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.