Nalkem, a Saudi Arabia-based company specializing in manpower management, managed its workforce and financial processes using Zoho CRM, Zoho Creator, and Zoho Books. Nalkem required a efficient system to handle employee data, validate government documents, track timesheets, and managed financial processes. Zoho’s comprehensive suite of tools provided an all-in-one solution, integrating key operations into a unified platform. Through this integration, Nalkem enhanced operational efficiency, ensured compliance with government regulations, and simplified financial tracking.

Key Takeaways

• Customized employee validation processes integrated into Zoho CRM.
• Managed handling of timesheets, commissions, and expenses through Zoho Creator.
• Automated financial workflows synced with Zoho Books for accurate reporting.

EXECUTIVE SUMMARY

Company: Nalkem

Location: Saudi Arabia

Products: Industrial support services, including manpower solutions, equipment rentals, and trading services.

About the client

Nalkem Contracting, based in Al Jubail, Saudi Arabia, specialises in providing comprehensive industrial support services, including manpower solutions, equipment rentals, and trading services. With over 30 years of experience, Nalkem has established itself as a trusted partner in the region’s industrial growth.

Customer Quote

“Our manpower operations are complex, and managing compliance was a recurring challenge. With Zoho CRM, Creator, and Books, we achieved a new level of efficiency and accuracy.”

PROBLEM STATEMENT AND KEY CHALLENGES

Nalkem faced several challenges in managing manpower operations:

• Data Management: Manual processes to track employee, client, and supplier information.
• Compliance: Government-mandated document validations for each employee were challenging.
• Workflow Inefficiencies: Non manageable process for tracking employee timesheets, commissions, and expenses.
• Financial Integration: Disconnected financial data led to delays in reporting and accounting.

Challenges:

• Lack of centralised data for employees, clients, and suppliers.
• Compliance requirements added significant administrative workload.
• Timesheets, expenses, and commissions were manually processed, increasing the risk of errors.
• Separate financial systems created inefficiencies in tracking and reconciliation.

EVALUATION OF THE PROBLEM

After evaluating Nalkem’s requirements, our team identified key process gaps:

• Employee onboarding and validation needed automation to meet government regulations.
• Timesheet tracking and financial reporting required efficient integration across modules.
• Custom workflows were necessary to connect employee and supplier data to financial modules.

PROPOSED SOLUTIONS

Zoho CRM

• Additional Modules Added:
• Employees Module: Centralized database for employee information.
• Clients and Suppliers Modules: Connected relevant employee data with their respective clients and suppliers.
• Mobilization Module: Validated government-related documents for employees with specific fields tailored to compliance requirements.

Zoho Creator

• Developed a custom application for:
• Employee timesheets submission, including sales promotions and beneficiary commissions.
• Expense tracking integrated directly into Zoho CRM via a web tab.

Zoho Books

• Integrated timesheet data, commission calculations, and expense tracking from Zoho Creator into Zoho Books for accurate financial management.
• Automated workflows for financial reconciliation and reporting.

IMPLEMENTATION

Key Steps:

• Customisation: Added bespoke modules in Zoho CRM for employees, clients, and suppliers.
• Integration: Connected Zoho Creator applications for timesheets and expense tracking to Zoho CRM.
• Financial Sync: Integrated Zoho Books to ensure seamless data transfer and reporting.
• Training: Provided comprehensive training sessions to ensure smooth adoption by Nalkem’s team.

Challenges Addressed:

• Compliance issues were resolved with automated validations in the Mobilisation Module.
• Customised workflows reduced manual errors in timesheet and expense submissions.

RESULTS

• Improved Compliance: Automated document validation ensured 100% compliance with government regulations.
• Enhanced Efficiency: Timesheet and expense tracking processes were reduced by 40% in terms of administrative time.
• Financial Accuracy: Integration with Zoho Books eliminated errors and provided real-time financial reporting.
• Cost Savings: Reduced manual processes and managed operations led to a 20% reduction in overhead costs.

Final Customer Quote

“Zoho’s customized solutions have transformed how we manage our manpower processes. The integration of CRM, Creator, and Books has been a game-changer.”