Aplikasi | Zoho Premium Partner - Blog #Zoho Expense

[Case Study] Innoveam Sdn.Bhd: Advanced Sales & Project Automation

Tue, 08 Sep 2026 16:54:59 +0800

[Case Study] Innoveam Sdn.Bhd: Advanced Sales & Project Automation

Innoveam Sdn.Bhd

Business Case at a Glance

From the get-go, Innoveam understood that there was a need to digitise their back-end processes. Data consolidation involved inter-departmental activities, but their top priority was to get their books in check.

Previously, they opted for whatever was available out there: Google Suite for their calendar, mail, Google Drive, Google Forms, PipeDrive for CRM, and spreadsheets. However, the information and data could not be consolidated, data integrity was an issue, and most importantly, they could not pull a report in real-time.

Innoveam's solution integrates numerous apps, including Zoho CRM Plus, Zoho Projects, Zoho Analytics, Zoho Books, Zoho People, and Zoho Expense. These programmes are integrated to manage sales, finance, and HR. Digitalization improves Innoveam's efficiency.

Company Background

Innoveam is a regional technology solutions provider that uses the latest ICT technologies to process, analyse, simulate, and visualise 3D datasets to provide business and operations improvement solutions for various industries. Their focus is on enterprise, and their experience in providing 3D data solutions within the region places them as a major player in the Industrial Revolution 4.0, specialising in Engineering Design, & Virtual Reality/Augmented Reality content development.

The company was founded in January 2013 by the Managing Director, Zamir Rashid and has about 20 employees in total. Technologies utilised by Innoveam include 3D Simulation (CFD, FEA, Game Engines), Motion Capture, Immersive Virtual Reality, Non-immersive VR/Interactive App, 360 Photo Capture, Augmented Reality Apps, Cloud Computing, Artificial Intelligence, Cross-Platform Virtual Collaboration, and IoT/Smart Sensors.

The main industry they are involved in is the oil and gas industry, where they assist in conducting safety studies and equipment design with clients based locally in Malaysia and internationally, such as in Indonesia and Qatar.

The Challenge

As we are told, they were unable to generate their accounting report on the fly. They can't take traditional or semi-automated accounting with them. Accounting is tied back to orders; they need an easy and convenient way to invoice and receive payment right on the spot—even if that spot is miles from the office. The information that they had was also not in real-time and was handled in silos. As a result, data integrity was compromised, and the timeline for the information audit was questioned.

The problems include the consolidation of information across departments and tracking the number of hours taken to handle projects. Unreliable data is one of the most common hurdles companies face. Often, this is the result of manually inputting data across numerous locations and separate databases, a cumbersome task that results in human error. As for time tracking, they don't have the right tool to track how much time is spent on client work to bill it accordingly and are unable to track how much ROI they have when they invest in a project.

Finding the Solution

For Innoveam, we have implemented multiple applications into one solution. What is the solution? It consists of these applications: Zoho CRM, Zoho Project, Zoho Books, Zoho People, Zoho Expense, and Zoho Analytics. All these apps are integrated into one solution to manage their sales, finance, and HR. Innoveam has been digitalized, which allows them to be more efficient.

Implementations & Results

Zoho CRM was introduced to simplify the sales process, and custom functions were developed to automate the numbering of business transactions according to their respective conventions. Zoho CRM is integrated with Zoho Books to ensure sales transactions like quotations and invoices flow through finance for real-time consolidation and reporting.

Approvals were also put in place to increase data governance. Zoho People and Zoho Expense were configured to digitalize their HR management and claim management. Expenses in particular are integrated into Zoho Books. This has aided the finance team in managing all claims as expenses, resulting in a 10-day reduction in claim cycle time.

Zoho Projects was also integrated into task management and project tracking. With direct integration into Zoho Books, project profitability reports can easily be generated to identify any cost overruns earlier and also provide real-time reporting on each running project.

What our client says about our service?

We are glad about all the existing features and functions. It is user friendly, easy to understand and use, solving basic accounting/finance matters, good tools for a small to medium company.
— Innoveam Team

What apps have been deployed

Zoho CRM Plus

Zoho Projects

Zoho People

Zoho Expense

Zoho Books

Zoho Analytics

Visit the support centre

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[Case Study] AE Aequitas Sdn Bhd: Asset Movement & Management System

Tue, 08 Sep 2026 15:09:43 +0800

[Case Study] AE Aequitas Sdn Bhd: Asset Movement & Management System

AE Aequitas Sdn Bhd

Business Case at a Glance

AE Aequitas Sdn Bhd is a fast-growing safety services and engineering company in Malaysia that specialises in fire protection systems. Their services include maintenance of the fire protection system. For that, we offer Aequitas an efficient fire extinguisher management system powered by Zoho. They have been running things manually, and after a fateful meeting with Aplikasi, they decided to go with Zoho People and Zoho Expense for its 33 employees thus far. With the dedication and help from Aplikasi, the implementation was a success, covering two locations in just over a month.

