Zoho Developer

Plyneer Industries Pvt. Ltd.

Zoho Implementation Requirement Document (RFP)

Date : October 2025

Headquarters : Bengaluru, India

Founded : August 2024

Industry : Plywood Manufacturing & Distribution

Warehouses : 2 (Bengaluru)

1. Project Overview

Plyneer Industries has migrated from Tally ERP to the Zoho ecosystem (Books, Inventory, CRM, Creator, Flow, Expense, Payroll).

We seek a Zoho Implementation Partner to build an end-to-end automated system covering :

Inventory Management & Automation

Cash Payment Tracking

Vendor Onboarding & Purchase Workflow

Expense Automation

Multi-Quote Generator & Customer Portal

Goal : Achieve Amazon-level operational efficiency and order automation, while maintaining strong financial control and visibility.

2. Modules & Requirements

A. Inventory Management & Automation

Objective :

Deploy a bin-wise inventory tracking system for every plywood sheet, integrated with Zoho Inventory & Books for total stock visibility and automation.

Requirements

Bin hierarchy : Warehouse → Zone → Aisle → Platform → Level → Slot → Bin

Unique QR codes for every sheet or bundle

Bulk “from-bin → to-bin” entry during purchase, not per sheet

GRN → Purchase Bill flow with auto QR generation and bin assignment

Sales dispatch linked to bin selection / scan-out

Reports : low stock alerts, bin-wise valuation, movement & aging, warehouse occupancy

Integration : Zoho Inventory + Books + Creator + Flow

B. Cash Payment Tracking Workflow

Objective :

Automate cash collection, verification, and bank deposit processes for traceability and timely reporting.

Workflow

Mandatory Cash Collection Due Date on every cash invoice

Automated overdue reminders to Abhishek Sir, Accounts, and Customer

Assign Collector for each collection

Cash in hand tracking until bank deposit

Daily Cash Summary to CEO & Accounts

On deposit to HDFC Bank : auto map to invoice + send payment receipt to customer + internal confirmation

C. Vendor Onboarding & Purchase Workflow

Objective :

Digitize vendor registration, PO creation, goods receipt, and payment automation.

Workflow

Vendor Registration

Digital form capturing Email, Phone, Bank details, GSTIN (API verified), Registration Date, Return filing confirmation

Auto Vendor Agreement acceptance

Internal review → approval → sync to Zoho Books Vendor Master

Purchase Order Management

PO auto-sent to vendor via email + WhatsApp / SMS

Vendor acknowledgment updates status

Invoice & Goods Receipt Approval

Invoices from registered emails auto-recorded with PDF attachment

Warehouse approval (Quantity + Quality) required before payment

Payment Automation

Auto-schedule based on credit terms and approval

Update Books ledger and send confirmation to vendor + internal team

D. Expense Management Automation

Objective :

Automate expense submission, approval, and accounting for speed and compliance.

Workflow

Sources : Zoho Expense, Email upload, Zoho Books

Mandatory fields : Category, Amount, Mode, Dept, Receipt

Auto-categorization by keywords / vendor

Approval Levels

Level Approver

L1 Accounts

L2 CEO (Abhishek Sir)

Validation : duplicate check, OCR amount match, GSTIN verification, advance balance check

Accounting : auto-post to Books ledgers, input GST, journal for reimbursements, deduct cash expenses

Reports : Expense vs Budget, Dept Summary, Pending Approvals, Daily / Weekly digest to CEO & Accounts

E. Multi-Quote Generator & Customer Self-Checkout Portal

Objective :

Provide customers and sales teams a visual, interactive Myntra / Amazon-style portal for multi-product quotations linked with Zoho CRM, Books, and Inventory.

Customer Interface (Front End)

Design Inspiration : Blinkit / Amazon / Myntra

Product cards showing Image, Name, Grade, Price, Warranty, Stock Status

Filters for Grade, Size, Price, Warranty

“Add to Quote” with quantity selector

Live stock visibility from Inventory

Automatic alternates for out-of-stock items

Quote summary with GST break-up & delivery estimate

Customer Details Form (Self Entry)

Field Description Validation

Full Name Required Text

Company Name Optional (B2B) Text

Email Required Format check

Mobile Required 10 digits

Shipping / Billing Address Required Text + Pincode lookup

GST Number Shown if B2B GST API verification

Business Type B2B / B2C Required

Notes Optional Free text

✅ GST auto-fetch for legal name & state

Quote Generation & Submission

Customer reviews items → clicks “Generate My Quote”

System creates formal Plyneer-branded quotation (PDF + link)

Auto-emails / WhatsApps to customer and sales rep

Automatically creates : CRM Contact & Account record (B2B if GST valid) + Quotation in Books

Reminder if inactive >

24 hrs

Backend Integration

Module Function

Zoho CRM Lead + quote tracking

Zoho Books Quotation & pricing logic

Zoho Inventory Stock sync

Zoho Creator Front-end portal UI

Zoho Flow Automations / alerts

GST API GSTIN verification

WhatsApp API (Interakt) Quote sharing & follow-up

Expected Outputs

Interactive multi-quote PDF & portal

B2B checkout with GST capture

Stock-linked pricing & alternates

Auto Sales Order creation on approval

Analytics for quote-to-order conversion

3. Technical & Functional Deliverables

Area Deliverable

Data Migration Complete Tally → Zoho Books migration

Automation Deluge / Flow scripts for cash, vendor, expenses, quotes

Custom UI Amazon-style quote portal (Zoho Creator)

Integration CRM ↔ Books ↔ Inventory ↔ Creator

Testing & Training UAT + documentation

Support Post-launch warranty & AMC options

4. Partner Proposal Should Include

Technical approach & timeline

Module-wise development scope and cost

Support and AMC structure

Case studies / experience with Zoho custom solutions

5. Contact

Company : Plyneer Industries Pvt. Ltd.

Contact Person :

Location : Bengaluru, India

Email :