— STUDIO ASA - CASE STUDY

One System, Every Project: How Studio ASA Brought Structure to Interior Design Project Management with Zoho

CENTERS OF EXPERTISE

CLIENT

COMPANY SIZE

INDUSTRY

Project Management & Operations

Interior Designing

30+ Employees

Studio ASA

Introduction

Studio AsA is a leading architectural and interior design studio based in Pune, with offices in Mumbai and Bangalore, specializing in workplace design that brings together sustainability, innovation, and functionality. Collaborating with clients across India, the studio delivers office interior solutions that inspire people to work smarter and connect better, earning recognition as one of the best office interior design firms in India, including Best in Region – India by Shaw Contract, 40 Under 40 Outstanding Architect by Design Awards India, Emerging Interior Design Firm by Realty+ AADF, and a spot among the Top 3 Design & Build Firms in India by Commercial Design Awards. With a strong focus on people-centric workspaces that support employee well-being and productivity, Studio AsA manages every project from first enquiry to final handover across its multiple offices.

The Challenge

Studio ASA was running multiple interior design projects at the same time, but everything was being tracked manually across spreadsheets, notebooks, and scattered notes. Enquiries, site visits, design approvals, and BOQ (Bill of Quantities) preparation were each handled in separate places, with no single system connecting them together. Because of this, it was genuinely difficult for the team to know exactly where any one project stood at a given moment — whether a design was still awaiting approval, whether a site visit had been completed, or what the next step actually was. Small but important details were easy to lose track of or simply forget, especially when several projects were moving forward at once.
Leads were often slipping through the cracks simply because enquiries came in from multiple different sources — the website, phone calls, walk-ins, and referrals — and there was no automatic way to bring all of them into one place. Each enquiry had to be manually noted down and followed up on separately, which meant that without a structured system in place, some leads sat unattended for days without anyone realizing it. Follow-up calls and messages weren’t always sent on time, and as a result, genuinely interested potential clients sometimes lost interest or moved on to a competitor before Studio ASA could properly engage with them.
Managing drawing revisions was one of the toughest parts of the process. A design would be submitted, sent for client approval, and often sent back for changes, but there was no clear way to track how many rounds of revision had happened or who was waiting on what. BOQ preparation faced a similar issue, with multiple rounds of negotiation making it easy to lose track of which version was final and whether the client had actually accepted it.
There was no easy way to confirm whether a contract had actually been signed or whether the advance payment had come in. This created confusion about whether a project was truly ready to start, sometimes causing work to begin without proper confirmation, or payments to be followed up late.
Financial tracking was a major weak point. Invoices, payments, and vendor costs were managed separately, making it very difficult to know exactly how much money was coming in, going out, or whether a project was actually profitable. Business owners often couldn’t get a clear, real-time picture of their financial position.
Following up with clients and vendors relied entirely on staff remembering to do it. Without automatic reminders, important follow-ups were sometimes missed or delayed, which slowed down approvals, payments, and overall project progress.
There was no dashboard to see the bigger picture — how many projects were active, delayed, or completed, and how the business was performing overall. Reports had to be prepared manually, took a lot of time, and were often outdated by the time they were ready, making it hard for leadership to make quick, confident decisions.

Zonextify Pvt Ltd built a connected setup centered on Zoho Projects, which now manages the entire execution lifecycle of every interior design project. Each project is tracked through its status, start and end dates, overdue flags, timeline, and assigned project owner, giving the team a single, structured view of exactly where every job stands, from active to delayed to completed — solving the earlier problem of not knowing where a project stood at any given moment.

The Solution

To stop leads from slipping through the cracks, Zoho CRM now captures every enquiry automatically, regardless of where it comes from, and routes it into a structured follow-up process. Leads move through qualification and discussion of requirements in a clear, trackable sequence, so nothing sits unattended and no potential client is forgotten. This handles roughly 30% of the overall workflow — the early, pre-project stage — before a project formally kicks off.

To fix the confusion around drawing and BOQ revisions, both now follow a clear, trackable cycle instead of scattered email threads. Drawings are submitted, sent for client approval, and revised with a visible record of each round, so the team always knows which version is current and who is waiting on what. BOQ preparation follows the same structured path, with estimates, revisions, and renegotiations tracked until the client formally accepts and the contract is signed.

