Zoho One & Google Workspace Set-Up - For HR Consultancy
Budget: $250 – $750 USD
Brew Ideas Consultancy - Implementation Scope Breakdown
PROJECT OVERVIEW
Total Timeline: 6-8 weeks
Total Budget: $448/month recurring + implementation fees
PHASE 1: ZOHO ONE + GOOGLE WORKSPACE FOUNDATION
Timeline: 3-4 weeks
Focus: Core CRM/Recruitment system setup with Google integration
Scope of Work
1. Zoho One Setup & Configuration
Initial Setup
Purchase and configure 1 Zoho One admin license
Enable core applications: CRM, Recruit, Campaigns, Social, Bookings, Projects, Analytics, Sign, Books
Team Access via Zoho Projects
Create "brew Ideas Operations" project
Configure access for 4 team members (Marketing Intern + 3 Recruiters)
Set role-based permissions without additional licenses
Zoho CRM Customization
Custom fields: LinkedIn URL, Lead Score (0-100), Lead Source Detail (picklist), Engagement Level (Hot/Warm/Cold), Sales Robot Campaign ID
Pipeline stages configuration (7 stages from Lead Qualified to Closed Won/Lost)
Lead scoring rules implementation with specific points: Replied to message (+30), Asked for meeting (+50), Email opened (+5), Senior designation (+20)
Email templates: Proposal, Contract, Onboarding welcome, JD Request
Zoho Recruit Customization
Candidate pipeline stages (11 stages from New Application to Joined/Rejected)
Custom fields: Current CTC, Expected CTC, Notice Period (picklist), Reason for Change, Standardized CV Link, Original CV Link, Last Working Day, Joining Date
Job opening template creation
Career site enablement for website embedding
Email templates: Application received, Interview scheduled, Interview reminder, Offer letter
Zoho Campaigns Setup
Email list creation and auto-sync with CRM
5-email nurture sequence configuration with specific timing:
Day 0: Introduction
Day 3: Case study
Day 7: Industry insights
Day 14: Testimonial
Day 21: Call-to-action
Zoho Social Setup
Social media account connections (LinkedIn, Instagram, Facebook)
Content calendar framework with specific schedule:
Mon, Wed, Fri: LinkedIn posts
Tue, Thu: Instagram posts
Content themes: Monday (Industry insights), Wednesday (Job openings), Friday (Success stories)
Zoho Books Integration
Configure invoicing system
Link to CRM for deal tracking
Set up payment tracking
Configure automated invoice generation workflow
Zoho Sign Integration
Set up contract templates
Configure e-signature workflows
Link to CRM deals and Recruit clients
Set up automated document storage
Zoho Analytics Dashboards
Executive Overview Dashboard (Total leads, Leads by source, Lead conversion rate, Pipeline value, Active jobs, Applications, Interviews scheduled, Offers extended)
Recruitment Operations Dashboard (Job-wise pipeline, Candidate source analysis, Recruiter performance, Interview show-up rate, Time-to-fill average)
Financial Dashboard (Invoices, Payment status, Revenue tracking)
Automated daily (6 PM), weekly (Monday 9 AM), and monthly reports
2. Google Workspace Integration
Gmail Integration
Connect Gmail to Zoho CRM
Enable email tracking and sync (sent/received emails)
Google Calendar Integration
Two-way sync with Zoho Bookings
Auto-generate Google Meet links for interviews
Google Drive Integration
Connect to Zoho Recruit for CV storage and document management
Connect to Zoho Books for invoice storage
Connect to Zoho Sign for signed contract storage
Create folder structure:
brew Ideas - Operations/
Clients/ → [Client Name]/ → Contracts/, Job Descriptions/, Candidate Submissions/
Candidates/ → [Job ID]/ → Applications/, Standardized CVs/, Documents/
Templates/ → CV Template.docx (brew Ideas format), Email Templates/, Contract Template.docx, Offer Letter Template.docx
Invoices/ → [Client Name]/
Signed Contracts/
Call Recordings/ (for Phase 2)
