DREAMSPAN VENTURES CASE STUDY
How Dreamspan Ventures used Zoho CRM to replace scattered Google Sheets with one sales system and stop missing client follow-ups.
Industry: Banquet and Hospitality Furniture Manufacturing
Employees: 26 to 50
Location: Pune, India
Application & Services Used: Zoho CRM and Zoho Campaigns
Implementation Partner: V-Align Technologies, Zoho Premium Partner
OVERVIEW
Dreamspan Ventures ran its entire sales process on separate Google Sheets for leads, deals and projects, with no reminders, no notifications and no single view of a client. Follow-ups and call scheduling depended on people remembering to check the right sheet.
V-Align implemented Zoho CRM as Dreamspan’s central sales system, covering Leads, Contacts, Accounts, Deals and Activities, migrated historical records from spreadsheets, and connected Zoho Campaigns natively for email outreach.
Key takeaways:
- Three separate sets of sheets (leads, deals, projects) consolidated into one Zoho CRM account.
- 300+ lead and client records migrated from spreadsheets.
- Automated follow-up reminders reach the team by email and on the Zoho CRM mobile app, with context from the last conversation.
- Managers prioritise projects and deals from one place, and anyone on the team can find a client’s details through global search.
- Rollout, training and go-live completed with no major hurdles and no third-party integrations required.
EXECUTIVE SUMMARY
Dreamspan Ventures Private Limited is a Pune-based manufacturer, wholesaler, exporter and retailer of banquet and hospitality furniture, operating under the tagline “Enriching Hospitality”. The company was incorporated in 2020 by founder and CEO Mr. Dinesh Jain, who has spent over 15 years in the hospitality equipment and furniture supply industry. Dreamspan began as an importer of products from Europe and China, and moved to manufacturing in India as product and shipping costs rose and the Make in India push gathered pace.
Today Dreamspan manufactures a full range of banquet furniture, including banquet chairs and tables, folding and nesting tables, movable banquet stages, stage ladders, trolleys, cocktail and bar tables, and kitchen equipment. It sells under its own brands DZYNNE, STORMO and TERRYTALE, exports up to 20% of its output, and serves leading hotel brands such as Taj, Hyatt, Novotel, Le Meridien, Westin Kolkata, Ramada, Fairfield, Holiday Inn Express, Royal Orchid and Sayaji.
“To make in India and supply to the world furniture and equipment for hotels, homes, and offices.” - Dreamspan Ventures, company mission
Dreamspan sells to hotel chains through relationship-led, project-based deals. A single opportunity involves several contacts (F&B heads, general managers, procurement teams), multiple follow-up calls and revised quotations, with leads coming in through LinkedIn, WhatsApp and references. Before choosing Zoho, the team evaluated several platforms and ran a 14-day trial of Zoho CRM.
“Zoho CRM was quite convenient for us. We took the 14-day trial and it was easy to understand. It was an open customisation platform for us, and that is the reason we chose Zoho CRM.” - Sakshi, Dreamspan Ventures
PROBLEM STATEMENT AND KEY CHALLENGES
Dreamspan’s sales data lived in disconnected Google Sheets. Project sheets, lead sheets and deal sheets were maintained separately, so the same client could appear in several places with no link between them. Sheets also offered no reminders or notifications, which made follow-ups the team’s biggest operational gap.
- Fragmented data: Leads, deals and projects sat in separate sheets, so no one had a single view of a client or project.
- Missed follow-ups: Sheets could not trigger reminders, so calls and quotation follow-ups depended on memory.
- No call scheduling: There was no way to schedule a call or task against a lead and be notified when it was due.
- Slow information retrieval: Finding a client’s details or a project’s status meant searching across multiple files.
- Limited management visibility: Managers could not see at a glance which projects needed priority.
- Heavy manual effort: Every update was typed into sheets by hand, with no automation.
“We started on Google Sheets and handled our follow-ups in columns. We had individual project sheets, lead sheets and deal sheets, all very different. We were looking for a platform where we could put everything together. There was no option for reminders or notifications over the sheets. Follow-ups and call scheduling were a major problem for us.” - Sakshi, Dreamspan Ventures
EVALUATION OF THE PROBLEM
V-Align’s consultants started with discovery sessions with Dreamspan’s leadership and sales team to map how a lead moves from first contact to a closed project. They reviewed the existing Google Sheets column by column to understand what data the team actually tracked and where it broke down. The assessment found three root causes:
- No single record per client: The same hotel chain or contact was tracked in different sheets, so the fix had to be a connected data model (Lead, Contact, Account, Deal) rather than one bigger sheet.
