Avid Brio automates critical business workflows and saves 15+ hours a month with Zoho Flow

About the company

Avid Brio LLP is an India-based ecommerce services agency based in Ahmedabad. Their team of over 25 works with ecommerce businesses on everything from store development to conversion rate optimization.

Automating project creation and setup

Every time a new deal or project was won, the team had to manually create a project in Zoho Projects, set up a Google Drive folder, assign team members, and generate an estimate in Zoho Invoice. With 10–20 projects a month, this was adding up fast.

That's why they connected Bigin, Zoho Projects, Google Drive, and Zoho Invoice using Zoho Flow. Now, the moment a deal is closed in Bigin, Flow automatically creates the project, sets up the Google Drive folder, adds the relevant team members, and generates the estimate.

Automating payment and invoice management

When payments came in through PayPal, the team had to manually verify whether the customer existed in their system, create a client record if needed, and then set up an invoice in Zoho Invoice.

To save time, they built a flow that triggers the moment a PayPal payment is received. It checks whether the customer exists in Zoho Invoice, creates the record if they don't, and generates the invoice automatically.

Streamlining client onboarding

Collecting billing and account details from new clients used to be done manually. The team would gather the information and then separately create client records in Zoho Invoice before they could begin invoicing.

They now send their new clients a Google form to collect their details. When the form is submitted, Zoho Flow moves the response to Google Sheets and creates the client record in Zoho Invoice. This ensures the team is ready to send invoices the moment onboarding is complete.

Connecting client tools with internal project management

Avid Brio's clients work on different task management applications, including Trello, Notion, and Asana, while the agency operates in Zoho Projects. This meant that tasks posted by clients in their preferred tools weren't automatically visible internally, requiring manual monitoring and re-entry.

The team decided to build dedicated flows for each platform. When a client creates a task in Trello, Notion, or Asana, Zoho Flow fetches it, creates the task in Zoho Projects, and assigns the relevant developer automatically. The team no longer needs to log in to multiple platforms to stay on top of client work.

AI-powered image generation and product publishing

Their clients generate a large volume of images, which need to be stored and organized based on certain criteria and follow a specific format. But doing this manually was time consuming and prone to human error.

So they built a flow where the client enters prompts into a Google spreadsheet. A webhook triggers Zoho Flow, which calls the ChatGPT API to generate the image, uploads it to a server, and pastes the URL back into the spreadsheet. The flow supports bulk generation of up to 100 prompts at a time, using delays configured within Zoho Flow to manage pacing.

They're also working to extend this flow so that whenever a client approves an image, Flow will generate product variations, define the product title and description, and push the complete listing directly into Shopify.

Benefits and ROI

Automating these workflows has had a measurable impact across the business:

• Project creation time reduced from over 35 minutes to seconds
• 15+ hours saved every month on project setup alone
• Client onboarding, payment processing, and task management are fully automated
• Team can now handle 30–40 projects a month without adding headcount

Moving forward

The team at Avid Brio is continuously identifying new areas to automate. On their immediate road map is a flow that will convert LinkedIn posts into SEO-ready articles. They're also exploring a flow that will automate employee onboarding by creating an account in Zoho Vault and Zoho Projects when a new team member is added to Google Workspace.

Finally, they're working on more ways to track monthly client invoicing, milestone payment tracking, incentive calculations for teams, and much more, with the endless opportunities Zoho Flow opens up for them.