Google Docs Templates
Create brew Ideas branded CV template
Create contract template for Zoho Sign
Create offer letter template
Set up template permissions and sharing
3. Testing & Training
End-to-end testing of Zoho workflows:
Test Scenario 1: Lead creation to Deal won to Invoice generation
Test Scenario 2: Deal won to Contract generation and signing
Test Scenario 3: Job application to CV standardization to Interview scheduling
User training for all team members (5 days):
Day 1: System overview (everyone)
Day 2: CRM basics and workflows (Sales/Marketing)
Day 3: Recruit basics and CV management (Recruiters)
Day 4: Google integration and document management (everyone)
Day 5: Dashboards, reporting, and Books/Sign (everyone)
Documentation creation:
User guides for each role
SOPs for lead generation, candidate processing, interview scheduling, client onboarding, invoicing, contract management
Technical documentation
Quick reference guides
4. Business Process Automation (Phase 1)
Deal Won → Invoice Workflow
Trigger: CRM Deal Stage = "Closed Won"
Action 1: Auto-create invoice in Zoho Books
Action 2: Link invoice to CRM deal
Action 3: Send invoice to client
Action 4: Set payment tracking
Action 5: Send reminder emails for pending payments
Deal Won → Contract Workflow
Trigger: CRM Deal Stage = "Closed Won"
Action 1: Auto-generate contract from template (Zoho Sign)
Action 2: Send contract for e-signature
Action 3: Once signed → Create client in Zoho Recruit
Action 4: Once signed → Create project in Zoho Projects
Action 5: Once signed → Update CRM deal with contract link
Action 6: Save signed contract to Google Drive
Candidate Qualified → CV Standardization Workflow
Trigger: Candidate Status = "Qualified" in Zoho Recruit
Action 1: Get candidate details
Action 2: Download original CV from Google Drive
Action 3: Create standardized CV using brew Ideas template (Google Docs)
Action 4: Populate template fields with candidate data
Action 5: Generate PDF and save to Google Drive
Action 6: Update Recruit with "Standardized CV Link"
Action 7: Send approval notification
Candidate Selected → Offer Letter Workflow
Trigger: Candidate Status = "Selected"
Action 1: Generate offer letter from template (Zoho Sign)
Action 2: Send for e-signature
Action 3: Once signed → Update status to "Offer Accepted"
Action 4: Save signed offer to Google Drive
Action 5: Trigger onboarding checklist
Phase 1 Deliverables
*Fully configured Zoho One ecosystem (CRM, Recruit, Campaigns, Social, Books, Sign, Projects, Analytics)
*Team access via Zoho Projects
*Complete Google Workspace integration (Gmail, Calendar, Drive, Docs templates)
*All custom fields configured (6 CRM fields + 8 Recruit fields)
*All email templates created (8 templates total)
*5-email nurture sequence in Campaigns
*Social media content calendar with posting schedule
*All dashboards and reports configured (Executive, Recruitment, Financial)
*Zoho Books invoicing automation
*Zoho Sign contract automation
*CV standardization workflow with brew Ideas template
*Offer letter automation
Training materials and comprehensive documentation
*System tested with end-to-end scenarios
*System ready for Phase 2 automation layer
Phase 1 Monthly Costs
Zoho One: $90/month
Google Workspace (5 users): $60/month
Subtotal: $150/month
PHASE 2: AUTOMATION LAYER (n8n, Clay, Sales Robot)
Timeline: 3-4 weeks
Focus: Lead generation automation and workflow integration
Prerequisite: Phase 1 must be completed
Scope of Work
1. Sales Robot Configuration
Webhook setup for n8n integration
3. n8n Cloud or Zoho Flow Setup & Workflow Development
Add all API credentials (Zoho CRM, Recruit, Sales Robot, Gmail, Google Drive, Calendar, Clay)
5 Core Workflows to Build:
Workflow 1: Sales Robot → Zoho CRM
