One platform, two entities, and a single source of truth for finance.

The company

Founded in 2018, QualiZeal started with a clear bet: quality engineering, done right, could be a business on its own. The company built its practice around an automation-first, GenAI-driven approach to helping enterprises achieve quality at scale—covering everything from quality engineering and digital engineering to advisory, transformation, and emerging technology testing.

Today, QualiZeal operates across North America, Europe, and Asia-Pacific. The team has grown to around 1,300 employees—including over 850 certified quality engineers, with more than 600 Tricentis certifications across the team—serving more than 70 global enterprise clients. The company maintains an impressive NPS of 75, and annual revenue has grown to over $118 million, split across US and India entities that bill in multiple currencies and jurisdictions.

The challenge

For much of its early growth, QualiZeal’s finance operations ran on Excel. Invoices were created manually, revenue was reconciled across spreadsheets, and cross-entity reporting meant stitching together files from different teams. It worked when the company was smaller, but it didn’t hold up as the business scaled.

The India entity had been running on Tally when it was structured as an LLP. After converting to a private limited company, Tally’s limitations—especially its lack of integration with other business systems—became harder to work around. Meanwhile, the US entity was already on Zoho Books, which meant the two halves of the business were operating on entirely separate accounting platforms.

As the sales team grew from 23 to 55 people and client engagements became more complex, the finance team needed a single platform that could handle sales order processing, timesheet-based invoicing, multi-currency billing, and cross-entity reporting—without relying on someone manually moving data between systems.

The solution

QualiZeal brought in Intovex Consulting, an authorized Zoho Partner based in Hyderabad, to set up and configure Zoho Books across the organization. Intovex spent time understanding how QualiZeal’s billing actually worked—across entities, currencies, and teams—before configuring the system to match.

The resulting setup runs on three separate Zoho Books organizations: one for the US entity, one for the India entity, and a third for consolidation. Each entity maintains its own chart of accounts, tax rules, and currency settings, while the consolidation organization gives leadership a unified view of financial data.

From deals to sales orders

When a deal closes in Zoho CRM, the accounting team picks it up and confirms the corresponding sales order in Zoho Books. At that point, a unique project ID (UPID) is auto-generated through a custom function. This UPID becomes the thread that connects everything downstream—tying the sales order in Books to projects in Zoho People and back into the finance workflow.

Before UPIDs, tracking which deal led to which invoice meant digging through spreadsheets and hoping the naming conventions held up. With a system-generated identifier on every sales order, the finance team now has a clean audit trail from deal closure all the way to invoicing.

Timesheet-driven invoicing

Once a UPID exists, a corresponding project is created in Zoho People. Resource owners assign employees to it, and those employees submit monthly timesheets against the project. Approved timesheets flow automatically from Zoho People into Zoho Books through the native integration between the two products.

From there, Zoho Books converts approved timesheets into invoices. This replaced what used to be a tedious, manual process—finance staff would cross-reference spreadsheet-based time logs with billing agreements to piece together each invoice. It was slow, easy to get wrong, and hard to audit.

The invoicing cycle now closes around the 10th of every month. Once invoices are generated, the billed revenue for each UPID is available in Zoho Books for reconciliation and reporting.

Tracking actual revenue against forecasts

Forecasted revenue—based on contract values captured at the deal stage—is always an ideal number. What actually gets billed depends on timesheets, delivery effort, and how the month plays out. To close that gap, QualiZeal built a scheduled automation using Zoho Catalyst that pulls invoice data from Zoho Books every week, aggregates billed amounts by UPID, and updates the corresponding records so leadership can see how actuals stack up against forecasts.

Before this, the finance team had to manually pull invoice totals from Books, match them against CRM records in a spreadsheet, and hope nothing fell through the cracks. The automated approach took that off their plate and kept revenue figures current throughout each billing cycle.

Working toward consolidated financial reporting

With two operating entities generating invoices in Zoho Books, QualiZeal needed a way to bring the numbers together for leadership reviews. The company set up a dedicated consolidation organization in Zoho Books and is currently in the process of connecting both the US and India organizations to Zoho Analytics.

Until now, consolidated reporting has been assembled manually in Excel. The goal is to replace that with a single view of revenue, receivables, and billing performance across geographies—updated automatically rather than compiled by hand. That work is still underway and poised to be completed.

On-site enablement for the accounting team

Intovex ran a one-week, on-site Zoho Books training program for about 10 members of QualiZeal’s accounting team. The sessions covered the day-to-day—sales order processing, invoice creation from timesheets, and reporting. Having the partner on-site made it easier for the team to ask questions in context and move away from old spreadsheet habits without losing momentum.

Benefits and ROI

Moving to Zoho Books across both entities gave QualiZeal something it didn’t have before: a single, structured billing workflow that the entire finance team could rely on.

One platform for both entities

With the US and India operations on the same system, the team no longer has to reconcile numbers between Tally and Books. Each entity handles its own currency, tax, and compliance needs within its dedicated Books organization—but the data lives in one ecosystem.

Every invoice traces back to a deal

The UPID links sales orders, projects, timesheets, and invoices together. If a question comes up about a specific invoice, the finance team can trace it all the way back to the deal that generated it and the employee effort behind it.

Invoicing that doesn’t depend on spreadsheets

Converting approved timesheets directly into invoices replaced the manual cross-referencing that used to slow down billing and introduce errors. The process is faster, and there are fewer things that can go wrong.

Revenue numbers that stay current

Weekly automated syncs between Books and CRM mean leadership no longer waits for the finance team to manually compile and match invoice data against forecasts. The numbers update on their own.

Consistency across teams

Whether it’s the US or India entity, the workflow for sales order creation, timesheet approval, and invoicing is the same. That consistency made onboarding easier and reduced the room for ad hoc workarounds.

Looking forward

Zoho Books is now the financial backbone of QualiZeal’s operations, and the team is continuing to build on it. The most immediate priority is completing the consolidation of US and India financial data into Zoho Analytics—work that is currently in progress and expected to replace the remaining manual Excel-based reporting with automated, cross-entity dashboards. As QualiZeal grows its client base and headcount, the UPID-driven workflow and timesheet-to-invoice pipeline are built to scale without the need to revisit the underlying process.