01 · What we keep seeing
The problems that come up in almost every first call.
01
The search that makes callers wait
Reps type a zip code and wait while the system looks for available vendors or trucks. The caller does not wait with them.
02
Quotes and invoices built by hand
Price, delivery window, tonnage and fees assembled in a document each time, with no standard way to send or track payment.
03
No picture of the vendor network
No ratings, no communication log, no service areas on a map, so quality control is guesswork and disputes are memory contests.
04
Pricing that needs sign-off, with no workflow
Reps who want to propose a special price have nowhere structured to ask, so deals stall or get approved by text message.
05
Dispatch and sales out of step
What sales promised and what dispatch can deliver live in different tools, and the customer finds out the difference on delivery day.
06
A legacy system that will not die
The old platform still holds history and habits, and every migration attempt stalls because the new system cannot do the one thing the old one did.
02 · What gets built
One system, from the first enquiry to the last invoice.
01
Call intake in Zoho CRM
Address, container size and need captured on the call as a lead, with the customer history one click away.
02
Vendor and fleet search by driving distance
A search widget inside the CRM, backed by a routing engine on AWS using OpenStreetMap data, returns the nearest options within 25, 50 and 75 miles by real driving distance and travel time, with prices on screen.
03
Quote builder and approvals
Price, delivery timeline, fees and order notes assembled from the search result. Prices outside policy go through an approval step the manager sees immediately.
04
Invoicing, PDF, email and payment
Invoices generated in Zoho, sent as PDF by email, payment tracked on the order. Rejected sales keep a reason so the numbers stay honest.
05
Vendor management
Ratings and performance per vendor, a message thread per vendor for notes and real-time communication, service areas maintained on the map.
06
Email, SMS and dashboards
Email and SMS sent from the CRM with the record updated automatically, and dashboards for calls, quotes, conversion and vendor performance.
01Customer calladdress and need
Zoho CRMlead, quote, approval, order
Search widget25 / 50 / 75 mile radiusawsRouting APIOSRM · MySQL · AWS
InvoicingPDF, email, paymentThe shape of the PrimeDumpster build: Zoho CRM at the centre, a React search widget inside it, a routing engine beside it on AWS.
04 · The engagement
Search and quoting first, then everything around it.
Phased, the way the PrimeDumpster engagement ran: the vendor or fleet search and the quote builder go live first because that is where the sales are lost, then approvals, invoicing, vendor management and dashboards. Each phase has a written scope and a fixed price, and migration from the legacy system is planned into it rather than left for later.
What is included
✓Written scope and fixed price per phase
✓Zoho CRM set up around the call, not around the software
✓Vendor or fleet search by real driving distance, inside the CRM
✓Quote builder with fees, delivery windows and approvals
✓Invoicing with PDF, email and payment tracking
✓Vendor ratings, message threads and service areas
✓Migration from the legacy platform, history included
“Encloud was a pleasure to work with and worked with me to create solutions that addressed our needs in Zoho. They were creative problem-solvers and were able to advise us on the best way to attack each problem.”
K. Lane
Ennoble Care
“Encloud were great to work with. They delivered our Zoho CRM automation project on time and budget and to a high quality. Recommended.”
T.
Tasmania.com
05 · Questions owners ask
Our vendors and prices change weekly. Does the search keep up?
Vendors, service areas and prices live in the CRM and the search reads them live, so a change made by dispatch is what the next call sees. The map data itself is updated on a schedule we agree.
Why real driving distance instead of a radius on a map?
Because a vendor across a river or a highway can be ten miles away and forty minutes out. The routing engine returns real distance and travel time, which is what your delivery promise depends on.
We are mid-migration from an older system. Is that a problem?
PrimeDumpster was migrating from Dockit while this was built. We plan the data move into the phases, keep the old system readable, and cut over when the new one already does the job.
Can dispatch and sales work in the same system?
Yes, that is the point. The order sales creates is the order dispatch sees, with the vendor, the window and the fees already on it.
What does it cost?
Scope first, then price, per phase. The first call is free and ends with a written plan whether or not you go ahead with us.