How Harmony Medical Group Streamlined Inventory & Financial Operations with Zoho Books and Zoho Inventory
Introduction
Client Overview
Industry: Healthcare & Medical Supplies
Location: Dubai, UAE
Team Size: 25+ staff members across procurement, finance, and operations
Harmony Medical Group is a leading healthcare organization in Dubai, offering a wide range of medical services and managing a steady flow of medical supplies, consumables, and equipment across multiple branches. As the business expanded, managing stock, vendor coordination, and financial operations became increasingly complex.
The Challenge
Before implementing Zoho Inventory and Zoho Books, Harmony Medical Group faced several operational challenges that affected accuracy, efficiency, and visibility across its departments:
Inventory tracking was largely manual, leading to inconsistencies between stock records and actual availability.
The team lacked real-time visibility into stock levels across multiple warehouses.
Vendor management was decentralized, making it difficult to track purchase orders, goods receipts, and bills efficiently.
Stock alerts and reorder levels were not automated, causing occasional shortages of critical medical supplies.
Sales and purchase orders were being handled through spreadsheets and emails, delaying order processing.
Financial reporting and invoicing lacked integration with inventory data, creating gaps in accuracy.
Communication between procurement, finance, and operations was fragmented, resulting in delays and duplicated work.
Why Harmony Medical Group Choose AGN IT Services
Harmony Medical Group partnered with AGN IT Services, a certified Zoho Partner in Dubai, to implement a scalable solution that would integrate inventory and finance, reduce manual work, and provide real-time insights.
The management team sought:
- A cloud-based system for centralized inventory and financial control
- Automation for purchase, sales, and stock management workflows
- Custom templates for invoices, purchase orders, and delivery challans
- Comprehensive dashboards and reports for decision-making
- A platform that could scale with future modules such as Zoho CRM and Zoho Projects
Implementation Strategy by AGN IT Services
AGN IT Services deployed Zoho Books and Zoho Inventory as a unified solution tailored to Harmony Medical Group’s operational needs.
Key Modules Implemented
1. Inventory Management
SKU creation and product categorization (trading, packaging, accessories)
Barcode and batch tracking for medical supplies
Opening stock entry and multi-warehouse setup
Stock alerts and reorder level automation
2. Purchase Management
Vendor creation and purchase order automation
Customized PO templates and approval workflows
Goods Receipt Note (GRN) and vendor bill matching
3. Sales Management
Automated sales order and invoice generation
Integration with delivery challans and customized templates
Stock auto-adjustment upon sales and GRN updates
4. Financial Integration
Full integration with Zoho Books for real-time financial synchronization
Automated invoicing, overdue payment alerts, and approval rules
5. Reports & Dashboards
Creation of five custom accounting and sales reports
Visual dashboards for management to monitor stock, sales, and finances
6. Automation Workflows
Email notifications for low stock and overdue payments
Custom approval workflows for high-value transactions
Notifications for deliveries and payment reminders
7. User Training & Support
2-hour online user training following the “Train-the-Trainer” model
10-hour Client Success Program (CSP) for guided implementation
One month of post–go-live support for issue resolution and optimization
Results & Impact
After the successful implementation of Zoho Books and Zoho Inventory, Harmony Medical Group achieved measurable improvements across operations:
Centralized inventory control with real-time stock tracking across all locations
Reduced manual errors through automated stock, purchase, and invoicing workflows
Faster order processing, improving delivery timelines and accuracy
Automated alerts for low stock and reordering of critical supplies
Enhanced financial oversight with integrated reporting between Inventory and Books
Better vendor coordination and on-time purchase cycles
Improved accountability through user roles and access control
Scalable foundation ready for future modules such as Zoho CRM and Projects
What’s Next
Harmony Medical Group plans to extend its digital transformation by integrating Zoho CRM for patient and vendor relationship management and Zoho Analytics for advanced KPI tracking and performance insights.
The success of this Zoho Books and Inventory implementation has positioned Harmony Medical Group for growth, operational excellence, and better resource utilization.
Conclusion
By partnering with AGN IT Services, Harmony Medical Group transformed its manual, disconnected processes into a streamlined, automated system powered by Zoho. The integration of Zoho Books and Inventory enabled seamless financial tracking, improved vendor and stock management, and provided the scalability needed for future expansion.
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