Company Background

Aequitas is a fire extinguisher service company that has served and still serves reputable MNCs in Malaysia. With the recent advancement in technology and the pressing need to keep up, the company is desperate for a solution that would help. However, cost is a major concern for them, as it is for most SMEs. After a meeting in an unlikely venue—the hospital cafeteria—its CEO, Ridzuan, was awed by the depth of what Zoho People and Expenses had to offer at such an affordable price and decided to get on board right away.

AE Aequitas Sdn Bhd evolved from another company and is now primarily focused on providing fire extinguisher services throughout Malaysia. The company has three operations centres covering different parts of Malaysia. Currently, it has 33 dedicated employees, most of whom are on the field. Ridzuan, the CEO of the company, is the one who’s responsible for the start of the company’s digital transformation journey. With a lot more challenges coming their way, Ridzuan and his dedicated team aspire to fully transform their business with other Zoho apps as well.

The Challenge

Prior to their engagement with Aplikasi, all their jobs namely work monitoring, claim processing, attendance, and collaboration—were done manually. Because the operations team's jobs require a lot of traveling, there are a lot of claims. The whole process of applying for claims and approving them took the company two weeks per month to settle them. This job involves the finance department, the clerk, and also the HR department, and the 2-week cycle is killing their productivity.

The next phase involved heavily configuring and customising Zoho CRM to be a Fire Extinguisher Servicing System. Previously, as with their HR processes, everything was done manually, and there was no centralised database for all their assets. Technicians have their own logbooks for deliveries and pick-ups, and as the process is analogue, there is no transparency as well. Tanks' whereabouts cannot be traced should they be lost, and this is a major problem.

Finding the Solution

Ridzuan (Aequitas CEO) never knew about Zoho before he met us. All he knew then was that he needs to find a solution fast, but he needs to find the one he can pay for. He told this to his friend, who happens to be a mutual friend of Aplikasi’s founder, Azlan. In just two days, the meeting was set. Upon explanation and a short demo by Aplikasi, Ridzuan decided that every problem his company was having could be solved by Zoho People and Zoho Expense. On top of that, the price tag is exactly what he is looking for.

Aplikasi is a consultant partner for Aequitas, promising a smooth-sailing implementation of Zoho People and Zoho Expense. Aequitas does not have any IT-savvy personnel or change management professionals, so that’s where Aplikasi comes in. With years of experience in handling change management projects and SAP implementation and consultation, Aplikasi is convinced that they are able to help Aequitas end-to-end. Aplikasi also helped in redefining and restructuring Aequitas business processes that would otherwise be inefficient and time-consuming.

Implementations & Results

The whole implementation process which includes requirement gathering, customization and settings, review, fixes, training, and user acceptance test (UAT) only took a month to complete. The company notices an immediate improvement in their business processes after going live. In their claims process for example, it took them 2 weeks per month to settle everything; from claim applications to verification, approval, and reimbursement as the operation team’s work is mostly on the go. Hundreds of papers are documented every month to store the receipts and application forms. Three departments: Human Resource, Administration, and Finance would be busy handling the claim process. Zoho Expense immediately eliminates all the paperwork, and what’s most apparent is that it reduces 80% of the whole cycle process from 10 days to just 2 days.

With Zoho Expense, nobody has to be physically in the office to submit and approve the claims, and the capture receipt function in Zoho Expense makes it possible for the receipts to be stored without wasting papers and space. As for their leave management, the same benefit of saving paper can be observed. Now, with the convenience of the Zoho People mobile app, both requesters and approvers can do their jobs on the go. Attendance tracking and remote working monitoring are also possible now, promoting transparency and ensuring resources are being spent appropriately and responsibly.

The Fire Extinguisher Management System proved to be a challenging task indeed, as a lot of customization and configuration needed to be done to the CRM. The implementation focused on transparent and real-time database updates from each technician and each pickup and delivery. Having it integrated with Zoho Forms has made it possible for the technicians on the field to transfer information to the back office for further processing. The implementation also involves scanning devices and barcode printers, which would have the numbers generated from CRM automatically and later be used in asset tracing.

What our client says about our service?

