VXO

VXO runs a work-order operation. Clients submit jobs, vendors execute them in the field, and approved invoices are funded through Resolve, a fintech platform. Before the build, none of that had a system. Clients could not see the status of their open work orders without calling, intake arrived unstructured, and there was a hard commercial constraint on any solution. Vendor pricing and internal margins could never be visible to clients, and client information could never be visible to vendors. Status checks were manual, and keeping the wrong numbers away from the wrong people relied on discipline instead of software.

A Zoho CRM and Zoho Creator environment, proposed in June 2025 and built that year, with the CRM as the master record and two Creator apps facing outward.

The client portal gives each customer a branded login and a read-only Kanban of their deals, fed live from the CRM. The detail view shows only client-safe fields (deal title, site, current stage, and public notes), with every cost and vendor field masked at the permission level. From the same portal, a client submits a new work order through a form that creates the deal in the CRM, links it to their account, drops it into the intake stage, and sends acknowledgment emails to the client and the internal dispatcher. Portal dashboards show each client their own numbers only, such as open versus closed counts, average days to close, and recent activity.

The vendor app is the other half, a mobile-friendly completion form where a vendor sees only their assigned jobs, uploads photos, works a checklist, and submits, which moves the linked deal to its done stage and attaches the artifacts in the CRM.

Around those sat a standardized Zoho Forms library for intake, site surveys, and job approvals, each feeding the CRM directly, a five-role security model (client, vendor, internal ops, finance, admin) with field-level permissions so margin data exists only for the roles that need it, and the Resolve integration, which pushes approved deal invoices to Resolve for funding and returns the funding status to the CRM and the portal, status only, no dollar figures exposed.

Clients check their own work orders instead of calling. New jobs arrive as structured deals in the right stage rather than as messages someone has to re-key. Vendors close out jobs from their phones, with photos and checklists landing on the deal record. And the pricing separation the business depends on became a property of the security model rather than a habit. What a client, a vendor, and a finance user each see is defined by role, down to the field.

Given the same problem now, we would build the portal, the vendor app, and the funding integration as one custom, client-owned system, with the same role separation enforced in the application itself, unlimited client and vendor logins with no per-user licensing, and Resolve connected as a native integration. The Zoho build does the job and enforces the boundaries it was designed for. An owned build would remove the platform licensing from a system whose whole point is giving lots of outside people a login.