Cana Gulf Trading is a diversified business that offers industrial engineering support, equipment rental services, and material supply for the construction and industrial sectors. With over 20 years of experience, the company has been associated with prominent projects for clients such as Saudi Aramco, Sabic, and Maaden. Cana Gulf Trading prides itself on delivering high-quality manpower, equipment, and services to both international and local construction companies.
Key Takeaways:
- Automated, profit-based commission calculations.
- Custom “Commission Persons” module for centralised management.
- Improved transparency, accuracy, and team morale.
- A scalable solution to support business growth.
EXECUTIVE SUMMARY
Company: Cana Gulf Trading
Location: Kingdom of Saudi Arabia
Industry: Construction, Industrial Services, and Equipment Rental
Products: Industrial manpower supply and support, Equipment rental for heavy-duty and construction requirements, Certified project supplies tools and materials.
About the client
Cana Gulf Trading is a dynamic trading firm operating in the Gulf region. With a team of more than 10 salespeople, the company uses a commission-based incentive system tied to profits to drive performance. However, manual processes were limiting efficiency and creating errors.
Client Quote
“We needed a solution to manage our commissions efficiently and accurately. The Zoho Books module designed by Cascade Headway exceeded our expectations, transforming our operations.”
PROBLEM STATEMENT AND KEY CHALLENGES
Cana Gulf Trading incentives its dedicated sales team by offering commissions on each invoice to boost motivation and productivity. However, the company faced significant operational inefficiencies in managing its complex commission system. Such as:
- Complex Commission Distribution: Multiple salespersons were involved in a single invoice, with commissions distributed in varying ratios, up to a maximum of X%.
- Dynamic Profit-Based Calculations: Commissions were calculated based on profits (Sales – Purchase – Landing Cost), which involved difficult manual calculations.
- Inefficient Manual Tracking and Payments: Tracking pending commissions and processing payments (individual and bulk) were time-consuming and leads to errors.
EVALUATION OF THE PROBLEM
Cascade Headway worked closely with Cana Gulf Trading to evaluate their existing sales commission management process. Key gaps identified included:
- High Administrative Workload: Manual tracking and calculations took up considerable time.
- Error-Prone Processes: Frequent discrepancies in commission calculations undermined trust among the sales team.
- Lack of Scalability: The existing approach could not support business growth or increased transaction volume.
PROPOSED SOLUTIONS
Cascade Headway implemented a custom commission management module within Zoho Books to resolve Cana Gulf Trading’s challenges effectively.
Key Features of the Solution:
Automated Commission Distribution:
- Salespersons can be associated with invoices, and commission percentages (up to X%) can be allocated directly during invoice creation.
Profit-Based Commission Calculation:
- The module dynamically calculates commissions based on profits, ensuring real-time accuracy and eliminating manual errors.
Custom Commission Management Module:
- A dedicated “Commission Persons” module was developed to provide an overview of pending and paid commissions.
- The module allowed easy tracking of salesperson-specific data.
Efficient Payment Processing:
- Enabled individual or bulk commission payments directly from the module.
- Once payments were made, corresponding entries were removed, ensuring accurate and up-to-date records.
IMPLEMENTATION
The project was implemented in phases over two weeks, minimising disruption to Cana Gulf’s operations. And the steps taken are:
- Custom Module Development: Tailored Zoho Books to fit Cana Gulf Trading’s unique commission structure.
- Data Migration: Transferred existing commission records to the new module efficiently.
- User Training: Conducted training sessions for the sales and finance teams, ensuring a smooth transition to the new system.
- Testing & Fine-Tuning: Ran extensive tests to ensure accuracy and efficiency before the final deployment.
Customer Quote
“The implementation process was quick and efficient. With this new module, we’ve transformed how we manage commissions. It’s efficient, error-free, and scalable for the future.”
RESULTS
The custom Zoho Books solution delivered transformative results for Cana Gulf Trading:
- Efficiency Boost: Reduced commission calculation and tracking time by over 70%.
- Enhanced Accuracy: Eliminated manual errors, improving trust and transparency among the sales team.
- Improved Sales Team Morale: Timely and accurate commission payments boosted motivation and performance.
- Scalability: The solution is designed to accommodate Cana Gulf Trading’s future growth, ensuring long-term utility.
Final Customer Quote
“This solution has not only solved our immediate challenges but also laid a strong foundation for future growth. The efficiency and accuracy have been game-changers for our business.”