I really hope that with Zoho People and Expense implementation, it can boost our productivity and save us valuable time and effort. With efficiency and transparency, I believe the application can help us to focus on business growth rather than spending most of our time managing small things.
— Mr. Ridzuan, CEO of AE Aequitas Sdn Bhd

What apps have been deployed

Zoho CRM

Zoho Form

Zoho People

Zoho Expense

Visit the support centre

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GoGlobal Business Process Automation

Wed, 19 Aug 2026 15:33:25 +0800

GoGlobal Business Process Automation

How GoGlobal Optimized People and Expense Operations with Zoho

Quick Read

Problem Statement

GoGlobal’s rapid global expansion led to inconsistent workflows, duplicated data, and manual reconciliation between Zoho People and Zoho Expense, slowing approvals and reducing visibility.

Proposed Solution

Aplikasi conducted a full system audit, aligning configurations, standardizing data, and automating approval workflows across both platforms for stronger accuracy and efficiency.

Implementation & Results

Streamlined configurations cut approval time by 50%, improved data consistency, and enhanced global reporting.

GoGlobal now benefits from an ongoing support partnership with Aplikasi for continuous system optimization.

Full Case Study

Business Case at a Glance

GoGlobal GEO Malaysia wanted to understand how they could make better use of their Zoho People and Zoho Expense platforms. To achieve this, they engaged Aplikasi to conduct a system audit that would help identify areas for improvement and uncover ways to manage their people and expense operations more effectively across 64 countries.

Through Aplikasi’s structured assessment and targeted configuration improvements, GoGlobal gained clarity on system gaps, achieved stronger data consistency, and established smoother approval and reporting workflows.

The audit’s success led GoGlobal to formally engage Aplikasi for ongoing support, marking the start of a long-term partnership focused on continuous system optimization and advisory.

What our client says about our service?

The support team at Aplikasi has been nothing short of outstanding. Azlan, Taufiq, and Nurul Asyiqin have consistently provided top-tier assistance, always going the extra mile to address and resolve any concerns we have with Zoho. Their responsiveness, in-depth knowledge, and proactive approach have made working with them an absolute pleasure. They are always patient, thorough, and dedicated to ensuring our needs are met promptly and efficiently. We truly value their unwavering support and expertise, which has played a vital role in enhancing our experience with Zoho.
— GoGlobal GEO Malaysia Sdn Bhd

What apps have been deployed

Zoho People

Zoho Expense

Company Background

GoGlobal GEO Malaysia Sdn Bhd is a leading provider of global employment outsourcing solutions, managing payroll, workforce, and compliance for clients across 64 countries. The company uses Zoho People to manage people operations and Zoho Expense to handle reimbursements, travel, and allowances. As operations expanded, GoGlobal recognized that while their systems worked well, there was potential to use them more efficiently. They wanted a trusted Zoho partner who could review their current setup, identify what could be improved, and recommend practical changes that would strengthen both platforms.

The Challenge

Over time, GoGlobal’s growth created variations in configuration, data structure, and approval workflows across regions. These differences led to inconsistencies and extra manual work in expense processing and reporting.

Key challenges included:

Misalignment between people operations and expense approval hierarchies.
Redundant custom fields and inconsistent data entry.

GoGlobal needed a clear, expert assessment to understand what was working, what wasn’t, and how they could use Zoho more effectively to scale their operations.

Finding the Solution

GoGlobal engaged Aplikasi to perform a comprehensive system audit across Zoho People and Zoho Expense. The goal was to understand current usage patterns, uncover inefficiencies, and recommend realistic, scalable improvements.

Diagnostic Assessment

Aplikasi conducted a detailed review of configuration structures, policies, workflows, and data mapping across both systems to identify where processes could be simplified or better aligned.

Strategic Recommendations

Findings were summarized in a structured Findings & Recommendations Report, highlighting configuration improvements, data governance standards, and opportunities for better process alignment.

Implementation Support

Working closely with GoGlobal’s internal teams, Aplikasi implemented practical configuration updates and standardized workflows to make processes more consistent and efficient.

Transition to Ongoing Support

Following the success of the audit, GoGlobal engaged Aplikasi for continued support, including monitoring, optimization, and advisory services to maintain system performance over time.

Key Improvements Driven by Aplikasi

Zoho People

Standardized departments, designations, and reporting hierarchies to align with expense approvals.
Linked attendance and leave information to reimbursement eligibility for better visibility.
Streamlined employee master data for more accurate synchronization with Zoho Expense.

Zoho Expense

Introduced consistent naming conventions for expense policies and categories.
Consolidated redundant fields for simpler reporting.
Implemented dropdown validation for country and project data to improve accuracy.
Reorganized expense policies for easier navigation and user clarity.

Results and Impact

Area	Before	After
Configuration Consistency	Varied by region	Standardized globally
Expense Data Accuracy	Unstructured and prone to duplication	Cleaner, validated data structure
Approval Efficiency	Delays from manual reviews	Automated flow cutting approval time by 50%
Support Structure	No formal post-implementation support	Dedicated ongoing partnership with Aplikasi

Conclusion

The collaboration between GoGlobal GEO Malaysia and Aplikasi began with a simple goal, to find out how things could be done better.

