Al Mindasah Zoho Books & Inventory Implementation
Introduction
Al Mindasah is a trading and distribution company seeking to enhance operational efficiency by automating its accounting, inventory, and order management systems. The business required a single, integrated solution to streamline lead management, sales, purchasing, and financial reporting while ensuring UAE VAT compliance.
The Challenge
- Before implementation, Al Mindasah faced several operational bottlenecks:
- Disconnected sales and inventory systems
- Manual order processing and invoicing
- Limited visibility into real-time stock and financials
- Repetitive data entry leading to errors
- Incomplete audit trails and compliance tracking
- The company wanted a comprehensive cloud-based system that could automate workflows, minimize manual work, and deliver accurate reports for faster decision-making.
Why Al Mindasah Choose AGN IT Services
AGN IT Services designed and implemented a Zoho Books and Zoho Inventory solution tailored to Al Mindasah’s trading workflow. The system connected all business functions — inventory, purchasing, sales, and finance — under one unified platform.
Our approach focused on:
Process automation for invoices, approvals, and notifications
Real-time integration between Books and Inventory
UAE VAT compliance setup
Role-based dashboards for finance and management
Implementation Strategy by AGN IT Services
1. Inventory Management
- SKU creation and product categorization (Trading Items, Packaging, Accessories)
- Barcode and batch tracking setup
- Multi-warehouse structure with stock adjustments and reorder alerts
- Automated inventory movement linked to invoicing and GRN
2. Sales & Purchase Processes
- End-to-end Sales Order automation integrated with delivery challan and invoicing
- Purchase Order management with GRN automation and vendor bill matching
- Custom templates for SO, DC, and Invoices
- Email notifications for low stock and overdue payments
3. Zoho Books Configuration
- Chart of Accounts as per UAE accounting standards
- Customer and vendor data import with credit limit setup
- Payment terms, reminders, and online payment gateway integration (Stripe, PayTabs)
- VAT configuration in compliance with the Federal Tax Authority
- Banking setup with reconciliation and statement uploads
4. Automation & Workflows
- Automatic invoice generation from sales orders
- Custom approval workflows (e.g., above set AED thresholds)
- Notifications for delivery and payment reminders
5. Reporting & Dashboards
- Profit & Loss, Balance Sheet, Cash Flow, Customer Aging, and Inventory Valuation
- Five custom reports for tracking performance by salesperson
- Visual dashboards for management and finance teams
6. Training & Support
- User Training: 2 hours of live online session plus user guides
- Client Success Program: 10 hours of handholding support post-go-live
- One-month support period for fine-tuning and issue resolution
Implementation Timeline
- Total Duration: 15 business days
Phases: - Requirement gathering and system setup
- Customization and integration
- Testing, revisions, and go-live
Results & Impact
- After implementation, Al Mindasah achieved measurable improvements:
- Centralized operations: Seamless integration between inventory, sales, and finance
- 60% reduction in manual work through automation
- Real-time inventory visibility across warehouses
- Enhanced cash flow tracking and VAT compliance
- Faster decision-making via role-based dashboards
- Professional client communication through branded email templates and auto-reminders
Conclusion
With AGN IT Services’ Zoho Books and Inventory implementation, Al Mindasah transitioned from fragmented manual workflows to a fully automated business management system. The solution improved accuracy, compliance, and team productivity to empowering management with real-time financial control and operational transparency, This project exemplifies AGN’s commitment to delivering custom Zoho solutions that drive efficiency, automation, and growth for businesses across the UAE.
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