Aqoza, based in Kerala, India, is a leading provider of deep-tech gas phase filtration systems for industrial air purification. Known for its state-of-the-art research and manufacturing facilities, the company specialises in innovative solutions for odour control, toxic gas removal, biogas desulfurization, and corrosion control.
Despite its engineering excellence, Aqoza struggled with outdated tools and manual processes that impacted financial accuracy, project coordination, and HR efficiency. By implementing Zoho Projects, Zoho Finance Plus Suite, Zoho Workplace and Zoho People, Aqoza resolved these challenges, achieving easy integration across operations and HR management.
- Key Takeaways:
- Real-time financial visibility and accurate project cost tracking.
- Automated leave management integrated with timesheet entries.
- Enhanced departmental collaboration and reduced manual intervention.
EXECUTIVE SUMMARY
Company: Aqoza Technologies
Location: Cochin Industry: Manufacturing Products:
About the client:
Aqoza is a distinguished provider in the deep-tech gas phase filtration systems, featuring a team of exceptionally skilled engineers and experts with vast experience in air purification. Aqoza faced operational inefficiencies due to outdated accounting software, lack of project management tools, and manual time/leave tracking processes.
Customer Quote:
“Zoho’s integrated tools have been game-changing for our business, simplifying processes and driving better efficiency across all departments.”
PROBLEM STATEMENT AND KEY CHALLENGES
Aqoza faced several critical issues:
Operational and Financial Challenges:
- Outdated Financial Software was insufficient for tracking manufacturing costs and financial performance.
- Lack of visibility into project expenses led to financial inaccuracies.
Project Management Issues:
Coordination among engineers, designers, and accounting staff was not manageable, impacting project timelines.
HR Management Inefficiencies:
- Manual leave tracking and time logging processes caused administrative delays and errors.
- Managing partial-day leave and casual leave requests required significant manual effort.
These challenges disrupted productivity, financial accuracy, and employee satisfaction, necessitating robust digital solutions.
EVALUATION OF THE PROBLEM
Our team conducted a comprehensive assessment to:
- Understand Aqoza’s financial, project, and HR workflows.
- Identify gaps in existing processes and tools.
- Propose well versed solutions that integrated seamlessly into their operations.
Zoho Projects, Zoho Finance plus Suite, and Zoho People were identified as the ideal tools to address these challenges holistically.
PROPOSED SOLUTIONS
Zoho Projects:
- Features: Real-time project tracking, task allocation, Design attachments and interdepartmental collaboration.
- Benefits: Enabled engineers, designers, and accountants to work in sync with zoho finance module such as zoho Expense, Zoho Inventory (Composition and Bundling), Zoho Books for Accounting, improving project completion rates and cost monitoring.
Zoho Finace Plus Suite:
- Features: Improved accounting processes with a minimal amount comparing when we purchase more than 4 products in Zoho Finance related applications at certain feature level and real-time financial visibility.
- Benefits: Provided accurate financial data and resolved discrepancies in manufacturing cost tracking, expense management through projects, payroll management, accounting.
Zoho People:
- Features: Automated leave management integrated with timesheet submissions.
- If an employee logs time for part of the day, the system automatically calculates and creates a casual leave request for the remaining time.
- Full or partial daytime logs are aligned with leave policies seamlessly.
- Benefits: Reduced manual intervention on project based timesheet entry and improved HR efficiency.
Additional Services Provided:
- Custom workflow design and field setup in Zoho Projects, Zoho Finance, and Zoho People.
- Training sessions for employees and dedicated helpline support during the transition.
- Included a new process of improved communication using Zoho Cliq, Workdrive, Meeting and Zoho Mail (Zoho Workplace)
IMPLEMENTATION
The implementation process included:
- Custom Workflow Design: Customised Zoho tools to Aqoza’s manufacturing, financial, and HR processes.
- Integration Setup: Ensuring complete integration between Zoho Projects, Zoho Finance plus, Zoho Workplace and Zoho People for cohesive operations.
- Training and Support: Hands-on training sessions for employees, with ongoing support for queries and troubleshooting.
- The implementation was completed efficiently, with minimal disruption to daily operations.
RESULTS
The adoption of Zoho Projects, Zoho Finance plus, Zoho Workplace and Zoho People delivered transformative results:
Operational Efficiency:
- Improved departmental collaboration reduced project delays.
- Automated processes saved time and minimised errors.
Financial Accuracy:
- Real-time cost tracking enabled better budgeting and financial reporting.
HR Optimization:
- Automated leave management eliminated manual errors and improved processes.
- Employee satisfaction improved due to transparent and accurate time/leave tracking.
Customer Quote:
“Zoho has seamlessly transformed our operations. From project management to accounting and HR, every process is now integrated, efficient, and accurate.”
Conclusion
By implementing Zoho Projects, Zoho Books, and Zoho People, Aqoza overcame operational error, manual inefficiencies, and financial inaccuracies. This comprehensive solution improved project coordination, improved accounting, and automated HR processes, resulting in increased productivity and operational success.