Vinayaga Shutters
The client is a steel-based company with operations spanning purchase orders, sales orders, production, stock management, transfer orders, low stock alerts, estimates, and invoicing. Managing these diverse processes efficiently is critical to the smooth functioning of their business. To ensure efficiency across all these operations, the company has adopted a comprehensive suite of Zoho applications. This allows them to centralize and standardize their workflows while reducing manual effort and errors. Their setup includes Zoho Creator for custom business workflows, Zoho Books for financial management, Zoho Inventory for stock control, Zoho Payroll for employee compensation, Zoho Cliq for internal communication, and Zoho People for employee management.
This integrated approach enables the company to streamline daily operations while maintaining strong visibility and control across all departments.
Client Overview
Our client is a steel-based business specializing in shutters, steel rods, and other metal products, with a catalog of over 500 items and operations across three branches in Tamil Nadu. They use Zoho Creator to manage stock across all branches, along with production, purchase orders, billing, estimates, invoices, and customer and vendor records, including GST details and stock transfers between branches. Financial management is handled through Zoho Books, which is integrated with Zoho Creator to ensure smooth and accurate data flow.
Issues faced by the client
- High Error Rates: Manual calculations for measurements, stock, and employee records increased the likelihood of errors.
- Time-Consuming Processes: Repetitive manual tasks such as updating purchase orders, sales invoices, and attendance consumed significant employee time.
- Limited Visibility: The lack of a centralized system made it difficult to track stock levels, production stages, and employee performance in real time.
- Delayed Decision-Making: Inaccurate or incomplete data led to slower decision-making for procurement, sales, and production planning.
- Scalability Constraints: The existing manual system could not efficiently support business growth or the addition of multiple branches.
Our Solution
1) Modular Design: Separate modules were created for key business processes,2) including stock management, purchase orders, sales, production, and employee management.3) Interconnected Processes: Modules were integrated to ensure a seamless,4) continuous workflow, allowing information to flow automatically across departments.5) Workflow Automation: Automated workflows were implemented across all processes to reduce manual effort, ensure timely actions, and trigger automatic stock reduction after sales or production.6) Real-Time Tracking: Status tracking and follow-ups were implemented to monitor ongoing processes and identify bottlenecks, enabling informed decision-making.7) Template Automation: Templates for estimates, invoices, and communications were created to streamline interactions with customers and vendors, reducing manual effort and errors.8) Integration with External Systems: Using APIs, records were synchronized with Zoho Books for financial accuracy. Attendance was captured through a published form and integrated into the People module.