Purpose: Auto-capture LinkedIn responses
Trigger: Hourly schedule
Actions: Fetch conversations, filter positive responses, create CRM leads, send notifications
Workflow 2: Website Job Board → Zoho Recruit
Purpose: Auto-process job applications
Trigger: Webhook from website
Actions: Extract data, download resume, upload to Drive, create candidate, send confirmations, assign recruiter
Webhook URL to be provided to website developer
Workflow 3: CRM Deal Won → Recruit Client (Enhanced with Books/Sign)
Purpose: Complete client onboarding automation
Trigger: Webhook from Zoho CRM when Deal = "Closed Won"
Actions:
Create client in Recruit
Generate and send contract via Zoho Sign
Once signed → Create invoice in Zoho Books
Create client folder in Drive
Create project in Zoho Projects
Send JD intake form
Notify team
Workflow 4: CV Standardization
Purpose: Auto-format CVs using brew Ideas template
Trigger: Webhook when candidate status = "Qualified"
Actions: Get candidate details, download CV, create from Google Docs template, populate fields, save PDF, update Recruit, send approval request
Workflow 5: Interview Scheduling
Purpose: Automate interview booking
Trigger: Webhook when candidate status = "Shortlisted"
Actions: Get candidate details, generate Zoho Bookings link, send to candidate, create Google Calendar event, send confirmations
4. Integration & Testing
End-to-end testing of all 5 workflows
Test scenarios:
Lead to Client conversion
Application to Interview scheduling
Email campaign tracking
Bug fixes and optimization
5. Documentation & Handover
n8n workflow documentation
Troubleshooting guide
Credentials management guide
Process diagrams
Phase 2 Deliverables
* n8n Cloud or Zoho Flow with 4 active workflows
* All integrations tested and working (Sales Robot → Zoho CRM)
*Enhanced Workflow 3 with Books and Sign integration
*Complete technical documentation
*Webhook URLs for website developer
*End-to-end automation tested
PROJECT OVERVIEW
Total Timeline: 6-8 weeks
Total Budget: $448/month recurring + implementation fees
PHASE 1: ZOHO ONE + GOOGLE WORKSPACE FOUNDATION
Timeline: 3-4 weeks
Focus: Core CRM/Recruitment system setup with Google integration
Scope of Work
1. Zoho One Setup & Configuration
Initial Setup
Purchase and configure 1 Zoho One admin license
Enable core applications: CRM, Recruit, Campaigns, Social, Bookings, Projects, Analytics, Sign, Books
Team Access via Zoho Projects
Create "brew Ideas Operations" project
Configure access for 4 team members (Marketing Intern + 3 Recruiters)
Set role-based permissions without additional licenses
Zoho CRM Customization
Custom fields: LinkedIn URL, Lead Score (0-100), Lead Source Detail (picklist), Engagement Level (Hot/Warm/Cold), Sales Robot Campaign ID
Pipeline stages configuration (7 stages from Lead Qualified to Closed Won/Lost)
Lead scoring rules implementation with specific points: Replied to message (+30), Asked for meeting (+50), Email opened (+5), Senior designation (+20)
Email templates: Proposal, Contract, Onboarding welcome, JD Request
Zoho Recruit Customization
Candidate pipeline stages (11 stages from New Application to Joined/Rejected)
Custom fields: Current CTC, Expected CTC, Notice Period (picklist), Reason for Change, Standardized CV Link, Original CV Link, Last Working Day, Joining Date
Job opening template creation
Career site enablement for website embedding
Email templates: Application received, Interview scheduled, Interview reminder, Offer letter
Zoho Campaigns Setup
Email list creation and auto-sync with CRM
5-email nurture sequence configuration with specific timing:
Day 0: Introduction
Day 3: Case study
Day 7: Industry insights
Day 14: Testimonial
Day 21: Call-to-action
Zoho Social Setup
Social media account connections (LinkedIn, Instagram, Facebook)
