How Yashoda IVF Automated 70% of Clinic Operations with Zoho
A growing multi-center fertility provider was running most of its clinic operations by hand. Enquiries arrived from half a dozen sources, invoices were typed from patient records, and no one had a single, live view of what was working across centers. Aaxonix rebuilt the operating layer on Zoho, and today close to 70 percent of day-to-day work runs on automation, freeing the team to spend more time on patient care.
The Problem
Patient demand was healthy, but the systems behind it were not keeping pace. Every extra center added more manual steps, and enquiries and money were leaking through the gaps.
Manual, disconnected work
Most clinic operations ran on manual processes and separate spreadsheets. Coordination across centers took time the team would rather spend with patients.
Enquiries leaking away
Leads came from Facebook, Google Maps, banners and JustDial, captured and tagged inconsistently. Calls that came in after hours were often lost before anyone could follow up.
Hand-built billing, no live view
Invoices were created manually from patient records, one at a time. Leadership had no single, real-time picture of campaign performance, conversion or revenue across centers.
The Solution Stack
Aaxonix started by understanding how the clinics actually run, then built on Zoho One, using only the applications each job needed rather than switching on everything at once.
Lead capture, assignment and follow-up
- Leads from Facebook, Google Maps, banners and JustDial captured and tagged automatically in one pipeline
- Instant, rule-based assignment so every enquiry reaches the right counsellor without delay
- After-hours missed calls converted into CRM leads for prompt follow-up the next business day
- Built on Zoho CRM as the single record for every patient enquiry
Patient billing and receivables
- Invoices generated automatically from patient records, removing manual re-entry
- Zoho Books integrated with CRM so enquiry, treatment and billing sit on one connected record
- GST-ready invoicing kept consistent across every center
Field visit planning, recently added
- Map-based route planning for the on-ground outreach team, rolled out most recently
- Visit scheduling tied back to CRM records so field activity and enquiries stay connected
- Clearer coverage of the catchment around each center
How the Lead Engine Works
Most of the automation lives in the journey from first enquiry to paid invoice. Here is what happens once someone reaches out to a center.
Capture from every channel
Facebook, Google Maps, banners and JustDial feed one CRM pipeline. Every enquiry is tagged by source automatically, so the team knows where each patient came from and marketing can see which channels actually bring people in.
Instant, rule-based assignment
The moment a lead lands, it routes to the right counsellor or center by rule. No manual sorting and no waiting, which means a faster first response for people making a sensitive, time-bound decision.
An after-hours safety net
Calls that come in when a center is closed are turned into CRM leads instead of being lost. The team picks them up first thing the next business day, so no enquiry slips through overnight.
From enquiry to invoice
Because CRM and Books share one record, an enquiry, its treatment and its billing all connect. Invoices generate straight from patient records, and RouteIQ adds map-based planning for the field team’s on-ground visits.
Before vs. After
| Process Area | Before Zoho | After Zoho |
|---|---|---|
| Lead capture | Facebook, Google Maps, banners and JustDial logged by hand, often missed | All four channels auto-captured and tagged in one CRM pipeline |
| Lead assignment | Manual hand-offs, slow first response | Instant, rule-based assignment the moment a lead lands |
| After-hours enquiries | Missed calls lost overnight | Missed calls turned into CRM leads for next-day follow-up |
| Patient invoicing | Invoices typed from records one by one | Invoices generated automatically from patient records |
| CRM and accounts | Enquiry and billing data in separate systems | Zoho CRM and Books share one integrated record |
| Management view | No single view across centers | Real-time dashboards for campaigns, conversion and revenue |
| Field outreach | Ad-hoc visit planning | RouteIQ map-based route planning, recently added |
Implementation Phases
Discovery and mapping
- Walked through how each center actually runs, from first enquiry to billing
- Mapped every lead source and defined a shared pipeline and stage model
- Agreed the numbers leadership wanted to see across centers
CRM and lead automation
- Connected Facebook, Google Maps, banners and JustDial into one capture flow
- Built tagging and instant assignment rules for fast first response
- Set up the missed-call to CRM-lead workflow for after-hours enquiries
Books integration and invoicing
- Integrated Zoho CRM with Zoho Books on a single connected record
- Automated invoice generation from patient records
- Standardised GST-ready billing across every center
Dashboards and RouteIQ
- Built real-time multi-center dashboards for marketing, conversion and revenue
- Rolled out RouteIQ for the field team’s on-ground visit planning
- Handed over one platform the leadership team reviews day to day
Results
The clinics now run on a connected system instead of a stack of manual steps. Enquiries are captured and assigned the moment they arrive, invoices come straight off patient records, and leadership can see campaign performance, conversion and revenue for every center in one place.
The bigger shift is where the team’s time goes. Work that used to be typing, sorting and chasing, logging leads, matching them to counsellors, raising invoices by hand, now happens automatically, so people spend more of the day on patients rather than admin. Because every center works the same way and reports into the same dashboards, opening or scaling a center does not mean rebuilding the process each time. And because CRM and Books share one record, the numbers leadership looks at are consistent, from the first enquiry a campaign generates to the invoice it eventually produces.
One live view across centers
The real-time dashboards pull the whole group into a single screen. Instead of separate reports per center, leadership sees:
- Marketing campaign performance by channel, so spend follows what actually converts
- Lead conversion by center, so strong and weak spots are visible early
- Revenue across the group, updated live rather than compiled at month end
“Since engaging with Aaxonix, nearly 70 percent of our day-to-day operations have been automated, enabling our team to dedicate more time to delivering quality patient care. What distinguishes Aaxonix is their approach: they invested time in understanding our operational challenges before designing customized solutions that directly addressed our needs.”
What This Means for Healthcare Providers
Multi-center clinics rarely lose ground on clinical quality. They lose it in the operating layer: enquiries captured by hand, billing re-typed, and no live view across sites. Connecting lead capture, billing and reporting on one platform recovers that lost time and revenue, and it scales as more centers open.
Frequently Asked Questions
The clinics run on Zoho One but use a focused set of applications: Zoho CRM for lead capture, assignment and follow-up, Zoho Books for patient billing and receivables, and Zoho RouteIQ, added most recently, for the field team’s visit planning. Aaxonix deliberately switched on only the apps each job needed rather than the whole suite at once.
Each channel feeds directly into one Zoho CRM pipeline, where every enquiry is tagged by source and assigned to the right counsellor by rule the moment it arrives. Calls that come in after hours are converted into CRM leads as well, so the team can follow up the next business day instead of losing them.
Because Zoho CRM and Zoho Books share a single connected record, enquiries, treatments and billing all sit in one place. That feeds real-time dashboards showing marketing campaign performance, lead conversion and revenue across every center, so leadership reviews the whole group from one platform rather than stitching together separate reports.
Missed calls that arrive when a center is closed are automatically converted into CRM leads. The team follows up first thing the next business day, so enquiries that used to disappear overnight are now captured and worked. It is a simple safety net that protects demand the clinic has already paid to generate through its marketing.
Invoices generate directly from patient records, so the team no longer types them one by one. Because Zoho CRM and Zoho Books are integrated on one record, the enquiry, the treatment and the invoice all connect, which keeps billing consistent and GST-ready across every center and removes a repetitive manual step from the daily workload.
Yes. The pattern of unified lead capture, automated billing from patient records and a single live dashboard applies to most multi-location healthcare and clinic groups. You can see more of these builds in our case studies, or talk to Aaxonix about your own operations.