To remove the uncertainty around contracts and payments, the system now creates an automatic bridge between these milestones and project execution. Once a contract is signed and the advance payment is received, the project moves straight into active execution inside Zoho Projects — so there’s no more guessing about whether a project is genuinely ready to start, and no more delayed follow-ups on pending payments.

To give the team real day-to-day visibility, 40–60% of the overall workflow now lives inside Zoho Projects, where tasks, phases, timelines, and ownership are all tracked in one place. This directly solves the earlier problem of not being able to tell whether a project was on schedule, delayed, or waiting on a dependency.

Zoho Books now handles invoicing, BOQs, vendor management, and vendor BOQs in one connected place. The team gets a clear, accurate picture of each project’s costs and billing without pulling data from several disconnected sources, making it easy to see exactly how much money is coming in, going out, and whether a project is actually profitable. Zoho People and Zoho Payroll keep staff records and payroll organized alongside this, while Zoho WorkDrive stores all project documents and sheets centrally, so drawings, BOQs, and files are accessible without version confusion, and Zoho Mail keeps all related communication connected to the same ecosystem — together removing the reliance on staff memory for follow-ups and reminders.

Zoho Analytics pulls data from across every module to power real-time dashboards and reports, giving leadership a clear view of active projects, delays, financial performance, and overall business health — replacing manually compiled reports that were often outdated by the time they were ready. What was once a fragmented process spread across disconnected tools and manual tracking is now a single connected system, giving the team clear, real-time visibility into every project from first enquiry to final delivery.

What We Implemented

Zoho CRM

Zoho Books

Zoho Payroll

Zoho CRM handles the early, pre-project stage, with lead management as just one small part of it. New enquiries move through structured follow-ups, qualification, and requirement discussion before converting into a project. From there, CRM feeds into site visits and design approvals, acting as the entry point into the larger workflow managed in Zoho Projects.

Invoices, BOQs, and vendor payments are generated and tracked automatically. Vendor BOQs, dues, and financial records stay connected to each project, cutting down on manual errors across billing and procurement.

A custom hiring pipeline manages candidate applications through every interview stage. Candidate screening and status updates move through automated workflows. Offer letters and employment documents are generated automatically for new hires.

Zoho People

Zoho Projects

Zoho Workdrive

Zoho Analytics

A single employee database covers the entire team across projects and departments. Staff records, attendance, and project assignments are managed from one place instead of scattered spreadsheets..

Every interior design project is tracked through its status, start and end dates, overdue flags, timeline, and assigned owner. Tasks and phases move through structured workflows from design to execution, giving the team real-time visibility into where each project actually stands.

Drawings, BOQs, sheets, and project documents are stored centrally and organized by project. The team accesses the latest version of any file without version confusion or scattered folders.

Data from every module feeds into real-time dashboards and reports. Custom dashboards are built specifically for project status, overdue timelines, and financial performance, giving leadership clear visibility without manually preparing anything.

Zoho Mail

All project-related communication runs through a connected mailbox, keeping client and vendor correspondence tied to the same ecosystem as the rest of the system.

Third-Party Integrations

Seamlessly syncing Studio ASA’s lead and client communication channels with Zoho CRM to automate enquiry capture, follow-ups, and outreach across every touchpoint.

Website

Meta Ads is integrated with Zoho CRM, so every enquiry from Facebook and Instagram lead ads flows straight into the system. Leads are captured automatically and assigned to the right team member without manual entry, keeping ad-driven enquiries connected to the same pipeline as every other lead.

The company website is integrated with Zoho CRM, so enquiries submitted through online forms are captured the moment they come in. Lead details flow directly into CRM, ready for follow-up, with no manual copying between the website and the system.

Client Feedback

Thanks to the Zonextify Team for helping us bring structure to our project management and business operations.

Before working with Zonextify, we were struggling to track our interior design projects efficiently, with timelines, approvals, and finances handled across disconnected tools. Now, with everything set up on Zoho Projects and Zoho One, we can easily track project status, manage client enquiries, and handle our finance processes with much greater visibility.

We are still working with the Zonextify Team, and we truly appreciate their continuous support and guidance in helping us improve and streamline our business.

Thank you, Zonextify Team, for all your support!

Studio ASA

Ashish Singh,

Founder of Studio ASA

Contacts

info@zonextify.com
+917340889918

Address: Bestech Business Tower-A 816, Sahibzada Ajit Singh Nagar, Punjab 160066

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