Client: Terra Windows & Doors
Industry: Architectural Products & Sustainable Design
Location: Australia
Delivered by: ClubCode Technology – Certified Zoho Premium Partner
About Terra Windows & Doors
Founded by building designer Porus Bharucha, Terra Windows & Doors was born from a passion for creating innovative, design-driven solutions tailored to Australia’s unique climate.
Until recently, Australian architects and eco-designers had limited access to affordable, energy-efficient glazing systems that combined performance with style. However, Terra Windows & Doors changed that.
In fact, By introducing maintenance-free integrated blinds, superior insulation, noise reduction, and larger, view-maximizing openings, Terra’s products empower sustainable architects to design truly carbon-neutral spaces.
Porus’s inspiration struck during an international trade fair, where he first encountered integrated blinds within double-glazed doors. After recognizing their potential for the Australian market, he dedicated Terra to bridging the gap between sustainability, style, and smart design — offering innovative shading and glazing solutions that perform as beautifully as they look.
Business Challenge
As Terra grew, managing customer inquiries, quotes, and invoices became increasingly complex. The team needed a connected system that could handle the entire customer lifecycle—from lead generation through to payment—without manual duplication or disjointed communication.
Key challenges included:
- Leads arriving through multiple sources without centralized tracking.
- Manual quote creation and inconsistent version control.
- A disconnect between the sales team (CRM) and the finance department (invoicing).
- Limited visibility for management on quote approvals and deal progress.
- Delays in customer communication regarding quotes, payments, and status updates.
Terra Windows wanted a streamlined digital ecosystem that aligned with their commitment to innovation—efficient, automated, and customer-centric.
Our Solution
ClubCode Technology designed and implemented an end-to-end automation framework built on Zoho CRM and Zoho Books, connecting every stage of Terra Windows’s sales and finance process.
The goal: to enable a seamless journey from lead to quote to invoice, eliminating manual intervention and ensuring every customer interaction is tracked, personalized, and efficient.
Implementation Overview
The solution was structured around two primary customer pathways, depending on how a new opportunity entered the system:
- Lead → Deal → Quote → Invoice
- Contact → Deal → Quote → Invoice
Both workflows shared identical automation logic to maintain data integrity and operational consistency.
1. Lead to Deal, Quote, and Invoice Process
- Lead Capture:
Users can create leads manually or system captures them automatically through the website integration with Zoho CRM. - Automated Response:
As soon as a lead is created, Zoho sends a personalized thank-you email and assigns a follow-up task to the lead owner. - Qualification & Contact:
Once the sales rep marks the lead as Contacted, the quote creation option becomes available. - Quote Creation & Approval:
A guided pop-up allows the rep to generate a quote with predefined product, pricing, and tax details.
After saving, the lead is converted into a Contact and Deal.
The quote then routes automatically to Porus Bharucha for approval. - Automated Quote Dispatch:
When approved, a follow-up task prompts the rep to send the quote.
The Send Quote button opens a pre-filled email template that auto-attaches the quote PDF and relevant documents directly from Zoho. - Customer Interaction:
Upon sending, the quote status updates to Quote Sent. The customer can either Approve or Reject the quote from the attached document. - Invoice Automation:
If approved, the quote stage automatically changes to Quote Accepted and triggers invoice creation in Zoho Books.
The full quote PDF is attached to the invoice record, maintaining traceability between sales and finance. - Payment & Acknowledgement:
Once payment is received, the system automatically sends a thank-you email to the customer and updates the deal status to Closed – Won.
2. Contact to Deal, Quote, and Invoice Process
For repeat or referral clients, the workflow starts directly from the Contacts module.
A new Deal is created from the contact record, and the same automated process follows—from quote creation through to approval, invoice generation, and customer acknowledgment.
Smart Automation Features
ClubCode Technology also introduced intelligent controls for installment-based billing.
A custom checkbox, “Create Next Invoice”, can trigger automatic generation of subsequent invoices once the first payment is received—allowing staged payments without manual setup.
Results & Benefits
| Metric | Before Implementation | After Zoho Automation |
| Lead follow-up time | 24–48 hours | Under 2 hours (automated task alerts) |
| Quote creation | Manual in Excel | One-click generation in CRM |
| Quote approval tracking | Email threads | Real-time CRM approvals |
| Invoice creation | Manual in Books | Auto-synced from approved quotes |
| Customer communication | Manual emails | Fully automated branded templates |
| Management visibility | Fragmented reports | Centralized CRM-Books dashboard |
Key Outcomes:
- 60% reduction in manual admin tasks.
- 100% synchronization between CRM and finance data.
- Enhanced transparency and accountability across departments.
- Faster sales cycle from inquiry to invoice.
- Improved client experience with automated updates and acknowledgments.
Client Testimonial
Conclusion
By integrating Zoho CRM and Zoho Books, ClubCode Technology transformed Terra Windows & Doors’ sales and finance operations into a fully connected, automated ecosystem.
This alignment of technology with Terra Windows’s design philosophy reflects their core values—innovation, efficiency, and sustainability.
Just as Terra Windows redefines window and door design, their new CRM system now redefines how they manage business performance and customer relationships.
About ClubCode Technology
ClubCode Technology is a Certified Zoho Premium Partner, helping organizations streamline operations, improve decision-making, and automate business workflows with Zoho solutions.
With 14+ years of expertise and over 1000 successful global implementations, we specialize in delivering customized CRM, ERP, and low-code automation platforms.
Ready to transform your workflow with Zoho? Lets connect