By performing a full system audit, identifying areas for improvement, and optimizing configurations across Zoho People and Zoho Expense, Aplikasi helped GoGlobal:

Simplify and standardize workflows.
Improve data integrity and visibility.
Establish a long-term support partnership for sustained performance.

Aplikasi continues to support GoGlobal through ongoing system optimization, user assistance, and advisory services—helping the organization scale confidently while maintaining excellence in people and expense management.

Ready to turn your business challenges into success stories? Let’s explore how Aplikasi can simplify and streamline your operations—just like we’ve done for businesses across various industries.

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Paperless Expense Management

Mon, 26 May 2025 14:31:39 +0800

What Happened When Mamee Replaced Spreadsheets with Zoho Expense

Quick Read

Problem Statement

Mamee’s manual claim process was slow and inefficient, involving multiple approval layers and communication gaps. Without a centralized system, employees could exceed their entitlements, and finance had to manually verify claims. The lack of reporting made it hard to track spending trends or identify policy violations across departments.

Proposed Solution

The solution was to fully digitalize Mamee’s claim management using Zoho Expense. This cloud-based platform automates claim submissions, enforces policies, and introduces real-time access and reporting, enabling faster approvals, reduced errors, and data-driven decisions.

Implementation & Results

With Zoho Expense, Mamee streamlined approvals, enforced claim limits, and enabled real-time tracking. Paperless submissions, auto-mileage tracking, and expense categorization improved accuracy and saved time. Advanced reporting gave clearer visibility into spending patterns, boosting overall operational efficiency.

Full Case Study

Business Case at a Glance

The entire workflow of Mamee’s previous claim management was being run manually. This had affected the organization in multiple aspects, including efficiency, convenience and productivity.

What apps have been deployed

Zoho Expense

Company Background

When reminiscing on the most memorable childhood snacks in Malaysia, it is almost impossible for one character not to emerge in your mind - the beloved blue Mamee monster! Since 1971, Mamee Group of Companies has been operating as a prominent Malaysian food manufacturing company. Renowned for its diverse snack products, ranging from Mister Potato chips and Double Decker crackers to instant noodles and even beverages. However, it was only in 1974 when the company introduced its innovative flagship product: Mamee Monster Noodles, dry noodles made to be eaten straight out of the packet. Altogether, these various snacks have burrowed a reputable fondness in the hearts of children and adults alike as a nostalgic staple in Malaysian homes.

After being in the market for 54 years, Mamee has strived to produce “better-for-you” goods using healthier ingredients than its competitors. Mamee's growth is also depicted through their strong commitment to innovation where, at its main Malacca factory, automation have replaced most of the company's manual labour.

With operations originating as a small instant noodle factory in Malacca, it is a stark contrast to see the company's flourishing development today with international ventures across Southeast Asia and South Korea, investment in the US and Singapore and even a partnership with Manchester United. Going strong in its 4th generation as a family business, Mamee’s history has Datuk Pang Chin Hin to thank for founding the company that has brightened childhoods not just in Malaysia but all around the world.

The Challenge

Mamee faced multiple issues directly relating to the capabilities of its claim management system - specifically because the entire process was being done manually. The general process of managing claims requires many steps. Being done with traditional methods meant that claims had to go through multiple stages of communication and levels of authority before finally being approved. From creating the form and spreadsheets to sending emails and managing and submitting the claim, the approval process was certainly not straightforward - and certainly not quick. Because of this, the workflow just to get a claim approved was unstructured, tedious and time-consuming.

Moreover, there was no centralized data system to which information was kept. This meant that no controlled entitlements were set for each employee. Without a proper system in place, employees could take advantage of this issue and submit claims that were higher than their determined entitlement. Thus, it was the responsibility of finance personnel to individually check each claim submitted, further exacerbating the already time-consuming process.

Finally, they previously managed claims by fully relying on spreadsheets thus, it could not provide any sort of claim reporting, such as analytics or insights, that would have clarified the bill allowance for each department. The inability to generate reports puts the company at a disadvantage, as it may struggle to identify trends and patterns in employee claims, whether related to specific expense types like transportation costs or business units such as across Mamee's various branches. Being able to identify such patterns is important as it enables data-driven decisions that may help optimize costs, address inefficiencies and improve the company's overall operational effectiveness.

Finding the Solution

There was one pivotal aspect of Mamee's claim management system that caused many of the company's setbacks, especially in terms of efficiency and productivity - the fact that it was being run manually. Our proposed solution to solve their issues? Digitalization.

