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Streamlining Tender Management with Zoho CRM: The Surbhi Electronet Case Study
From scattered spreadsheets to structured success—discover how Zoho CRM helped Surbhi Electronet centralize sales, manage tenders efficiently, and streamline daily operations.
Surbhi Electronet Pvt. Ltd. is a leading IT solutions provider, specializing in large-scale government and private sector technology projects. Known for its dedication to excellence and timely delivery, the company manages a wide range of tenders across domains and partners with multiple OEMs and vendors.
Challenges Faced
Before adopting Zoho CRM, Surbhi Electronet struggled with managing tenders, streamlining internal processes, and gaining visibility across sales and operations.

Scattered Tender Management

Managing proactive, reactive, and corporate tenders separately caused confusion and gaps

Approval Process Bottlenecks

Tracking two-way management approvals was unclear, leading to delays and communication.

Inefficient Tender Process Tracking

Tracking tender stages—from initiation to submission—was cumbersome and lacked automation.

Poor Payment and Credit Tracking

Facing difficulty in monitoring both vendor and customer payments, credits, and balances.

Product Category Complexity

Facing difficulties in managing a vast product catalog organized by category and sub-category

No Centralized Vendor Data

OEM and vendor information was scattered across systems, making communication highly inefficient.

Manual Cost Sheet Preparation

Creating and tracking cost sheets manually in Excel led to frequent errors and version issues.

Redundant Data Causing Trouble

They lacked proper protection against duplicate entries, which significantly affected data accuracy

Disconnected Quotation Tracking

Quotations were managed in isolation, not efficiently linked to deals, causing delays and errors.

Gaps in Order Processing

Lack of structure in managing the entire order-to-delivery process caused workflow delays.

Sales Forecasting Missing

The absence of forecasting tools significantly limited insights into future revenue and trends

Our Solution: Implementing Zoho CRM
Comp-U-Graphics collaborated with Surbhi Electronet to deliver a tailored Zoho CRM solution, transforming how the company manages tenders, quotations, vendors, and payments. Through customized modules, automation, and intelligent workflows, we created a streamlined environment for operational control and real-time visibility.
Key Features Implemented

Streamlined Tender Module

Customized deal layouts enabled management of all tender types from a single unified pipeline

Two-Step Approval Process

Role-based approvals ensure that all critical records are validated before execution

Lead Capture & Categorization

Leads from multiple sources were consolidated and organized under a structured lead module

Payment

Handling System

Receivables and invoice tracking are enabled with live payment status updates for accuracy

Product Hierarchy Structuring

All products were classified clearly by category and sub-category for better data management

OEM & Vendor Management

Vendor details centralized under a customized module for fast access and interaction

Manage Cost Sheets in CRM

A dedicated module was used to prepare and track cost sheets with approval workflows built-in

Duplicate Entry Prevention

Condition-based rules automatically prevent the creation of duplicate leads and records

Quote Handling Made Simple

Built-in quoting feature was linked directly to deals with seamless email integration tools

Order Automation Workflow

Post-deal workflows auto-create cases and assign tasks for next steps like SO, PO, and dispatch

Sales Forecasting Dashboard

Targets are set for each salesperson, with real-time visibility into their sales forecast data and performance

Result & Impact
The implementation of Zoho CRM has not only streamlined operations but also delivered measurable improvements in efficiency, data integrity, and overall business performance.

Simplified Cost Sheet Tracking

Shifted from Excel to CRM, improving accessibility, control and approval processes.

Better Control Management

Two-way approval tracking gives leadership control and visibility into sensitive deal progress

End-to-End Order Workflow Clarity

Automated workflows guide users on the next steps after deal closure, reducing delays, errors

Streamlined Vendor & Payment

CRM tracking of vendor POs, invoices, and payments improved coordination and transparency

Reliable Data Integrity

Condition-based duplication prevention ensures the CRM contains only accurate and unique entries

Elevated Sales Forecast Accuracy

With the sales forecast module, management can predict future revenue based on pipeline data

Tender

Deadline Alerts

System reminders for pre-bid meetings, tender openings, and deadlines ensure timely action

Unified Tender and Lead Tracking

​All lead sources now funnel into a unified pipeline, significantly reducing missed opportunities

Visibility Across Sales Funnel

Real-time dashboards display the status of each tender, deal stage, and salesperson pipeline

Faster Quote-to-Order Turnaround

Inbuilt quotation generation and email workflows reduced the time from deal to dispatch

Scalable CRM Foundation

The solution is future-ready and scalable, making it easy to extend with new modules or integrations

"Comp-U-Graphics provide us end to end consultancy and implement CRM. Their support is very good, and they delivered what they committed"

Siddharth Agarwal

Sidharth Agarwal

Director

Surbhi Electronet Pvt. Ltd

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Conclusion
​With the successful implementation of Zoho CRM, Surbhi Electronet Pvt. Ltd. has moved from fragmented systems to a fully streamlined and automated process for managing tenders, quotations, approvals, and vendor interactions. The CRM now serves as the company’s operational nerve center—providing clarity, control, and confidence in every stage of the business process. This case study stands as a testament to how strategic CRM implementation can unlock new levels of organizational agility and efficiency.
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