Case study · Delhi, IndiaMetalX Resources Private Limited
Website RFQs that arrive in Zoho Books and Inventory
MetalX Resources takes requests for quote through a customer portal on its website. We integrated that portal with Zoho Books and Zoho Inventory, so when a customer raises an RFQ, their details and the items they asked for are synced into Zoho automatically — ready for the team to quote.
The brief
What MetalX needed
For a B2B supplier, the request for quote is where the sale starts. MetalX’s customers raise RFQs through a portal on its website — but a portal that only sends an email leaves someone to retype the customer and every line item into the accounts and stock system before a quote can go out.
Retyping slows the reply and invites mistakes: a company name spelt differently that creates a duplicate customer, or an item keyed in wrong.
The system had to
- RFQ customer details created or matched in Zoho Books
- Requested items synced to Zoho Inventory
- No manual re-entry between the website and Zoho
- One source of truth for customers and items
How it flows
From the first touch to the final number
The customer fills in the RFQ once. Everything after that happens inside Zoho.
- Zoho Books
- Zoho Inventory
- Outside Zoho
- 01
Website customer portal
Customer raises an RFQ
The customer submits a request for quote with their company details and the items they need.
- 02
API integration
Portal sends it to Zoho
The portal passes the RFQ to Zoho through the API as soon as it is submitted.
- 03
Zoho Books
Customer synced
The customer is matched to an existing contact in Zoho Books, or created if they are new.
- 04
Zoho Inventory
Items synced
The requested items are synced to Zoho Inventory, so stock is to hand when the request is reviewed.
- 05
Zoho Books
Team quotes
Sales prices and responds from records already in Zoho, instead of retyping the request.
What we built
App by app, the implementation
What was configured, automated and connected in each part of the system.
Portal integration
- RFQ submissions sent to Zoho through the Zoho APIs
- Runs on submit — no batch uploads or CSV exports
- Built around the portal MetalX already had
Customer sync
- RFQ customer details pushed from the portal
- Existing customers matched, new customers created
- Contact details kept consistent between portal and Books
Item sync
- Requested items synced from each RFQ
- Items matched to the Inventory item list
- Stock visible when the RFQ is reviewed
What changed
What the team runs on now
No retyping
RFQs land in Zoho with the customer and items already filled in.
Quotes start sooner
The team prices from a record that is already there, not from an email.
A clean customer list
Matching on submit keeps duplicate customers out of Zoho Books.
Website and back office in step
What the customer asked for on the portal is exactly what the team sees in Zoho.
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