Implementation and Results

Our recommendation of choice was to transform their existing system by equipping them with Zoho Expense - a comprehensive software for claim management that addresses all their previous problems!

As a cloud solution, not only will they be able to retrieve their documents on demand, but their approval flow will also become much more structured. After submitting the expenses for the month, the relevant superior will be notified and given the choice to approve the claim with just a click. The task of managing claims suddenly becomes convenient and easy for both the employees and their superiors.

Superiors can immediately approve a claim, whilst an employee can receive an instant notification along with the superior's reasoning if their claim was rejected. Due dates can also be set for the submissions of expenses and the superiors’ approvals, ensuring that expenses are completed within a set timeframe preventing delays in reimbursements. Wherever they are, both parties can access information regarding the matter quickly through the application, either on desktop or mobile.

Additionally, Mamee was now able to customize details, such as defining expense policies and limits to ensure that each employee's entitlement was controlled. This allowed them to choose from their designated expense types whilst removing the cumbersome task of rechecking each claim, which in turn saves time. Through customization, certain fields can be mandated as mandatory, which ensures that all required information is submitted for each claim, reducing the time that would have been wasted from mistakes or incomplete submissions and improving the system's overall efficiency.

With Zoho Expense, Mamee also unlocked various other features to streamline the expense tracking process, which is especially beneficial for their accounting team. By allowing the organization to categorize expenses, it is now easier for them to align with the company’s chart of accounts in their accounting system - further ensuring accuracy in the company’s financial tracking and reporting. Even mileage claims can be made through the software’s auto-mileage tracking, calculated based on the set criteria, vehicle type and rate per kilometre.

Moreover, Mamee’s expense system was truly digitally transformed, maximizing productivity and accuracy through digitalization. The cloud-based solution enables the ability to import expense data from other sources and export reports for further data analysis. This streamlines efficiency by reducing manual data entry and ensuring that expense reports and their data can be accessed on various platforms. Furthermore, using Zoho Expense’s digitalized platform means that employees are no longer required to keep physical receipts as attachments to their claims, saving the physical efforts of printing and filing which saves costs and space while enhancing their accuracy.

Even more time is saved by eliminating the formerly time-consuming back and forth that came with processing each claim through the relevant people. In addition, without the physical labour of printing and filing the expenses, costs and space are also saved with Mamee's new digitally transformed system. Zoho Expenses also exceeds its existing capabilities with the ability to generate reports and analytics that give them an insight into the patterns within their organization, enabling them to spot discrepancies amongst their several branches or even policy violations. Additionally, they are now able to clearly visualize this data by producing various types of graphs and charts, thus allowing for more well-informed decisions to be made based on the company's data patterns.

Ready to turn your business challenges into success stories? Let’s explore how Aplikasi can simplify and streamline your operations—just like we’ve done for businesses across various industries.

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Where money matters meet effortless tracking

Wed, 06 Mar 2024 10:41:27 +0800

Where Money Matters Meet Effortless Tracking

5 Steps by Steps to Start Tracking Your Business Expense

Running a business is like navigating through a maze of numbers, and tracking expenses are your compass. It provides clarity, revealing the financial health of your enterprise.

But guess what? Once you’ve got a slick setup for tracking business expenses, it’s like turning on the lights in a dark room. Now, you realize that keeping track of expenses isn’t just a task—it’s like the silent hero in your accounting plan, setting the stage for your small business victories. Follow the steps below to actually track your business expenses properly.

Step 1: Create a Business Account

Setting up a special account just for your business adds a personal touch to managing your finances. It brings all your business expenses under one roof, making it a breeze to grab those tax deductions.

You can start creating 3 types of Accounts:

Business Checking Account

A business checking account is the heartbeat of your financial operations. It facilitates day-to-day transactions, providing a clear snapshot of your cash flow.

Business Savings Account

This will act as your emergency fund. This is where you can keep it as future investments, creating a financial buffer for unexpected challenges.

Merchant Services Account

This one is essential where you need to keep up with the modern transactions so it enables your business to accept card payment and streamlining customer transactions easily.

Getting a separate card for your business expenses is a game-changer. No more wrestling with receipts! Plus, having a dedicated business credit or debit card puts your credit history neatly in order and at your fingertips. This not only makes snagging business financing easier but also unlocks cool perks like cash back on purchases and sweet deals on flights and hotels.

Step 2: Choose Advanced Accounting Software

The next thing to do to keep track of business expenses is to choose an accounting software that can automate your business records and track each expense. With accounting software, monitoring and organizing your business expenses become easy. The best accounting software comes with reporting tools that provide year-to-year comparisons of your business expenses.

