Quick Overview

The organization is a technology-forward diagnostics provider operating multiple facilities and offering a wide range of clinical testing services, and maintained high standards across their operations and depend heavily on efficient communication systems to coordinate patient results, internal workflows, and partner communication.

However, they were dealing with growing uncertainty because their Google Workspace billing was tied to USD. With the exchange rate changing frequently, their monthly costs became unpredictable, making it difficult to budget or plan ahead with confidence. They also didn’t have a local support partner who could step in quickly when technical issues came up. For a diagnostics business that relies heavily on email and file access for patient communication, test results, and daily coordination, this lack of local assistance created unnecessary operational risk.

They needed a communication system that was stable, predictable, and fully supported, something that removed currency fluctuations from their day-to-day operations and ensured they always had help on hand when needed.

What Went Wrong

The problem wasn’t just “Google is expensive.” It was much deeper. They were dealing with:

Unpredictable Costs
Because billing was tied to USD, regular fluctuations in the exchange rate made monthly expenses difficult to forecast. Even small currency shifts had a noticeable impact on their operational budget.

Operational Risk
Without a local partner for support, resolving administrative or technical issues became a slow and stressful process. For a diagnostics provider, where communication is central to patient care and operational coordination, this posed an unnecessary risk.

Lack of Control
The team wanted clearer oversight of their collaboration tools, more responsive support, and a system that wouldn’t force them to adapt to external currency instability.

They needed a platform that provided cost stability, operational continuity, and reliable local support, all without interrupting their day-to-day work.

How We Fixed It

We recommended an immediate move to Zoho Mail and Zoho WorkDrive, tools that offered local billing, lower cost, and reliable support. The migration took place between April 23 and April 30, 2025, and had to be done quickly to avoid downtime.

The process wasn’t straightforward. Some users couldn’t generate app passwords because their accounts were tied to staff who had left the company. Some had delays responding. A few had mailboxes bigger than 30GB, which required add-ons. Extra licenses had to be purchased, and payment was handled in phases to ease the financial strain.

Even with these challenges, the entire migration was completed on time. All emails and files were moved safely, with no data loss and no interruption to daily work.

What Changed After the Migration

The transformation was both immediate and lasting, touching every part of the company’s operations.

Stable, Predictable Costs
Billing in local currency removed the unpredictability they had dealt with previously. Their communication system is now a stable operating expense — no surprises, no fluctuations, no ongoing currency stress.

Zero Downtime, Zero Data Loss
Every email, file, and historical record made it into the new system. Staff continued their work without disruption. For a diagnostics provider, this reliability directly supports patient communication and internal coordination.

More Control and Less Stress
Having a dedicated local partner changed everything. Instead of facing issues alone or waiting for distant support queues, they now have quick, reliable assistance whenever needed. With the systems stabilised, leadership could refocus on operations, service quality, and growth.

Final Thoughts

This migration shows how operational stability can be strengthened with the right technology and the right partner. By moving away from unpredictable billing and limited support, the organisation regained control over a critical part of its infrastructure. The shift to Zoho made their communication system more reliable, more affordable, and more aligned with their long-term plans.

For organisations dealing with similar challenges, especially those operating in fast-moving, high-accuracy environments, choosing a platform that supports stability and growth is an investment that pays off immediately.

If rising subscription costs or currency fluctuations are putting your business at risk, we can help you move to a more stable, locally supported system. Reach out to explore a secure migration to Zoho.