🤖 Robotics📋 RaaS💼 Financial Lease⚙️ Operational Lease🇺🇸 USA

Four revenue models.
No system.
Two months to fix everything.

A robotics company importing and deploying service robots across Nevada had four simultaneous business models, no connected system and $100,000 in missed lease billing. Here is exactly what we built.

The Situation

No system. No visibility. Revenue leaking every month.

Before

✗

40 robots across demo, sold and leased, nobody knew where any of them were

✗

Monthly lease invoices not raised, $100,000 in missed billing

✗

Distributor commission impossible to calculate in default Zoho

✗

Finance lease principal and interest split done in Excel monthly

✗

Vendor payments approved on WhatsApp and Teams, no audit trail

✗

Deal amounts manually entered, pipeline forecast unreliable

✗

Salesperson KPIs calculated at month end, disputes every cycle

✗

No cash flow visibility, shortfalls found when bills arrived

After

✓

Serial number tracking: location, status, customer, depreciation in one click

✓

Lease invoices raised automatically, AR notified in advance, zero missed billing

✓

Commission engine: tiered, target-based, distributor and salesperson, automatic

✓

Finance lease amortisation automated in Zoho Books, no Excel needed

✓

Custom vendor payment module: request, multi-level approval, auto-post

✓

Quote-to-deal automation, pipeline always based on real quoted value

✓

Live KPI dashboard per salesperson, updated automatically daily

✓

Cash forecasting combining deals, bills, invoices, payroll and expenses

$100K+

Billing recovered from missed invoices

1-click

Real-time robot location and status

Zero

Manual commission calculations

2 months

Full implementation time

Serial Number Analytics

Every robot tracked by serial number across its entire lifecycle

Serial Master Current Status in Zoho Analytics: each robot tracked by serial number, purchase date, vendor, sales status (Sold/Not Sold), lease status (Leased/Not Leased), lease start date, customer and location. One table, complete picture.

Zoho Analytics serial number master tracking report — Serial Master Current Status showing each robot with Serial Number, Category, Purchase Date, Vendor Name, Sales Status, Lease Status, Lease Start Date and Demo Customer columns

CRM and Sale Workflow

From first contact to finance department takeover

Eight deal stages with calibrated probabilities. Every stage triggers automated actions. The sale workflow covers Discovery through to Closed Won, then hands off to Finance for purchase, shipment and invoicing.

Zoho CRM deal pipeline for robotics client — CRM Deals showing Demo/Pilot at 60%, Closed Won at 100%, Discovery at 20% and Proposal at 30% with deal values ranging from $500 to $1,000,000

Sale workflow phases (from documented SOP)

1Deal creation in CRM with Revenue Model, Robot Model, Deal Type

2CRM Quote generated at Proposal stage with SKU, quantity, payment terms

3Internal approval: Sales Operations verifies, Finance approves pricing and margin

4Closed Won triggers: project created, AP/AR notified, KPI updated

5Sales Order in Books, inventory check, serial number selection for shipment

6Shipment from Main Warehouse, invoice created within 24 hours

7Payment collected, advance reconciled, delivery confirmed

Purchase Workflow

Eight-phase purchase process documented and enforced in Zoho

Every robot purchase follows a documented SOP enforced in the system. Serial numbers must be entered at goods receipt. Landed cost must be applied before bill approval. Payment cannot be made until bill is approved.

1. Purchase Request

2. Purchase Order

3. PO Approval

4. Advance Payment

5. Goods Receipt + Serial Nos

6. Landed Cost Allocation

7. Bill Creation + Approval

8. Payment + Remittance

Critical rules enforced in system: All robot purchases must first enter through Main Warehouse even if vendor ships directly to customer. Serial numbers mandatory at goods receipt stage. Landed cost must be applied before vendor bill approval. Vendor payment cannot be posted until bill status is Approved.

Four revenue models.No system.Two months to fix everything.