Streamlining B2B Quoting with Zone Books

At TANDEMLOOP, we build technology that simplifies complex business workflows. One of our core products, Zone Books, is designed specifically to solve a persistent problem for B2B companies: inefficient, error-prone quotation processes.

This case study highlights how Gaaia3, an investment and consulting firm operating across India and the UAE, used Zone Books to eliminate manual bottlenecks, improve accuracy, and speed up their engagement cycle with startups.

About the Client

Gaaia3 is a multi-region venture investment and consulting firm focused on scaling early-stage startups. In addition to funding, they provide a broad range of services—market research, business modeling, legal structuring, and operational support—to ensure portfolio success.

With dozens of engagements active each quarter, they needed to issue detailed, professional quotes for each new client relationship. These quotes often served as the foundation for service agreements, investor collaboration, and operational planning. But their existing quoting process was holding them back.

The Challenge: Manual Quoting Was Slowing Growth

Before working with TANDEMLOOP, Gaaia3 relied on static documents, spreadsheets, and email chains to create and send client quotes. While functional in early stages, this manual system became a liability as their operations scaled.

Key issues included:

• Inconsistent Formats: Different teams used different templates, often lacking brand consistency.

• Manual Errors: Pricing and tax details were entered by hand, leading to frequent mistakes—especially when switching between currencies and jurisdictions.

• Version Confusion: Without a centralized system, it was easy to lose track of which quote version had been sent or approved.

• No Pipeline Visibility: Leadership couldn’t view or track quote statuses, making forecasting and follow-up difficult.

For a firm operating in high-stakes, time-sensitive environments, this lack of structure was causing delays and undermining internal coordination.

Our Solution: Zone Books

Zone Books is TANDEMLOOP’s quoting automation platform, purpose-built for B2B companies with complex sales cycles. For Gaaia3, it provided a centralized, intuitive system to create, manage, and track all client quotations.

Key features that made a difference for Gaaia3:

• Custom Quote Templates with predefined service packages and regional tax logic

• Approval Workflows to ensure quotes are reviewed before going out

• Real-Time Status Tracking so teams know exactly when a quote is sent, viewed, or accepted

• Central Repository for all quotes, with filters by status, client, and service type

By replacing their fragmented tools with Zone Books, Gaaia3 gained a consistent, scalable process for all future engagements.

Implementation: Fast, Focused, and Aligned with Business Needs

Our team at TANDEMLOOP worked closely with Gaaia3’s operations and finance leads to configure Zone Books to match their exact workflow. In under two weeks, we:

• Imported their existing pricing models and service catalogs

• Configured multi-currency and multi-region tax logic for India and the UAE

• Created branded templates aligned with Gaaia3’s client communications

• Set up role-based permissions for drafting, reviewing, and finalizing quotes

A single half-day training session was enough to onboard their team, who began sending live quotes through Zone Books within the first week of launch.

Results: Greater Speed, Accuracy, and Visibility

In just one quarter of using Zone Books, Gaaia3 reported significant improvements:

60% Reduction in Quote Preparation Time

The time required to create and approve a quote dropped from hours to under 90 minutes on average.

Elimination of Manual Errors

Automated pricing, tax calculations, and prefilled service packages removed the most common sources of mistakes.

Consistent, Branded Output

All quotes were now aligned with Gaaia3’s branding and legal structure, creating a more professional impression.

Improved Pipeline Oversight

Senior leadership could now see all quotes in progress, monitor deal movement, and prioritize follow-ups with confidence.

Gaaia3 also noted that faster, clearer quoting helped them build trust earlier in the engagement cycle—particularly important when working with founders under pressure and co-investors expecting structure.

Conclusion

For fast-moving firms like Gaaia3, quoting isn’t just an administrative task—it’s a critical first step in every client relationship. With Zone Books, we helped them go from a fragmented, error-prone system to a centralized quoting platform that supports their speed, growth, and operational consistency.

At TANDEMLOOP, we continue to support Gaaia3 and other B2B companies as they scale, ensuring the quoting process never holds back the business.