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Client
A client offering outbound calling optimization and compliance solutions wanted to optimize their flagship product, Number Sentry, by integrating it with Zoho CRM to fully automate phone number procurement and enable Sales Teams to manage workflows directly within Zoho.
Problem Statement
Number Sentry already optimized outbound calling operations, but the number procurement workflow was still fragmented across multiple platforms. The client needed a single, fully automated solution within Zoho CRM—one that could handle the entire workflow, validate number availability, prioritize area codes based on call activity and population density, recommend the best numbers, and scale to support large data volumes and high API traffic.
Result
Biz4Solutions built a robust Orchestrator that continuously connects Zoho CRM, the Number Sentry portal, and third-party carrier APIs. Orders can now be placed in two ways:
- Directly by the Sales Team from Zoho CRM
- By end-users from the Number Sentry portal, with orders flowing into Zoho as Sales Orders
The orchestrator automates the entire number procurement process—searching, reserving, validating availability, provisioning, billing, and assigning—without any manual intervention outside Zoho. Sales Teams can work entirely within Zoho CRM, while end-users have the flexibility to initiate orders from the portal.
Overview
The Zoho-integrated Number Sentry Automation orchestrates the entire lifecycle of phone numbers, with the orchestrator acting as the central engine that connects Zoho CRM, Number Sentry Inventory, third-party carrier APIs, and Rev.io for billing.
The orchestrator ensures seamless workflows across all automation stages while continuously syncing updates back to Zoho CRM.
The lifecycle of a number follows a structured journey: AVAILABLE → RESERVED → ALLOCATED → PROVISIONED → ASSIGNED.
Orders triggered from Zoho or the portal initiate number searches through NS Inventory and carrier APIs. Once validated, numbers are purchased, provisioned into NS Switch, billed via Rev.io, and finally assigned—with every status update reflected in Zoho CRM.
Developmental Challenges
Number Search Feature in Automation
- Challenge: Required building logic that validates priority area codes (based on Local Population & Call Traffic Analysis), checks NS Inventory, and, if unavailable, searches through third-party providers. Needed multiple API integrations and complex sequencing.
- Solution: Designed a dynamic logic that validates Zoho input sheets, queries inventory, and cascades searches across carrier APIs. Built a configurable prioritization system that updates the database in real time and auto-triggers new search requests based on responses.
Local Population & Call Traffic Analysis (formerly LPOP Analysis)
- Challenge: Needed to analyze user call patterns, behaviors, and area-code usage to recommend numbers in high call-traffic and densely populated regions. Additionally, some users only needed this analysis but preferred to procure numbers themselves, requiring flexible workflows.
- Solution: Built a system that uses call traffic data, population density, and area code mapping to dynamically recommend the most effective phone numbers. The analysis sheet can be manually sent from the portal to Zoho for order placement, giving users the flexibility to either place orders through Zoho or use the analysis independently.