Features to Look for in Accounting Software

Reporting Tools

Robust reporting tools transform data into actionable insights. A bird’s-eye view of your business expenditures ensures strategic decision-making.

Year-to-Year Comparisons

The ability to compare financial data across different years unveils trends, offering valuable insights into your business’s financial evolution.

Cash vs. Accrual Accounting

Choose your preferred accounting method wisely. Cash accounting records transactions upon payment receipt, while accrual accounting logs every bill and payment, providing a comprehensive financial overview.

Here are some options you can try to track your business expenses for FREE. You can just use these apps which they offer features that includes receipt storage, custom reporting and multicurrency support to help you track your expenses properly and show your financial status.

FREE Digital Expense Tracker

Step 3: Integrate Your Financial Institutions

To make keeping tabs on your business expenses a breeze, connect your accounting software directly to your banks. This nifty feature not only automates the download of all your bank transactions but also neatly organizes your expenses into categories. Imagine it as your personal assistant streamlining your financial tasks.

But that’s not all – this integration goes beyond the basics. You can effortlessly bring in your daily transactions and snag those bank statements with just a click. It’s like having a magic wand for reconciling statements.

What’s even more delightful is that once your bank accounts join forces with your accounting system, you can handle banking transactions right within your software. No more logging into your bank account separately. This seamless sync not only trims down the time you spend on expense tracking but also guarantees an accurate record of your income and expenses. Rest easy, knowing no transaction slips through the cracks.

Step 4: Store your Receipts

For precise monitoring of your business expenses, make it a habit to file your receipts as you navigate through your daily operations. The IRS mandates the retention of paper receipts and other documents, like bank statements, for a minimum of three years. To stay organized, utilize folders to neatly store paper receipts, adding details about the purpose of each purchase. You can go a step further by labeling and arranging folders based on dates or specific categories.

Embracing modern convenience, tracking business expenses has evolved with the introduction of accounting software mobile apps and business expense tracker apps, seamlessly integrated into your accounting software. These digital-savvy apps serve as a virtual repository for your receipts. Imagine snapping a quick photo of your receipts with your phone camera and effortlessly storing them in the cloud. What’s more, these receipts synchronize seamlessly with your account books, providing a hassle-free way to monitor every transaction.

Remember, it’s not just about tracking the big expenses – capture them all, from your mileage and flight costs to those essential meals. Keep those receipts; they’re your ticket to a comprehensive financial record.

Step 5: Regular Review of Business Expenses

Consider expense tracking as a dynamic process, not a static routine. Regular reviews are the compass checks, ensuring your financial ship stays on course.

Dive into the reports – inspect the numbers and delve into analysis. Identify trends, observing where your money flows and how expenses build up in specific areas. Don’t forget to address any errors or omissions along the way.

By consistently reviewing your business, you unveil a clearer picture of its financial standing. This insightful process not only keeps you informed but also empowers you to make well-informed decisions crucial for the growth of your business.

In the end, tracking business expenses aren’t just number-crunching, but it is the heartbeat of your small business. These steps aren’t tasks, but they’re personalized milestones shaping your unique journey. Cheers to nurturing your business’s rhythm, one expense at a time!

Why do you need to track your Business Expense?

Mon, 04 Mar 2024 09:56:52 +0800

Why Do You Need to Track Your Business Expense?

Track Every Expense

Easiest Way to Keep Track of Your Spending

Imagine effortlessly categorizing expenses, having a clear overview of your financial health, and waving goodbye to the tax-time panic. With our thoughtfully designed templates, you’re not crunching numbers, you’re curating a personal masterpiece of financial control. Picture the liberating feeling of knowing exactly where every penny finds its purpose, the simplicity of following trends, and the empowerment to make decisions that resonate with your business aspirations.

Having a Business Expense Tracker Template Is Important for Several Reasons

Allows for better control over budget.

Helps making decisions related to budget allocation, investment, and overall financial planning for the growth of your business.

Time saved on administrative tasks can be redirected towards more productive aspects of your business.

Effortlessly Track Every Penny Spent

Embark on a journey of hassle-free travel and expense management with Zoho Expense! Take charge of your spending, foster teamwork in handling business expenses – all with the personal touch of Zoho Expense. Your business deserves a stress-free financial future!

Try Zoho Expense for FREE

[Case Study] Carpedia Global Holidays Sdn. Bhd: Vehicle Fleet Management System

Thu, 20 Jul 2023 13:53:19 +0800

[Case Study] Carpedia Global Holidays Sdn. Bhd: Vehicle Fleet Management System

Vehicle-Sharing Platform

Business Case at a Glance

Carpedia is having a hard time managing the sponsors (vehicle owners) and all the e-hailing drivers. All the new vehicle owners and e-hailing drivers need to manually register with Carpedia, and this process has been tedious. Since all processes were manual and used hard copy, there was a disjointed process between sales and finance. Hence, finding digital and automated systems became a must for Carpedia.