- No activity engine: Follow-ups failed because nothing prompted the team. The solution needed tasks, calls and reminders tied to each lead and deal stage.
- Hospitality-specific segmentation: Dreamspan sells to specific roles inside hotel chains and regions, so standard CRM fields alone would not give useful filters.
PROPOSED SOLUTION
V-Align recommended Zoho CRM as Dreamspan’s central sales platform, with Zoho Campaigns connected through the native CRM sync for email outreach. Each challenge was mapped to a specific Zoho CRM capability:
- Fragmented data: Connected Leads, Contacts, Accounts and Deals modules, with historical sheet data migrated in.
- Missed follow-ups: Workflow rules that auto-create follow-up tasks on lead stage changes or inactivity, with email and mobile notifications.
- No call scheduling: Calls, tasks and meetings scheduled against each lead and deal, visible in a shared calendar.
- Generic segmentation: Custom fields for Hotel Chain, Region and Contact Type (F&B Head, GM, Procurement), plus source tagging for LinkedIn, WhatsApp and Reference.
- Slow retrieval: Global search, custom list views and filters by customer type, property and role.
- Limited management visibility: Deal pipeline by stage, Kanban views and role-based dashboards.
- Manual lead allocation: Manual or region-based lead assignment rules.
- Email outreach: Native Zoho CRM and Zoho Campaigns sync to send segmented catalogue and offer emails.
Zoho CRM fit Dreamspan because its customisation options let V-Align model a hospitality B2B sales process without custom development, and the Zoho CRM mobile app puts reminders in front of sales staff who spend much of their day on calls with clients.
IMPLEMENTATION
- Discovery and design: Mapped Dreamspan’s sales stages, roles and sheet columns to Zoho CRM modules, fields and layouts.
- Configuration: Set up the Leads, Contacts, Accounts and Deals modules with custom fields, source tagging, custom views, lead assignment rules, follow-up workflows, deal pipeline stages, Kanban views, reports and dashboards.
- Data migration: Cleaned and mapped historical data from Google Sheets and Excel, and imported 300+ lead and client records into Zoho CRM.
- Integration: Connected Zoho CRM with Zoho Campaigns through the native sync, so tagged CRM contacts can be segmented for email campaigns. No third-party integrations were required.
- Training and go-live: Trained the sales team and managers on daily use, including the Zoho CRM mobile app, and moved the team off sheets.
Hurdles and mitigation: The team reported no significant challenges during rollout, training or go-live. Questions were resolved quickly through direct access to V-Align’s consultant, Aman Gupta.
“Whenever we faced challenges, Aman was there to clear it out. I used to keep calling him, and every time he attended the call and helped us out of every problem.” - Sakshi, Dreamspan Ventures
RESULTS
- One connected sales system: Leads, contacts, deals and project details that were spread across separate sheets now sit in one Zoho CRM account used by 8 team members, with more users planned.
- Consistent follow-ups: Automated reminders arrive by email and on the Zoho CRM mobile app, carrying the title of the last conversation so sales staff know what to discuss before they call.
- Faster access to client details: Global search returns every record in one place, so the team no longer keeps separate records or notebooks.
- Better project prioritisation: Managers see deals, activities and scheduled calls together and decide which project needs attention first.
- 300+ records migrated from spreadsheets into Zoho CRM.
“CRM gives us a notification on mail and also on the Zoho app on my iPhone, along with the title of the conversation we had in the last call, which helps us understand what we have to speak about. That is the most important and beneficial thing for us in leads.” - Sakshi, Dreamspan Ventures
“It has saved our managers’ time to understand which project they have to prioritise first. We don’t have to maintain any book. It’s very easy for my team to get any person’s details.” - Sakshi, Dreamspan Ventures
ABOUT V-ALIGN TECHNOLOGIES
V-Align Technologies Private Limited | Zoho Premium Partner
With 16 years of Zoho expertise, 1,500 projects completed and 500+ clients across 26 countries, V-Align helps growing businesses replace spreadsheets and disconnected tools with Zoho applications built around how they actually sell.
Email: transformsales@v-align.in
Phone: +91 7337696002 / +91 7353769605
Web: www.v-align.in
Still running sales on spreadsheets? Talk to V-Align about a Zoho CRM implementation and get a single view of every lead, deal and follow-up.
