AI & Automation Agency
Running 100+ client builds from one pipeline instead of scattered docs
Excenity AI builds AI agents and automations for clients worldwide. We gave their delivery team one Zoho CRM pipeline from first lead to final invoice.
The Challenge
Where Excenity AI Was Stuck
The operational friction that was costing time, data accuracy, and growth before Zoho.
Project status lived in scattered docs and chat
Client build progress was tracked across shared docs and chat threads, making it hard to answer a simple question: what stage is this project actually at?
No link between inbound leads and delivery status
Leads arrived through the website and WhatsApp, but once a project kicked off, there was no connection back to the original lead or sales conversation.
Invoicing and milestones tracked per client, by hand
Each client's payment milestones were tracked individually, creating avoidable delays in invoicing once a build phase was actually complete.
The Approach
How We Got Them There
Our standard discovery-to-launch methodology, applied to Excenity AI's specific workflow.
Delivery Workflow Audit
Mapped the full lead-to-delivery lifecycle across website, WhatsApp, and direct-referral intake channels.
CRM & Projects Configuration
Connected Zoho CRM leads directly to Zoho Projects builds, so every project traces back to its originating conversation.
Billing Automation
Linked project milestones to Zoho Books so invoices generate automatically as delivery phases complete.
Team Rollout
Trained the delivery team on the connected pipeline and retired the scattered-docs tracking process.
The Solution
What We Built
Every lead, build, and invoice now lives in one connected Zoho system, so any team member can answer 'what stage is this client at?' in seconds.
- Website and WhatsApp leads flowing directly into Zoho CRM
- Zoho Projects builds linked back to their originating lead
- Milestone-triggered invoicing through Zoho Books
- Zoho Flow automation connecting sales to delivery handoff
- Single source of truth for project status across the team
- Faster, more consistent client status updates
The Results
The Impact
53%
Faster lead-to-kickoff time
19 hrs/wk
Admin time saved across the team
100%
Of projects linked to their original lead
38%
Faster milestone invoicing
Figures are illustrative estimates based on the engagement scope, not independently audited client financials.
“We used to dig through chat history to answer basic project-status questions. Now it's one click in the CRM.”
— Excenity AI Team
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