Guillaumon builds custom workflows to manage 200+ condominiums across Brazil with Zoho Creator

The company

Founded by a husband-and-wife duo, Guillaumon is a family-run business that specializes in administrative and financial management for over 200 condominiums across Brazil. These communities are run like small businesses, with budgets to manage, staff to pay, and vendors to coordinate, and they rely on Guillaumon to handle all these complex tasks.

When Mariana, the founders’ daughter, joined the company in 2019, she brought with her a vision to modernize and scale operations through technology.

The problem

Despite being highly organized, Guillaumon’s operations were still largely manual. The payment process was entirely paper-based, and invoices were physically delivered by motorcycle couriers, sorted into folders, reviewed manually, and keyed in by hand. With Brazil’s tax laws varying across cities and states, every invoice required careful classification before it could be processed.

The result was inefficiency, a lack of visibility, and mounting pressure on internal teams. Customer support requests also came through email and WhatsApp, creating further disorganization. With no centralized system, errors were hard to detect, and there were no clear performance metrics.

Mariana knew that modernization was essential, but she also understood it couldn’t happen in isolation. She needed an external perspective to help guide their digital transformation. That’s when she was introduced to Renato Rezende, co-founder of Vectis Consultoria, through a mutual friend.

The solution

Together, they started by auditing Guillaumon’s internal workflows and client feedback. One insight stood out clearly: nearly 20% of client issues were related to payment delays or discrepancies. This confirmed their decision to begin the transformation with the purchase and payment process.

Renato and Mariana evaluated over 20 platforms—including Salesforce, Pipedrive, OutSystems, and Pipefy, and ultimately chose Zoho Creator for its affordability, adaptability, and ease of use.

They decided to build the first app internally, starting with a prototype rolled out to just two clients. Over the next few weeks, the team tested and refined the solution; and it was just in time, as the pandemic hit shortly after. With on-site visits no longer possible, they quickly adapted the app for a broader launch. It now connects multiple teams across intake, approval, and accounting into one end-to-end workflow.

Purchase requests and budgeting

Building managers and internal teams now submit purchase requests through a Zoho Creator form, replacing paper and email. The system checks budget availability and routes the request through a predefined approval chain based on department and role.

Quotations and vendor management

Approved requests move into a quotation and vendor evaluation phase. Creator stores vendor history and past pricing, enabling quick comparisons. Once finalized, a purchase order is generated and tracked through delivery and budget reconciliation.

Payment authorization

Bills are uploaded as PDFs or images and automatically routed to the appropriate team based on tax status or vendor type. Sequential approvals are enforced, and all actions are timestamped.

ERP integration

Once approved, payment data is pushed to the ERP via API. This eliminates rework and ensures real-time updates to financial records. Bank processing and reconciliation are now faster and more accurate.

Performance tracking

Creator logs productivity metrics across the process, from turnaround times to team output. Managers can identify bottlenecks, SLA violations, or best practices to improve team efficiency.

Benefits and ROI

The most visible outcome of Guillaumon’s transformation was improved operational efficiency, but the long-term gains went further: greater visibility into performance, fewer errors, and stronger client relationships.

With Zoho Creator, daily billing capacity rose by over 240% per employee. This wasn’t just due to automation; it came from tracking every step, identifying gaps, and standardizing best practices.

Paper use also dropped sharply, with four constantly running printers reduced to one that’s rarely needed. But perhaps the most transformative benefit was the shift in mindset.

Guillaumon now uses metrics to drive decisions—from coaching underperforming team members to holding clients accountable when SLAs aren’t met.

Looking forward

What began as a simple invoice tracking app has evolved into a full digital strategy. Guillaumon now builds custom Zoho Creator apps for clients, tailored to the unique needs of each condominium.

A standout example is a resort-style property that includes a restaurant, gas station, and shuttle service. With no ERP suited for such complexity, Guillaumon used Zoho Creator to deliver a complete solution for utility tracking, transport scheduling, inventory monitoring, and procurement across departments.

Rather than overhaul systems all at once, Guillaumon built and scaled apps iteratively, reducing risk and empowering their team. Today, Zoho Creator is central to their operations and client services, driving custom, scalable, and measurable growth.