As a digital transformation partner, Aplikasi recommended Zoho CRM and Zoho Books for managing fleets, vendors, and payments. Zoho People and Zoho Expense are anticipated to solve the wasteful claim procedure and human resource issues for staff management.

Company Background

Carpedia is a vehicle fleet hub that primarily leases vehicles to e-hailing drivers. It is a fast-growing company that is widening its scope and looking for a system that can manage its fleet and drivers altogether. Hazim, CEO and co-founder of The Carpedia, and a few friends started a car rental business at university back in 2013, evolving the business to become a car-sharing platform that helped thousands of job seekers and provided a way for fresh graduates and retrenched personnel to make a living while in job transition.

You put your car with them, generate passive income, and they rent it out to job seekers, helping others build a steady income stream while waiting for jobs by becoming an entry-level E-Hailing driver. In the meantime, they are also exposed to other gig economy opportunities such as parcel delivery, personal grocery shopping, and car wrapping. Simple jobs that are proven to be very resourceful in providing income.

The Challenge

Taking care of the drivers, vehicles, vendors, payments, renewals, and internal staff claims by hand is not an easy task. Like any other up-and-coming company, they rely heavily on excel sheets for nearly everything: keeping tabs on vehicles, sales, commissions, service dates, renewals, staff management, and accounting matters. Operating in this manner is inefficient because each of them worked in a silo and the flow of information is not real-time, resulting in data discrepancies and a lack of transparency. The time taken to manage all the data and processes manually has taken a lot of time from the staff that would be otherwise spent on increasing sales and service quality.

Finding the Solution

As the digital transformation partner, Aplikasi suggested Zoho CRM and Zoho Books in unison to handle the fleet management, vendors, and payment collections. As for staff management, Zoho People and Zoho Expense are the most likely applications that can easily solve the inefficient claim process and human resource matters. And for each application, the reporting would come in handy for analytics purposes and for making better-informed business decisions.

Implementations & Results

Zoho CRM was heavily configured and customised with workflows, blueprints, custom functions, and integrations to make it a functioning and efficient fleet management system. The implementation involves the management of leads coming in up to their transition as a driver/owner, managing all the processes with the e-hailing companies and authorities, assigning vehicles, keeping the mileage up-to-date, sending for service, and returning the vehicles. Zoho CRM is also integral to keeping track of the payments received and made, and these data are either pushed to Zoho Books or obtained from it. Drivers would have access to the portal to update matters about the processes and the vehicle they are currently loaned.

What our client says about our service?

With Zoho and the help from Aplikasi team, we managed to digitalise and to centralise our business under one platform. With all Zoho Apps integrated between each other, it makes all our processes easier to maintain and monitor. It really does save us time and resources. Aplikasi makes sure that the onboarding process is smooth for our employees.
— Carpedia Team

What apps have been deployed

Zoho One

Zoho CRM

Zoho People

Zoho Expense

Zoho Books

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[Case Study] Nasty Worldwide (NSTY): Productivity, Collaboration & HR Management

Thu, 20 Jul 2023 13:32:01 +0800

[Case Study] Nasty Worldwide (NSTY): Productivity, Collaboration & HR Management

Electronic Nicotine Delivery Systems (ENDS) Provider

Business Case at a Glance

As of January 2019, NASTY is a full-fledged provider of smoking-cessation solutions, having released its first closed pod system device, the NCIG 1 (an abbreviation of the NASTY Cigarette). The device was created in-house with the intention of providing the best possible aid to smokers trying to break their habit.

Back then, they used many incompatible apps. Hence, teamwork was often repetitive, laborious, and disorganised. Aplikasi, which develops tightly integrated applications, recommended Zoho One.

Company Background

NASTY Worldwide started out as an e-liquid manufacturer when it was established in 2015 in the city of Tampin in Malaysia. NASTY quickly began penetrating markets and gaining a large following across Europe and the Americas with its award-winning creations. The company focuses its research and development efforts on flavour combinations that set new trends and on fresh brand designs.

Nasty LABS R&D Center is the heartbeat of NASTY. This centre offers comprehensive services to original equipment manufacturer (OEM) customers all over the world. Today, NASTY designs, develops, and markets a comprehensive ecosystem of solutions for electronic nicotine delivery systems (ENDS). NASTY is located in Indonesia, India, the United States of America, the United Kingdom, the United Arab Emirates, and South Korea. Their goal is to have NASTY become the ENDS Solutions Provider with the Largest Market Share and Most Recognized Brand Name by the year 2030.

