com Automation: Instant transfer of product/contact details upon deal closure. |
| Internal Communication | Third-party applications disconnected from client data. | Zoho Cliq: Contextual chat integrated directly into CRM records. |
| Customer Onboarding | Manual tracking of invites; slow turnover (1 month). | Zoho Flow & TrainerCentral: Automated invites and course details based on deal criteria. |
| Client Outreach | Manual email and text execution. | Zoho Flow & RingCentral: Automated 6-week nurture campaigns triggered by deal status. |
| Customer Support | Lack of visibility into client pain points. | Zoho Desk: Integrated with CRM to measure account manager effectiveness. |
Core Applications Deployed
Implementation
- Zoho CRM: Deployed as the central hub for managing the sales pipeline and contact records.
- Custom PHP Importer: An advanced web application designed by United Parts of Chicago to ingest leads, resolve conflicts, and prevent duplicate records based on deal analysis. It replaces and overperforms the native Zoho CRM import module.
- Monday.com Integration: A crucial bridge for the more-than-50-person fulfillment team, allowing them to manage projects without direct access to the sales CRM database.
- Zoho Cliq: Implemented to streamline communication, allowing users to post notes directly into contact records and manage channel members without switching platforms.
- Zoho Flow: Served as the integration engine, triggering marketing emails, text campaigns, and connecting the CRM to external learning management systems.
- Zoho Desk: Implemented to centralize customer support and identify training needs.
- TrainerCentral: implemented to sell the courses and support materials to the end customers.
The project required a highly customized approach to handle the complexity of PÜR Design’s data volume. United Parts of Chicago worked to establish a unified CRM system that maintained data confidentiality between the different sales forces while providing the fulfillment team with the visibility they needed.
A centerpiece of the implementation was the Custom PHP Importer. Standard import procedures were insufficient for the client’s volume and complexity. United Parts of Chicago built a solution that uses ManageEngine’s Identity 360 to control access, analyzes deal records to prevent the ingestion of new leads when contacts already exist (unless the deal is closed/lost), and eliminates the tedious work of preparing source files.
Furthermore, the team orchestrated complex workflows connecting Zoho Flow, TrainerCentral, and RingCentral. This automation logic pulls information from Zoho CRM to automatically invite clients to the academy and triggers webhooks to determine contact status, guiding customers through signup procedures without manual intervention.
"Working with United Parts of Chicago has been overwhelmingly positive. They've been extremely helpful with any additional requirements or changes that need to be made as we continue to grow.”
Results
The implementation of the Zoho ecosystem and custom integrations has fundamentally transformed operations at PÜR Design, delivering impactful business outcomes.
-
Drastic Reduction in Onboarding Time
Automation has significantly accelerated the client lifecycle. Onboarding times have decreased from one month to just two weeks, effectively doubling the speed at which the company can service new business. -
Elimination of Data Silos
The integration between Zoho Cliq and Zoho CRM improved satisfaction across the company. As Rudi Kaiser noted, the ability to search for text across the entire chat system and share information across departments has simplified daily operations. -
Error-Proof Financial Management
Efficient data management has prevented financial mishaps. The new system “leaves no room for errors,” ensuring that client data is accurate and billing/fulfillment is synchronized. -
Scalable Growth
With the new tools and the ongoing support from us, our client is now equipped to handle their daily influx of 20-30 new clients with confidence.
Bottom Line: The Zoho Platform Can Work at the SMB Scale
Our client’s journey from spreadsheet chaos to automated efficiency proves that Zoho One, implemented correctly, is the ultimate growth lever. The Zoho ecosystem is incredibly flexible, but it requires expert architectural guidance to mold it to your specific business logic.
Just as PÜR Design is, your business may be suffering from the “right system, wrong process” dilemma. As a Zoho Advanced Partner, we don’t just “click the boxes;” we build the custom digital infrastructure that supports your future. If you are ready to stop managing disparate apps and run a unified, scalable business, we are ready to help: