Zoho Implementation
Budget: $250 – $750 USD
STAGE 1: Lead Created
Owner: Sales
Status: Draft
Mandatory Fields
• Client Name
• Opportunity Description
• Estimated Deal Value
• Expected Closing Date
• Country / City
• RFP / RFQ / PEQ (if any)
Rules
• No Cost
• No Margin
• No Vendor Info
Allowed Actions
• Save Draft
• Submit Deal
⸻
STAGE 2: Deal Submitted
Owner: Sales
Trigger: Submit Deal
System Actions
• Lock editing on core fields
• Start Silence Timer (Day 0)
• Ask: “Is Pre-Sales Required?” (Yes / No)
⸻
DECISION NODE: Is Pre-Sales Required?
⸻
FLOW A — Pre-Sales NOT Required
STAGE 3A: Cost Preparation
Owner: Sales
Mandatory Fields
• Internal Cost Estimate (Hidden from Sales UI after submit)
• Assumptions (Text)
Rules
• Sales can input cost
• Cost becomes read-only after submit
Action
• Submit for Sales Manager Approval
⸻
FLOW B — Pre-Sales REQUIRED
STAGE 3B: Pre-Sales Requested
Owner: System
System Actions
• Assign Pre-Sales Owner
• Create Zoho Project Task
• Notify Sales Manager (visibility only)
⸻
STAGE 4B: Pre-Sales Execution
Owner: Pre-Sales
Mandatory Uploads
• BOQ
• Design
• Site Visit Report (if required)
• Assumptions & Risks
Rules
• No pricing
• No margin
• No client communication
AI Assist (Read-Only Panel)
• Missing scope
• Risk flags
• Duplicate items
Action
• Submit Technical Package
⸻
STAGE 5: Sales Manager Review (GATE
Owner: Sales Manager
Visible Fields
• Cost
• Margin
• BOQ Summary
• Risk Summary
• Change Log
Actions
• Approve
• Reject
• Return for Modification
Rules
• Approval is mandatory
• No bypass
• All actions logged
⸻
STAGE 6: Quotation Released
Owner: System
System Actions
• Generate Final Quotation
• Unlock “Send to Client” button for Sales
• Stop Silence Timer
⸻
STAGE 7: Sent to Client
Owner: Sales
Rules
• No edits allowed
• Only follow-up actions permitted
⸻
STAGE 8: Won / Lost
Owner: Sales Manager
If WON
• Assign Project Manager
• Create Kickoff Task
• Lock Deal Financials
If LOST
• Mandatory reason
• Archive
⸻
SILENCE & ESCALATION LOGIC
• Day 2 → Notify Sales
• Day 4 → Notify Sales
• Day 7/8 → Escalate to Sales Manager
• Any activity = reset timer
⸻
FINANCE & GOVERNANCE (LINKED)
• No PR → No PO → No Payment
• Project Code mandatory
• Saudi VAT compliance enforced
• Violations block future requests
⸻
IMPLEMENTATION CHECKLIST (FOR FREELANCER)
CRM STRUCTURE
• Deal Blueprint implemented exactly
• Role-based field visibility enforced
• Cost & Margin hidden from Sales
• Approval gates locked
DASHBOARDS
• CEO Dashboard (Read-only)
• Sales Dashboard (No cost)
• Pre-Sales Dashboard
• Sales Manager Approval Dashboard
• Finance Compliance Dashboard
AUTOMATION
• Silence logic active
• Notifications mapped
• Approval triggers tested
• No manual override paths
AI (Assistive Only)
• AI summaries enabled
• No AI approvals
• No AI client messages
TESTING
• Happy path tested
• Rejection loop tested
• Edge cases tested
• Role access validated
HANDOVER
• Admin guide (PDF)
• Flow diagram
• Change log
• Go-Live approval
Owner: Sales
Status: Draft
Mandatory Fields
• Client Name
• Opportunity Description
• Estimated Deal Value
• Expected Closing Date
• Country / City
• RFP / RFQ / PEQ (if any)
Rules
• No Cost
• No Margin
• No Vendor Info
Allowed Actions
• Save Draft
• Submit Deal
⸻
STAGE 2: Deal Submitted
Owner: Sales
Trigger: Submit Deal
System Actions
• Lock editing on core fields
• Start Silence Timer (Day 0)
• Ask: “Is Pre-Sales Required?” (Yes / No)
⸻
DECISION NODE: Is Pre-Sales Required?
⸻
FLOW A — Pre-Sales NOT Required
STAGE 3A: Cost Preparation
Owner: Sales
Mandatory Fields
• Internal Cost Estimate (Hidden from Sales UI after submit)
• Assumptions (Text)
Rules
• Sales can input cost
• Cost becomes read-only after submit
Action
• Submit for Sales Manager Approval
⸻
FLOW B — Pre-Sales REQUIRED
STAGE 3B: Pre-Sales Requested
Owner: System
System Actions
• Assign Pre-Sales Owner
• Create Zoho Project Task
• Notify Sales Manager (visibility only)
⸻
STAGE 4B: Pre-Sales Execution
Owner: Pre-Sales
Mandatory Uploads
• BOQ
• Design
• Site Visit Report (if required)
• Assumptions & Risks
Rules
• No pricing
• No margin
• No client communication
AI Assist (Read-Only Panel)
• Missing scope
• Risk flags
• Duplicate items
Action
• Submit Technical Package
⸻
STAGE 5: Sales Manager Review (GATE
Owner: Sales Manager
Visible Fields
• Cost
• Margin
• BOQ Summary
• Risk Summary
• Change Log
Actions
• Approve
• Reject
• Return for Modification
Rules
• Approval is mandatory
• No bypass
• All actions logged
⸻
STAGE 6: Quotation Released
Owner: System
System Actions
• Generate Final Quotation
• Unlock “Send to Client” button for Sales
• Stop Silence Timer
⸻
STAGE 7: Sent to Client
Owner: Sales
Rules
• No edits allowed
• Only follow-up actions permitted
⸻
STAGE 8: Won / Lost
Owner: Sales Manager
If WON
• Assign Project Manager
• Create Kickoff Task
• Lock Deal Financials
If LOST
• Mandatory reason
• Archive
⸻
SILENCE & ESCALATION LOGIC
• Day 2 → Notify Sales
• Day 4 → Notify Sales
• Day 7/8 → Escalate to Sales Manager
• Any activity = reset timer
⸻
FINANCE & GOVERNANCE (LINKED)
• No PR → No PO → No Payment
• Project Code mandatory
• Saudi VAT compliance enforced
• Violations block future requests
⸻
IMPLEMENTATION CHECKLIST (FOR FREELANCER)
CRM STRUCTURE
• Deal Blueprint implemented exactly
• Role-based field visibility enforced
• Cost & Margin hidden from Sales
• Approval gates locked
DASHBOARDS
• CEO Dashboard (Read-only)
• Sales Dashboard (No cost)
• Pre-Sales Dashboard
• Sales Manager Approval Dashboard
• Finance Compliance Dashboard
AUTOMATION
• Silence logic active
• Notifications mapped
• Approval triggers tested
• No manual override paths
AI (Assistive Only)
• AI summaries enabled
• No AI approvals
• No AI client messages
TESTING
• Happy path tested
• Rejection loop tested
• Edge cases tested
• Role access validated
HANDOVER
• Admin guide (PDF)
• Flow diagram
• Change log
• Go-Live approval