Care setup programme

Every client in one record, from enquiry to insurer billing.

Intake, route planning, mobile care documentation and insurer billing come together in one Zoho system, instead of across Excel, paper and separate inboxes.

  • Less paper and Excel work in the office
  • Routes planned in minutes, matched to qualification and availability
  • Complete proof-of-service, insurer billing out on time
Book an intro call Open the Workflow Planner Response time: same day
1:30
Transformations

What we changed for real businesses.

1 / 3
Case study·Europe

Assistance Services

A European assistance & service-operations company rolled out the entire Zoho ecosystem in one go.

Pain
  • Requests, contracts, and invoices lived in disconnected tools and spreadsheets
  • Cases were assigned manually, tickets stalled on the wrong teams
  • Contracts were copy-pasted out of old Word documents
  • Documents scattered across local drives, lost files were a daily reality
Gain
  • Automated case assignment and prioritisation, no more manual triage
  • Dynamically generated contracts and quotes from CRM data in seconds
  • Service-based invoicing with automated reconciliation, accounting runs quietly in the background
  • Operational KPI panel gives leadership a clear morning view
Project Duration ~1 month
Built with
Zoho OneZoho CRMZoho BooksZoho WriterZoho FlowZoho Analytics
Case study·Germany

Field Service

A German field-service provider connects sales, ticketing, dispatch, and billing into one platform.

Pain
  • Travel surcharges were estimated by hand for every address, mistakes were routine
  • Technicians had no visibility on the customer device when they showed up on site
  • Reports were written on paper and typed into the system days later
  • Monthly billing was a marathon of Excel and Word
Gain
  • Address entry → travel zone and surcharge populated on the deal automatically
  • Atera inventory, asset management, and maintenance contracts in one CRM view
  • Voice-to-text report plus customer signature on a single mobile screen on site
  • PandaDoc contract signature auto-triggers Won
Project Duration ~4 months
Built with
Zoho CRMAteraPandaDocMetaZoho DeskZoho Creator
Case study·Germany

Workforce Management

A German property-management and personnel-services provider needed an end-to-end platform from lead to invoice, including a mobile app for field workers.

Pain
  • Field hours captured on paper and retyped into Excel
  • Contracts printed and mailed, contract cycles took weeks
  • No visibility on which employee is working where right now
  • Interim and final invoices had to be reconciled by hand
Gain
  • Mobile app delivers hours and GPS straight into billing
  • Contracts run end-to-end digitally via e-signature
  • Fleet with TÜV, rental period and mileage in one module
  • Dashboards expose personnel allocation and project costs transparently
Project Duration ~3 months
Built with
Zoho CRMZoho CreatorZoho ProjectsZoho BooksZoho WriterZoho Sign
The problem

Full order books, and the day disappears into admin?

Demand for home care is huge, yet many providers are slowed not by the market but by their own back office. The software isn't the problem, it's how it was rolled out.

  • Client data scattered

    Enquiries from hospitals, families and GPs end up in emails, phone notes and folders. Care level, prescriptions and contracts sit separately, nobody has the full picture.

  • Routes and shifts by hand

    Routes, qualifications and availability are juggled in Excel and over WhatsApp. Every sick day triggers a chain of calls and still leaves gaps on the route.

  • Billing drags on

    Proof-of-service, approvals and receipts are hunted down for care and health insurers. That delays payouts and costs real money every billing period.

The solution

A system shaped by the real care day

From enquiry to insurer billing, every client follows the same record. Office and care staff work off the same status, and nothing gets lost between the route and the desk.

A home-care nurse reviewing a care plan on a tablet in a bright living room

Every client instantly in one record

Hospital enquiry, family and medical prescription land directly in a client record. Care level, contacts, contracts and status in one place instead of scattered across folders and inboxes.

Intake formClient recordCare level & prescription
A care nurse gently assisting a smiling elderly person

Route planning without Excel

Routes and shifts are planned straight from the record, matched to qualification, availability and travel time. When someone drops out, the office sees immediately which route needs re-staffing.

Route planningShift scheduleQualification & availability
A care nurse arriving at a home, greeting an elderly client at the door

Documentation and billing in one flow

Care staff document on mobile at the client, proof-of-service is generated automatically. Billing with care and health insurers runs straight from the record instead of hunted-down receipts.

Mobile docsProof-of-serviceInsurer billing
Zoho · configured for care services

Your Zoho apps, tailored to the care process.

No off-the-shelf CRM. We configure each app around your workflow: from enquiry through the route to billing with the insurer.

Zoho CRM Search… + Add
Enquiry2
MC
Mr. Schäfer · North Clinic
€ 2.140
BC
Ms. Brinkmann · Family
€ 1.480
First visit1
MC
Ms. Czerny · Dr. Reul
€ 1.920
In care1
BC
Lorenz couple
€ 2.760
Zoho CRM

CRM · Client pipeline

Every enquiry as a record: basic or medical care, monthly care value, stage and next step.

