How 
Built a Digital Foundation for Growth with Zoho
Built a Digital Foundation for Growth with Zoho The Client
Client Name: Heritage Systems
Location: United States
Industry: Roofing and Sheet Metal Contracting
Business Model:
Heritage Systems operates a dual-model business. Their commercial division serves high-profile clients like Amazon and Whole Foods, while their residential brand, Millstream Construction, serves a massive consumer base. They provide full-scale roofing installations, gutter work, and a dedicated service division for on-site repairs. Their success depends on high-touch professional service and the ability to make customers feel valued while maintaining tight control over labor and material costs.
Executive Summary
Heritage Systems, a multi-divisional roofing and sheet metal contractor based in the Northeastern side of the country (United States), faced significant operational bottlenecks due to a reliance on manual “pen and paper” processes. With no digital visibility into field operations or inventory and a history of unsuccessful software implementations, the company struggled with efficiency. By partnering with Catalyst Connect to implement a comprehensive Zoho One suite—including CRM, Field Service Management (FSM), and a Finance/Inventory system—Heritage Systems achieved total operational transparency. The result was a streamlined “lead-to-ledger” workflow that eliminated manual errors and empowered their team with real-time analytics.
The Problem or Business Need
Heritage Systems was operating in the “digital dark.” Despite their impressive client list, their internal processes were holding them back:
Manual Dependency
Operations were almost entirely manual and paper-based, leaving leadership with no real-time data or insights.
Field Communication Gaps
Without a Field Service Management (FSM) system, field crews often arrived at jobs without clear instructions or historical data.
Inventory & Financial Uncertainty
Materials were difficult to track, and financial reporting was a slow, manual process that led to uncertainty regarding invoicing and overall profitability.
Low Tech-Proficiency
A significant portion of the workforce—particularly in the commercial division—had little experience with digital tools, making adoption a major hurdle.
Past Failures
Previous attempts to implement a CRM had failed due to a lack of expert support, leaving the team skeptical of new technology.
Evaluation of the Problem
To ensure this implementation succeeded, we conducted a deep dive into Heritage Systems’ unique requirements:
Departmental Interviews
Conducted sessions with both residential and commercial teams to identify specific friction points in their daily tasks.
Data Architecture Mapping
Designed a blueprint to migrate data from legacy systems like QuickBooks and ADP into a unified Zoho environment.
Workflow Visualization
Created detailed diagrams to automate the transition from a
“Lead” to an “On-site Inspection” and finally to a “Signed Contract.”
Mockups & Prototypes
Built proof-of-concept reports in Zoho
Analytics
to show leadership exactly how they could track
project-specific P&L.
The Proposed Solution
We implemented a robust tech stack centered around Zoho One, replacing fragmented tools with a single “source of truth”:
The Implementation
The rollout was executed in strategic phases to prioritize high-impact areas while managing the team’s learning curve.
Challenges Faced:
Phase 1 – Foundational Setup
Established the CRM, email deliverability, and basic lead capture forms to start the digitization process.
Data Migration & Cleansing
Cleaned and mapped historical data from source systems to ensure the new Zoho environment was accurate from day one.
Custom Financial Workflows
Built specialized “Bundled Item Loaders” to allow sales reps to generate complex quotes with a single click.
Challenges Overcome
To address the low tech-proficiency of the staff, we provided recorded, “Train the Trainer” sessions and a comprehensive “time capsule” walkthrough of the entire system for future reference.
The Results
The transformation from paper to Zoho has redefined how Heritage Systems operates:
Operational Transparency: Leadership now has a Managerial Dashboard that tracks revenue, pipeline, and project profitability in real-time.
Field Efficiency: Field crews no longer fly blind; they have mobile access to work orders and asset details, reducing site return trips and communication errors.
Financial Accuracy: By automating the sync between CRM, Books, and Inventory, the “manual lift” of financial reporting has been eliminated, ensuring 100% accuracy in tax and invoicing. Scalable Training: The use of Zoho Learn and recorded sessions has made onboarding new employees faster and less stressful for management. Increased Professionalism: The unified customer experience—from the first webform to the final invoice—has significantly enhanced the brand’s perception among high-tier commercial clients.
The transition from our old manual processes to Zoho has been a game-changer. Our field teams are more organized, and the support from the Catalyst team made a complex transition feel manageable. We have a system that can grow with us.
Heritage Systems
Conclusion
We Can Help
Stop managing your business on paper and start leading with data. We can help you transition from a “digital dark” manual system to a high-performance Zoho One ecosystem that provides total visibility into every lead, project, and penny.
If your current systems are holding back your growth or creating operational silos, it’s time for a change. Contact us to discuss how we can shape a similar solution around your ecosystem.
Inspired by
YouDriveTheSuccess success story?
We can customize a similar solution that fits your business needs perfectly. Reach out to us today, and let’s transform your business operations together!
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