RFP – Zoho Books + Zoho CRM + AI Integration Project Company: Defence Electronics 1. Project Overview Defence Electronics is inviting qualified development agencies to submit proposals for building an integrated automation system connecting Zoho Books, Zoho CRM, and AI for invoicing, billing, and real-time scheme/claim processing. This RFP is intended only for gathering commercial quotes and high-level technical approach. Detailed system access will be shared with the selected vendor after NDA. 2. Project Objectives - Automate invoicing processes in Zoho Books, including automatic customer creation. - Automate purchase/bill entries in Zoho Books. - Use AI to read scheme letters (PDF/Image/Text) and calculate real-time achievement and claim values. - Provide dashboards and alerts for multiple active schemes. 3. High-Level Scope of Work A. Invoicing Automation (Zoho Books) - Auto-create customers and generate invoices with correct items, taxes, prices, and due dates. - Sync invoice status between Zoho Books and Zoho CRM. B. Billing Automation (Purchases) - Auto-create vendor bills with accurate vendor, item, tax, and date mapping. - Maintain item/SKU mapping between sales and purchases. C. AI Scheme & Claim Automation - AI to ingest scheme letters (PDF/Image/Text) and extract structured fields: brand, product/category, period, targets, payout rules, eligibility conditions. - Real-time claim calculation engine reading data from Zoho Books. - Handle multiple active schemes and provide consolidated reporting. 4. Technical Requirements - Integration with Zoho Books API & Zoho CRM API. - Real-time sync using webhooks or equivalent. - AI/LLM integration (OpenAI or equivalent). - Dashboard for schemes, achievements, shortfalls, payouts. - Logging, retries, secure credential handling (shared post-NDA). 5. Key Deliverables 1. Automated invoicing module. 2. Automated purchase billing module. 3. AI-powered scheme extraction engine. 4. Real-time claim calculation engine integrated with Zoho Books. 5. Dashboard for active schemes and payouts. 6. Notification/alert setup. 7. Technical documentation and deployment guide. 8. UAT support + 30-day post-launch support. 6. Proposal Submission Requirements Please submit your proposal directly on the Freelancer platform. Your proposal should include: - Company profile - Relevant experience - High-level technical approach - Estimated timeline - Commercial quote - Two references No POC or system access is required at this stage. 7. Evaluation Criteria Proposals will be evaluated on: - Technical capability and approach - Relevant experience (Zoho + AI) - Timeline - Commercial quote Shortlisted vendors may be invited for further discussion within the Freelancer platform. 8. NDA & Confidentiality NDA will be signed with the selected vendor before sharing any sensitive data, API access, or system information.