How a Building Services Company Achieved 87% Efficiency and 68% Cost Savings with Zoho Solution

Above the Rest Building Services is a commercial building maintenance and window cleaning company based in Watertown, Massachusetts. Founded in 2005, the company delivers a wide range of services including window cleaning, pressure washing, snow management, gutter cleaning, garage and dryer vent maintenance, and specialty services such as anchor system design and bird abatement.

As the business expanded and service complexity increased, managing daily operations became more challenging. The company needed to coordinate sales activities, schedule jobs, track payments and expenses, and maintain consistent communication with customers—all while ensuring operational efficiency across teams.

Before working with OfficeHub Tech, many of these activities were handled through disconnected systems and manual processes. This resulted in delays, data fragmentation, and limited visibility into overall performance. To address these issues, Above the Rest Building Services partnered with OfficeHub Tech to implement an integrated Zoho ecosystem designed specifically for a field services and professional services environment using Zoho For Professional Services

The outcome was a centralized, automated operational framework that significantly improved efficiency, reduced costs, and enhanced overall business visibility.

Executive Summary

Client: Above the Rest Building Services

Location: Watertown, Massachusetts

Industry: Building Services / Commercial Maintenance

Business Model: Field Services & Professional Services

Zoho Partner: OfficeHub Tech

Zoho Applications Implemented: Zoho CRM, Zoho Books, Zoho Analytics, Zoho Calendar, Zoho SalesIQ

Project Completion: 2025

Above the Rest Building Services operates in a high-volume, schedule-driven environment where delays, missed information, or manual errors directly impact customer satisfaction and profitability. Prior to this project, the company struggled to centralize events, manage financial data efficiently, and automate sales and customer engagement processes.

OfficeHub Tech was engaged to design and deploy a Zoho-based solution that would unify operations, introduce automation, and provide leadership with clear, real-time insights across sales, scheduling, finance, and customer engagement through Custom CRM For Professional Services Provider Companies.

We’re extremely pleased with the Zoho implementation delivered by the team. They truly understood our business needs and transformed the way we operate. The custom setups in Zoho CRM, Books, Analytics, Calendar, and SalesIQ have made our processes faster, clearer, and much more efficient. Their professionalism and attention to detail made the entire experience smooth. We highly recommend their services to any business looking to streamline operations with Zoho.

— Allison Reardon, Founder/Vice President, Above the Rest Building Services

Problem Statement and Key Challenges

Before partnering with OfficeHub Tech, Above the Rest Building Services faced several operational challenges that affected productivity and workflow efficiency.

• Lack of a Unified Operational View: Events, jobs, and internal activities were spread across tools, making it difficult to view schedules and workloads in one place. This often led to confusion and delays.
• Fragmented Financial Management: Payments and expenses were managed through Zoho Books but were not fully integrated with sales and operations, limiting financial visibility and slowing reconciliation.
• Limited CRM Automation: The sales team relied heavily on manual processes due to limited CRM automation. Lead follow-ups, deal tracking, and customer engagement required significant manual effort.
• Inefficient Scheduling: Without a structured scheduling system, coordinating jobs and internal resources was time-consuming and prone to errors.

Together, these challenges reduced productivity and made it difficult to scale operations efficiently.

Evaluation of the Problem

OfficeHub Tech began the engagement with a detailed assessment of Above the Rest Building Services’ end-to-end workflows. This included analyzing how leads were captured, how jobs were scheduled, how payments and expenses were tracked, and how customer interactions were managed.

The evaluation highlighted that the core issue was not the lack of tools, but the lack of integration and automation between them. Data existed, but it was siloed. The solution required a connected Zoho ecosystem where information could flow seamlessly across departments.

Proposed Solution and Zoho Architecture

OfficeHub Tech implemented and customized multiple Zoho applications, integrating them into a unified operational platform.

Zoho CRM – Sales Process Automation

Zoho CRM was customized to streamline the sales pipeline and automate lead and deal management. Automation rules reduced manual follow-ups, improved response times, and ensured consistent tracking of opportunities from inquiry to closure. This approach ensured the CRM functioned as Custom Software for a professional and maintenance company operating company, aligned with real operational workflows rather than generic sales processes.

Zoho Calendar – Centralized Scheduling

Zoho Calendar was integrated with CRM to centralize scheduling and planning. This allowed teams to manage appointments, coordinate internal resources, and avoid scheduling conflicts, improving overall operational coordination.

Zoho Books – Payments and Expense Management

Zoho Books was configured to manage invoicing, payments, and expenses more efficiently. Integration with CRM ensured financial data aligned with sales and service activity, improving accuracy and cash-flow visibility.

Zoho Analytics – Reporting and Business Insights

Zoho Analytics provided leadership with powerful dashboards and reports covering sales performance, financial metrics, and operational trends. This enabled data-driven decision-making and real-time performance monitoring.

Zoho SalesIQ – Customer Engagement

Zoho SalesIQ enhanced customer engagement by enabling better tracking of interactions and inquiries. This improved responsiveness and helped the sales team engage customers more effectively throughout the sales cycle.

Together, these tools established a smooth, automated process flow across the business, significantly boosting productivity and coordination .

Implementation

The implementation was carried out in structured phases to minimize disruption. OfficeHub Tech handled system configuration, integration, and customization, followed by user training and post-deployment support.

The team worked closely with stakeholders to ensure the solution aligned with real operational needs, adjusting workflows based on feedback during rollout.

Results and Business Impact

After implementation, Above the Rest Building Services reported measurable improvements across the organization:

Key Outcomes

• Faster and more organized operations

• Clear visibility into sales and financial performance

• Reduced manual work across departments

• Improved customer engagement and responsiveness

Client Satisfaction

• Communication & Responsiveness: 5/5

• Overall Project Delivery: 5/5

• Likelihood to Recommend: 10/10

Conclusion

This case study demonstrates how a building services and professional maintenance company can significantly improve efficiency and cost control by implementing a fully integrated Zoho ecosystem. By connecting CRM, scheduling, finance, analytics, and customer engagement tools, Above the Rest Building Services transformed its operations into a streamlined, data-driven system.

OfficeHub Tech continues to support service-based and professional services businesses with Zoho implementations designed around real-world operational needs and scalability. As a Top Zoho Consultation Provider Partner in USA, India, UAE, KSA, OfficeHub Tech helps organizations move from fragmented systems to connected, efficient digital operations.

Ready to Strengthen Your Operational Framework?

If your building services or professional services business is struggling with fragmented workflows, limited visibility, or manual processes, OfficeHub Tech can help.

Contact Information

OfficeHub Tech LLC
2480 Cherry Laurel Dr, STE #179
Sanford, FL 32771

Email:  sam@officehubtech.com
Call: (407) 743-4854
Visit Us : www.officehubtech.com

Schedule a free consultation: https://calendly.com/officehubtech