How IMC Streamlined Proforma Request Form (PRF) Process with Zoho Creator
Overview
IMC required a more efficient system to manage their Proforma Request Form (PRF) process, particularly concerning AGF (Advance General Fund) allocation. The previous manual system was error-prone, time-consuming, and lacked real-time tracking. With Zoho Creator, a customized PRF application was developed to automate workflows, improve data accuracy, and integrate seamlessly with Zoho Books. This case study outlines the challenges IMC faced, the solution provided, and the impactful results achieved.
Key Takeaways:
- Streamlined AGF allocation and PRF processing.
- Reduced manual errors and enhanced tracking capabilities.
- Seamless integration with Zoho Books and other Zoho applications.
Executive Summary
IMC specializes in providing consulting services and project management solutions. A core aspect of their operations involved managing financial workflows, including the handling of AGF allocations. Previously, this process was done manually, which led to inefficiencies and errors. By implementing a custom PRF application built on Zoho Creator, IMC was able to automate and streamline this process, ensuring improved accuracy, efficiency, and reporting.
Customer Quote
“Our financial workflows were becoming increasingly complex. With Zoho Creator, we now have a streamlined and integrated process that saves time and minimizes errors.”
Problem Statement and Key Challenges
IMC faced significant challenges with their financial processes, particularly around the PRF management:
- Manual Errors: AGF allocations and PRF processing involved frequent manual adjustments, causing errors and inefficiencies.
- Tracking Complexity: Difficulty tracking project expenses, reconciling funds, and ensuring that allocations were properly monitored.
- Disjointed Systems: Lack of integration between Zoho Books and other internal tools for financial reporting and PRF management.
Problem Statement and Key Challenges
IMC faced significant challenges with their financial processes, particularly around the PRF management:
- Manual Errors: AGF allocations and PRF processing involved frequent manual adjustments, causing errors and inefficiencies.
- Tracking Complexity: Difficulty tracking project expenses, reconciling funds, and ensuring that allocations were properly monitored.
- Disjointed Systems: Lack of integration between Zoho Books and other internal tools for financial reporting and PRF management.
Customer Quote
“We struggled with the accuracy and timeliness of financial reporting, which impacted our ability to manage projects effectively.”
Evaluation of the Problem
Xponential’s Zoho Partner team analyzed IMC’s workflows and identified several pain points in the PRF and AGF management process:
- Manual Processes: The PRF process was manually intensive, leading to delays and errors.
- Lack of Integration: The absence of a seamless connection between Zoho Books and the PRF application led to discrepancies and inefficiencies in reporting.
- Limited Real-Time Tracking: There was no centralized system for monitoring project expenses, allocations, and fund utilization.
The evaluation revealed a pressing need for an automated, integrated solution to optimize the PRF process and ensure financial accuracy.
Proposed Solution
A customized PRF application was built using Zoho Creator, which automated and streamlined the entire process. The solution included:
Automated Workflows:
- AGF allocation and PRF approval processes were automated to reduce manual intervention and improve accuracy.
Real-Time Data Sync:
- Integration with Zoho Books ensured that financial data was always up-to-date and synchronized.
Custom Dashboards:
- Dashboards were created to provide real-time visibility into PRF statuses, project expenses, and available AGF funds.
Exception Reporting:
- Zoho Analytics was leveraged to generate exception reports that helped detect and resolve discrepancies before they escalated.
Why Zoho Creator?
Zoho Creator was selected due to its flexibility in building custom applications, seamless integration capabilities, and ability to automate complex workflows, ensuring a tailored solution for IMC’s needs.
Implementation
Duration: 4 weeks (Development, Testing, and Deployment)
- Workflow Automation: Developed automated workflows to manage PRF approvals and AGF allocations.
- Integration with Zoho Books: Integrated the PRF application with Zoho Books for seamless data synchronization and real-time updates.
- Custom Reporting: Created exception reporting and real-time dashboards to track expenses, allocations, and project financials.
- Legacy Data Migration: Overcame challenges in migrating legacy data by developing custom import scripts to ensure data accuracy during the transition.
Some challenges were faced during the migration of legacy data, but these were mitigated by the development of custom import solutions and data validation processes.
Results
- Accuracy: Reduced manual errors by 85%, significantly improving financial accuracy.
- Efficiency: Saved over 40 hours per month by automating the PRF and AGF allocation process.
- Transparency: Enhanced financial visibility with real-time dashboards, allowing for better decision-making and reporting.
- Better Reporting: Automated exception reports helped IMC proactively address discrepancies and ensure accurate financial management.
Customer Quote:
“Zoho Creator has transformed how we manage our financial workflows. The automation and integration have been game changers for us.”