  • Pipeline by care stages
  • Basic & medical care separated
  • Care level & prescription in view
Zoho Books Search… + New
BillingPayerPeriodAmountStatus
LN-2025-088Care insurer AOKMay 2025€ 12.480 Paid
LN-2025-091Health insurer TKMay 2025€ 8.360 Submitted
PR-2025-042Private · Lorenz fam.May 2025€ 1.280 Open
LN-2025-079Care insurer BarmerApr 2025€ 9.940 Part payment
Zoho Books

Service billing

Proof-of-service and invoices for care insurer, health insurer and private payers in one place.

  • Care & health insurer separated
  • Private share tracked
  • Open items in view
WorkDrive · Sign Search… + Upload
Clients›Lorenz couple›Documents
Care-contract.pdf 06.05 signed
Care-level-notice.pdf 04.05 filed
Medical-prescription.pdf 08.05 awaiting signature
Care-plan.docx — draft
WorkDrive · Sign

Care docs & contracts

Care contracts, notices and prescriptions right at the client, incl. e-signature.

  • Everything filed at the client
  • E-signature for contracts
  • Versions & access
Zoho Projects Search… + Add
Route North · Early shift Mon 06–10
Route South · Medical care Mon 08–12
Route Central · Basic care Mon 11–15
Late shift · Wound care Mon 16–19
Zoho Projects

Route planning

From early shift to late shift: every route scheduled and assigned to a carer.

  • Routes scheduled & assigned
  • Qualification considered
  • Drop-outs visible instantly
Program & workflow

How we roll out Zoho One in your care service

We think our way into your workflow and see ourselves as a long-term development partner. Here are the four phases.

  1. AnalysisWe review your workflow from intake through route planning to insurer billing and find your biggest time sinks.
  2. ConceptWe design your care process in Zoho One and plan the Zoho architecture (business process mapping).
  3. ImplementationSetup, configuration, the automations and migration of your client, care-level and contract data.
  4. SupportTraining for office and care staff, fine-tuning and ongoing support, so the system becomes a fixed part of your everyday work.
AI in practice

Where AI genuinely takes work off the care day.

No gimmicks: concrete points where we build AI into real Zoho care setups, so your office intakes faster, plans cleaner and nothing slips through in billing.

  • Sort and chase enquiries by hand
    Enquiry triage

    Enquiries land pre-sorted in the record

    Hospital enquiries and emails are read automatically, ranked by urgency and care need, and routed to the right inbox. Intake starts pre-sorted instead of from zero.

  • Type out notices and prescriptions
    Document OCR

    Care-level notices read themselves

    Care level, diagnoses and service data are extracted via OCR from notices and medical prescriptions and written into the right fields of the client record, no retyping.

  • Piece handovers together from notes
    Shift handover

    Clean handover between routes

    AI summarises a client's history in a few sentences. The next shift sees the status instantly instead of reading through docs and messages.

Contact

Ready to run every client from one record?

Let's find out in a free Zoho system review where your workflow holds the most potential. Non-binding, concrete and tailored to your business. As an authorised Zoho partner we support you from setup to running operations.

● Free system review · no obligation

Open the Workflow Planner

We use your details only for the call. No spam.

Frequently asked

What you'll want to know before the call.

Is the system suitable for care documentation and data protection?

Client data sits in the record with role-based access: the office sees intake and billing, the carer their route part. On request we run Zoho in the EU data centres, GDPR-compliant. Who sees what is defined together, so each person only opens the part of the record their task requires.

Can carers document on mobile, even without a stable connection?

Yes. Routes, tasks and care documentation are available via app right at the client; entries sync as soon as the connection returns. Proof-of-service is generated from the documentation and is ready for the office to bill immediately.

How long does rolling out Zoho One take?

Depending on scope, typically a few weeks to a few months. After our first meeting we give you a rough estimate, and after the requirements meeting a realistic estimate for your specific business.

What does Zoho One cost?

Zoho One costs €37 per employee per month on an annual plan, or €45 per employee with monthly billing. That includes all 50+ Zoho apps. We show you which option fits your business in the consultation, including a comparison with your current tools if you like.

Do we have to re-enter our existing data?

No. We migrate existing customer, quote and job data into Zoho One as part of the implementation, provided it can be exported from your current system.

Can Zoho One connect to our existing tools?

In most cases yes. Google and Microsoft connect easily for email, calendar and drive, as do many other common applications. Beyond that, almost any system can be integrated individually via the Zoho API.

Does Zoho One suit smaller businesses and mobile teams?

Yes. Zoho One works for sole traders as well as growing teams. Your team accesses records, tasks and documents on the go via the app, even when out of the office.

Where is our data stored?

On request in Zoho's EU data centres, GDPR-compliant. Your data stays within the European legal space, an important point for businesses with sensitive customer and project data.

How much time does the project cost us day-to-day?

As little as possible. Your team is only involved at a few clearly agreed points, such as analysing the workflow, providing information and training, so your day-to-day work keeps running.