Content calendar framework with specific schedule:
Mon, Wed, Fri: LinkedIn posts
Tue, Thu: Instagram posts
Content themes: Monday (Industry insights), Wednesday (Job openings), Friday (Success stories)
Zoho Books Integration
Configure invoicing system
Link to CRM for deal tracking
Set up payment tracking
Configure automated invoice generation workflow
Zoho Sign Integration
Set up contract templates
Configure e-signature workflows
Link to CRM deals and Recruit clients
Set up automated document storage
Zoho Analytics Dashboards
Executive Overview Dashboard (Total leads, Leads by source, Lead conversion rate, Pipeline value, Active jobs, Applications, Interviews scheduled, Offers extended)
Recruitment Operations Dashboard (Job-wise pipeline, Candidate source analysis, Recruiter performance, Interview show-up rate, Time-to-fill average)
Financial Dashboard (Invoices, Payment status, Revenue tracking)
Automated daily (6 PM), weekly (Monday 9 AM), and monthly reports
2. Google Workspace Integration
Gmail Integration
Connect Gmail to Zoho CRM
Enable email tracking and sync (sent/received emails)
Google Calendar Integration
Two-way sync with Zoho Bookings
Auto-generate Google Meet links for interviews
Google Drive Integration
Connect to Zoho Recruit for CV storage and document management
Connect to Zoho Books for invoice storage
Connect to Zoho Sign for signed contract storage
Create folder structure:
brew Ideas - Operations/
Clients/ → [Client Name]/ → Contracts/, Job Descriptions/, Candidate Submissions/
Candidates/ → [Job ID]/ → Applications/, Standardized CVs/, Documents/
Templates/ → CV Template.docx (brew Ideas format), Email Templates/, Contract Template.docx, Offer Letter Template.docx
Invoices/ → [Client Name]/
Signed Contracts/
Call Recordings/ (for Phase 2)
Google Docs Templates
Create brew Ideas branded CV template
Create contract template for Zoho Sign
Create offer letter template
Set up template permissions and sharing
3. Testing & Training
End-to-end testing of Zoho workflows:
Test Scenario 1: Lead creation to Deal won to Invoice generation
Test Scenario 2: Deal won to Contract generation and signing
Test Scenario 3: Job application to CV standardization to Interview scheduling
User training for all team members (5 days):
Day 1: System overview (everyone)
Day 2: CRM basics and workflows (Sales/Marketing)
Day 3: Recruit basics and CV management (Recruiters)
Day 4: Google integration and document management (everyone)
Day 5: Dashboards, reporting, and Books/Sign (everyone)
Documentation creation:
User guides for each role
SOPs for lead generation, candidate processing, interview scheduling, client onboarding, invoicing, contract management
Technical documentation
Quick reference guides
4. Business Process Automation (Phase 1)
Deal Won → Invoice Workflow
Trigger: CRM Deal Stage = "Closed Won"
Action 1: Auto-create invoice in Zoho Books
Action 2: Link invoice to CRM deal
Action 3: Send invoice to client
Action 4: Set payment tracking
Action 5: Send reminder emails for pending payments
Deal Won → Contract Workflow
Trigger: CRM Deal Stage = "Closed Won"
Action 1: Auto-generate contract from template (Zoho Sign)
Action 2: Send contract for e-signature
Action 3: Once signed → Create client in Zoho Recruit
Action 4: Once signed → Create project in Zoho Projects
Action 5: Once signed → Update CRM deal with contract link
Action 6: Save signed contract to Google Drive
Candidate Qualified → CV Standardization Workflow
Trigger: Candidate Status = "Qualified" in Zoho Recruit
Action 1: Get candidate details
Action 2: Download original CV from Google Drive
Action 3: Create standardized CV using brew Ideas template (Google Docs)
Action 4: Populate template fields with candidate data
