Digitizing Heavy Machinery Manufacturing: How Abhyaz Enabled ERP Transformation at VHS Mechatronics
Client: VHS Mechatronics Pvt Ltd
Industry Type: Manufacturing
Problem Statement :
VHS Mechatronics was managing high-value machine enquiries, long production cycles, and complex procurement using spreadsheets, emails, and manual follow-ups. With 20+ production stages and 40+ procurement items per machine, the lack of a unified system led to delayed decisions, low visibility, and frequent production bottlenecks impacting customer timelines.
Solution:
A fully connected Zoho ERP ecosystem using Zoho CRM, Zoho Projects, Zoho Inventory, Zoho WorkDrive, and Zoho Flow to centralize sales, production, procurement, and documentation.
Impact:
40–50% reduction in manual data entry across teams
100% centralized visibility from enquiry to machine delivery
Improved production timeline adherence and procurement coordination
Faster decision-making with real-time dashboards across departments
Overview
The Challenge
As operations expanded, manual systems began limiting growth.
Key challenges include:
Lead and enquiry handling taking days instead of hours
No real-time visibility into which of the 20+ production stages caused delays
Procurement teams manually tracking 40+ components per machine
Design drawings and BOMs scattered across emails and local systems
Sales, production, and procurement operating in silos
Delayed delivery updates impacting customer confidence
These issues resulted in missed orders, slower acknowledgment times, and increased operational workload.
The Turning Point
VHS Mechatronics needed an ERP system that matched real manufacturing workflows without disrupting ongoing projects. Abhyaz conducted detailed process mapping across sales, production, and procurement to identify automation opportunities and eliminate redundant effort.
The objective was simple: create one system that connects enquiries, machines, materials, and timelines.The Solution: Zoho ERP Tailored for Manufacturing
Abhyaz implemented a connected ERP ecosystem within a 3-month implementation window.
Implementation Highlights:
Zoho CRM
Centralized management of 100% of enquiries, deals, and quotations
Migration of historical enquiry data into a structured CRM pipeline
Automated enquiry-to-deal-to-quotation mapping
Sales dashboards showing deal status and production linkage
Reduced lead follow-up time by ~30%
Zoho Projects
Automatic project creation on deal closure, eliminating duplicate entry
Structured tracking across 20+ manufacturing stages per machine
CRM-linked project IDs and drawing references
Improved production progress visibility for management in real time
Zoho Inventory
Centralized tracking of 40+ procurement items per machine
Migration of FY 2025–26 sales, purchase, and stock data
Raw material to finished goods assembly tracking
Automated PO reminders reducing procurement follow-ups by ~35%
Zoho WorkDrive
Single source of truth for all machine drawings and BOMs
Automated folder creation linked to CRM and Projects
Reduced time spent searching for drawings by ~50%
Zoho Flow
Cross-application automation across CRM, Projects, Inventory, and WorkDrive
Reduced manual coordination effort by ~40%
Automated reminders and task triggers for timely execution
The Impact
40–50% reduction in manual effort across sales, production, and procurement
End-to-end traceability from enquiry to machine delivery
Improved production predictability across long-cycle manufacturing
Faster handover between sales and production teams
Centralized access to 100% of machine drawings and documentation
Higher customer confidence through clearer delivery timelines
🌐 Learn more about Abhyaz: https://www.abhyaz.com/about-us-abhyaz
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