The Challenge

The fact that they utilised a large number of apps that were not compatible with one another or able to communicate with one another was an issue back then. As a result of it, the process of collaborating within their team was frequently redundant, tedious, and unorganized.

The increasing cost of Google Suite was the main reason this strategy was adopted by Nasty and how we came into the picture. The other difficulty that they were encountering was in the area of human resources management. Their HR policy was not easily implementable with their old system, which was HR.

Finding the Solution

The first project we had with NASTY was migrating their Google Suite to Zoho Workplace. This migration exercise includes the migration of about 300 employees' email accounts from GSuite to Zoho Mail, the configuration of domains in Zoho Mail, and redirection setup to ensure emails coming into the old address are captured in the new address. Not to forget, Zoho People was also introduced with the integration to Payroll Panda.

Implementations & Results

The applications of Zoho People, Zoho Expense, and PayrollPanda were all developed and tightly connected with one another. All of the claims and the basic salary are sent to Payroll Panda, and then Payroll Panda will process the amount to generate payslips for all of the employees. Once this is complete, the payslip can be downloaded from or viewed within Zoho People. The majority of the processes are made more efficient by the fact that they all operate in the background.

What our client says about our service?

Very helpful and responsive and friendly from Aplikasi in delivering and assisting us in our needs.
— Nasty team

What apps have been deployed

Zoho One

Zoho Creator

Zoho People

Zoho Books

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[Case Study] Expert Media Global Sdn Bhd: HR & Project Management

Thu, 20 Jul 2023 13:14:49 +0800

[Case Study] Expert Media Global Sdn Bhd: HR & Project Management

Creative Digital Agency

Business Case at a Glance

Expert Media Global is a company that provides businesses with marketing collateral. Their sales and media teams are both prepared to assist clients. Given that each group employs a diverse variety of individuals, it is essential that they coordinate effectively. Since they are having trouble due to their teams' siloed efforts, they have decided to implement Zoho to ensure that everyone is communicating and working together efficiently. Aplikasi is there to facilitate the configuration and use of the applications.

Company Background

Expert Media Global is a creative digital agency that was established in 2021 with a primary focus on making remarkable impressions on the digital landscape that thrill customers. Their main office is located in Petaling Jaya. The services that they offer are Expert Creative, Expert Digital and Expert Media.

They assist brands in communicating and delivering unique value propositions across a variety of sectors, whether they are selling to businesses or consumers. They also assist new businesses and small to medium-sized enterprises (SME) in launching their online presence quickly and affordably by planning, devising, and putting into action digital marketing strategies. These strategies include branding, advertising, content production, and media management. They provide solutions that are quick, appealing, straightforward, and functional in order to meet their customers' requirements in the digital world.

The Challenge

Before discovering Zoho, Expert Media Global had been working with a cloud solution that wasn't compatible among departments, making it difficult to work together because each team's apps had to be run in silos. They are still not getting the productivity out of the work that they would like. Therefore, Aplikasi has arrived as a Zoho partner to help fix the problem they had. After entrusting us with their business, they opted to switch to the more reliable Zoho Mail in the midst of our rollout of the other apps.

Finding the Solution

In order to show them how Zoho's ecosystem functions, Aplikasi presented the functionality of the Zoho ecosystem, which are Zoho CRM, Books, Projects, Expenses, and People. Due to the significance of interconnection, the proposed applications should promote greater collaboration between the various development teams. The team is able to keep clients better informed due to the openness of all project and job modifications. The idea also includes reducing the onerous processes of the HR department to save the business time and effort.

Implementations & Results

To ensure that collaboration can take place, each of the apps has been synchronised with one another. Zoho CRM is linked to the Zoho Books and Zoho Projects applications. After that, Zoho Expense will be synchronised with Zoho Books and Zoho People. The combination of CRM, accounting software, and project management software ensures visibility of all records for all active projects and connected deals.

The combination of Zoho Expense, Zoho Books, and Zoho People has the purpose of ensuring that all expenses, whether they originate from an internal or external project, are automatically synced to Zoho Books and reducing the amount of work that is required of the finance team to manually update all expenses. To cap it all off, once they had everything they needed, they also got Zoho Cliq, which has helped them greatly enhance their internal communications.

What our client says about our service?

Aplikasi has been helpful in solving our issues. They're good with clients who has limited IT knowledge. They've a large professional team to address every needs.
— Expert Media Global team

What apps have been deployed

Zoho CRM

Zoho Books

Zoho People

Zoho Project

Zoho Expense

Zoho Mail

Visit the support centre

Ready to turn your business challenges into success stories? Let’s explore how Aplikasi can simplify and streamline your operations—just like we’ve done for businesses across various industries.

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