Action 5: Generate PDF and save to Google Drive
Action 6: Update Recruit with "Standardized CV Link"
Action 7: Send approval notification
Candidate Selected → Offer Letter Workflow
Trigger: Candidate Status = "Selected"
Action 1: Generate offer letter from template (Zoho Sign)
Action 2: Send for e-signature
Action 3: Once signed → Update status to "Offer Accepted"
Action 4: Save signed offer to Google Drive
Action 5: Trigger onboarding checklist
Phase 1 Deliverables
*Fully configured Zoho One ecosystem (CRM, Recruit, Campaigns, Social, Books, Sign, Projects, Analytics)
*Team access via Zoho Projects
*Complete Google Workspace integration (Gmail, Calendar, Drive, Docs templates)
*All custom fields configured (6 CRM fields + 8 Recruit fields)
*All email templates created (8 templates total)
*5-email nurture sequence in Campaigns
*Social media content calendar with posting schedule
*All dashboards and reports configured (Executive, Recruitment, Financial)
*Zoho Books invoicing automation
*Zoho Sign contract automation
*CV standardization workflow with brew Ideas template
*Offer letter automation
Training materials and comprehensive documentation
*System tested with end-to-end scenarios
*System ready for Phase 2 automation layer
Phase 1 Monthly Costs
Zoho One: $90/month
Google Workspace (5 users): $60/month
Subtotal: $150/month
PHASE 2: AUTOMATION LAYER (n8n, Clay, Sales Robot)
Timeline: 3-4 weeks
Focus: Lead generation automation and workflow integration
Prerequisite: Phase 1 must be completed
Scope of Work
1. Sales Robot Configuration
Webhook setup for n8n integration
3. n8n Cloud or Zoho Flow Setup & Workflow Development
Add all API credentials (Zoho CRM, Recruit, Sales Robot, Gmail, Google Drive, Calendar, Clay)
5 Core Workflows to Build:
Workflow 1: Sales Robot → Zoho CRM
Purpose: Auto-capture LinkedIn responses
Trigger: Hourly schedule
Actions: Fetch conversations, filter positive responses, create CRM leads, send notifications
Workflow 2: Website Job Board → Zoho Recruit
Purpose: Auto-process job applications
Trigger: Webhook from website
Actions: Extract data, download resume, upload to Drive, create candidate, send confirmations, assign recruiter
Webhook URL to be provided to website developer
Workflow 3: CRM Deal Won → Recruit Client (Enhanced with Books/Sign)
Purpose: Complete client onboarding automation
Trigger: Webhook from Zoho CRM when Deal = "Closed Won"
Actions:
Create client in Recruit
Generate and send contract via Zoho Sign
Once signed → Create invoice in Zoho Books
Create client folder in Drive
Create project in Zoho Projects
Send JD intake form
Notify team
Workflow 4: CV Standardization
Purpose: Auto-format CVs using brew Ideas template
Trigger: Webhook when candidate status = "Qualified"
Actions: Get candidate details, download CV, create from Google Docs template, populate fields, save PDF, update Recruit, send approval request
Workflow 5: Interview Scheduling
Purpose: Automate interview booking
Trigger: Webhook when candidate status = "Shortlisted"
Actions: Get candidate details, generate Zoho Bookings link, send to candidate, create Google Calendar event, send confirmations
4. Integration & Testing
End-to-end testing of all 5 workflows
Test scenarios:
Lead to Client conversion
Application to Interview scheduling
Email campaign tracking
Bug fixes and optimization
5. Documentation & Handover
n8n workflow documentation
Troubleshooting guide
Credentials management guide
Process diagrams
Phase 2 Deliverables
* n8n Cloud or Zoho Flow with 4 active workflows
* All integrations tested and working (Sales Robot → Zoho CRM)
*Enhanced Workflow 3 with Books and Sign integration
*Complete technical documentation
*Webhook URLs for website developer
*End-to-end automation tested