Leedam Natural Burial, a leading provider of natural burial grounds across multiple sites in the UK, faced significant operational challenges managing their diverse locations through manual, spreadsheet-based systems. Their existing process relied heavily on fragmented data management across multiple registers, TypeForms, and daybooks, making it increasingly difficult to track burial plots, manage customer interactions, and maintain accurate inventory across their growing number of sites.
The business was managing critical sales and inventory data through a complex web of spreadsheets, with separate registers for each burial ground, creating risks in data accuracy and making it challenging to maintain a unified view of their operations. This fragmented approach was particularly problematic when handling multiple site requirements and was limiting their ability to scale efficiently.
Ostratto partnered with Leedam to implement a comprehensive Zoho CRM solution, transforming their burial ground management from a spreadsheet-dependent system to an integrated, automated platform. This digital transformation project focused on unifying their data management while maintaining the specific requirements for each unique burial ground location.
Products Featured
Zoho CRM
A customer relationship management solution that brings sales, inventory, and customer management together in one place.
Professional Services
Designing, implementing and maintaining the solution to meet requirements was all completed in-house by Ostratto.
Ostratto Support
Dedicated helpdesk support ensures users confidence in knowing they are technically supported at all times.
Implementation
The entire approach was then designed around these requirements, plus a few extras that would enhance the solution.
Centrally Managed
Centrally Managed
We transformed Leedam's ten separate site registers into a unified CRM system, creating a single source of truth for all burial ground data. The implementation included setting up custom modules to handle the specific requirements of each location while maintaining standardized data structures.
We developed custom views and filters that allow staff to quickly access site-specific information while maintaining the ability to generate cross-site reports and analytics. This centralization eliminated the need to maintain and update multiple spreadsheets, significantly reducing the risk of data inconsistencies.
Process Automated
Process Automated
The implementation replaced manual data entry with automated workflows throughout the customer journey. We migrated 12 different TypeForms to Zoho Forms, creating seamless integration with the CRM. Each form submission automatically creates or updates relevant records, triggering appropriate notifications and next steps.
The system generates required documentation automatically, from initial quotes to final certificates, pulling accurate data directly from the CRM. This automation extends to the sales process, with structured stages guiding staff through each step while maintaining compliance with burial ground regulations.
Accurate
We implemented a robust data management system that ensures precise tracking of every plot across all locations. The solution includes automated validation checks to prevent double-booking and maintains real-time inventory status.
We created custom fields and workflows to track the various stages of plot allocation, from available to reserved to occupied, with clear audit trails of all changes. The system automatically updates plot status based on sales progression, ensuring that staff always work with current, accurate information. This precision was extended to the creation of certificates and burial notices, eliminating manual data entry errors.
Integration-Ready
The solution was built on Zoho's platform, enabling immediate integration with complementary tools like Zoho Forms and Zoho Writer for document generation.
The system architecture was designed to accommodate growth, whether through adding new burial grounds or implementing additional features. This forward-thinking approach ensures the system can evolve alongside Leedam's business needs.
Result
The implementation of Zoho CRM has fundamentally transformed Leedam's natural burial ground operations, consolidating ten separate registers and twelve different forms into a single, powerful platform.
Manual data entry across multiple spreadsheets has been eliminated, reducing administrative time by 70%, while the automated form-to-CRM workflow has cut data entry errors by 95%. The new system has virtually eliminated plot allocation errors through automated inventory tracking, with all documentation now generated automatically from verified CRM data, ensuring consistency across all burial grounds.
Response times to inquiries have improved, with automated workflows ensuring consistent follow-up, while the streamlined process from initial contact to plot allocation has reduced the average transaction time. The platform has enabled Leedam to handle more inquiries without increasing administrative overhead, and the scalable system can easily accommodate new burial grounds without requiring additional administrative processes. Updates that previously required changes to ten different registers are now made instantly in one central location, with changes immediately reflected across all relevant documentation.
Digital form integration has made it easier for customers to submit information, while automated document generation has accelerated the delivery of certificates and burial notices. Most significantly, the improved efficiency has allowed staff to focus more time on customer care and site development.
The implementation has provided Leedam with a robust foundation for future growth, capable of handling increasing demand while maintaining the highest standards of accuracy and service.
At Ostratto, we're fundamentally customer-success focused. This means instead of designing solutions based on our expectations, we focus on customer requirements and needs to ensure their success. In turn, we find success in shared success as our customers' trusted technical consultancy partner whom they can rely upon.
We solve complex business problems with cutting-edge technology, whilst keeping everything simple for our customers. Be sure to check out other examples of how we have helped businesses make their work, less work.
