Aplikasi | Zoho Premium Partner - Blog #Zoho Projects

[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

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.

Get Started Now

Part 2: How Aplikasi Turns Ideas into Seamless Solutions

Tue, 18 Aug 2026 12:06:11 +0800

Part 2: How Aplikasi Turns Ideas into Seamless Solutions

From Vision to Reality: How Aplikasi Brings Your Zoho Solution to Life

In Part 1, we shared how every Aplikasi project begins — from understanding your business needs to documenting every detail in the User Requirements Specification (URS). Once that foundation is approved, we move into what we call the Realisation Stage — where ideas transform into fully functional, customized Zoho solutions.

This stage covers three crucial phases: Configuration, Development, and Go-Live.

1. Configuration

Setting the foundation right — internal alignment, task planning, and data templates.

2. Development

Turning requirements into reality — customization, integrations, and rigorous testing.

3. Go-Live

Bringing the system to the real world — UAT, training, and secure data migration.

Step 1 of 3

Step 1: Configuration – Setting the Foundation Right

Before a single line of code is written, our team ensures your Zoho environment is structured according to your business goals.

What Happens Here:

Before diving into development, our team ensures every configuration aligns perfectly with your approved requirements. This stage is about precision and clarity.

Our Project Manager (PM), Solution Architect (SA), Business Analyst (BA), and Developer will have an internal alignment meeting where the BA explains what needs to be done, provides context, and sets clear expectations on how each component should function. This session also gives the team—especially the developers—an opportunity to ask questions and gather detailed information.

The PM then creates structured tasks and assigns expected completion dates in Zoho Projects, ensuring everyone knows who is responsible for what and by when. To prepare for smooth configuration, we also provide the client with a data template, which will be used later during setup and migration.

Goal: To lay a strong foundation by ensuring that every technical and functional configuration is well understood, documented, and aligned with the project timeline.

Step 2 of 3

Step 2: Development – Turning Requirements into Reality

This is where your solution truly takes shape. Our technical team work hand in hand to transform requirements into a working system. It is our practice to conduct bi-weekly or weekly meetings with clients to ensure we stay on track with both the project timeline and agreed requirements, fostering transparency and collaboration throughout the entire development phase.

What Happens Here:

Setting up user roles, permissions, and modules in line with your organization's structure.
Customizing standard Zoho applications to match your workflows.
Ensuring data fields, forms, and layouts reflect the needs captured in the URS.
Establishing integrations between different Zoho apps where necessary (for example, Zoho CRM ↔ Zoho Books).
Developing custom functions, workflows, and automation rules to meet complex requirements.
Creating custom apps using Zoho Creator where out-of-the-box features aren't enough.
Integrating third-party tools and APIs for seamless data flow.
Rigorous testing of every function to ensure stability and performance.

Goal: To deliver a smart, automated system that simplifies your business processes and enhances efficiency.

Step 3 of 3

Step 3: Go-Live – Bringing the System to the Real World

Once everything is tested and approved, we prepare your team for launch! The Go-Live stage is not just a switch — it's a coordinated process designed for smooth transition.

What Happens Here:

Conducting User Acceptance Testing (UAT) sessions with your team.
Providing a comprehensive user manual tailored to your system setup.
Conducting admin and user training sessions, ensuring both groups understand their respective functions and responsibilities.
Encouraging hands-on practice during training to build user confidence and reduce post-launch dependency.
Addressing final tweaks and refinements based on real-user feedback.
Migrating existing data into the new system securely and accurately.

Goal: To ensure your new Zoho solution goes live smoothly — with zero disruption and full user readiness.

Beyond Go-Live: Continuous Support

Our relationship doesn't end at launch — in fact, that's when it truly begins. We understand that businesses evolve, and your systems should grow alongside them. That's why our post-implementation support is designed to ensure your Zoho solution continues to deliver long-term value.

What Our Support Includes:

System Monitoring & Optimization

We continuously keep an eye on your system performance, ensuring everything runs smoothly and efficiently.

On-Demand Support

Whether it's troubleshooting, new feature requests, or enhancements — our team is always ready to assist.

Periodic Review Sessions

As your business expands, we revisit your setup to ensure your system scales with you and remains aligned with your goals.

Goal: To be your long-term digital transformation partner — not just your solution provider.

💡 Sneak Peek: Part 3 — Support that Scales With You

In the final part of our series, we'll dive deeper into how Aplikasi supports clients after go-live — from ongoing system improvements to proactive guidance that helps your business stay future-ready.

Read Part 3

Part 1: How Aplikasi Turns Ideas into Seamless Solutions

Mon, 09 Dec 2024 09:58:39 +0800

Part 1: How Aplikasi Turns Ideas into Seamless Solutions

A Step-by-Step Guide to Our Project Process

When it comes to implementing business solutions, a smooth and structured process is key to achieving success. At Aplikasi, as a Zoho Premium Partner, we pride ourselves on our ability to deliver tailored solutions that meet your unique business needs. Whether you're looking for a robust CRM system, HR management tools, or end-to-end automation, our proven methodology ensures transparency, collaboration, and efficiency at every stage.

Here’s a detailed breakdown of our process so you know what to expect when working with us.

Step 1: Project Brief

Every great project begins with understanding. Our process starts with the sales team handing over a comprehensive project brief to our delivery team. This brief captures initial client insights, project objectives, and key challenges.

Who’s Involved: Account Manager, Project Manager, System Analyst, and Developer.
Goal: To ensure all stakeholders are aligned on the project’s scope before we dive deeper.

Step 2: Kickoff Meeting

The kickoff meeting is your first formal interaction with the delivery team. This session is designed to set the tone for the project. We’ll outline:

The project scope.
The phases of the implementation.
A realistic timeline for deliverables.

Goal: To provide clarity, align expectations, and ensure everyone is on the same page from the very beginning.

Step 3: Requirement Gathering Workshop

Requirement gathering workshop with RichWorks

This is where we roll up our sleeves and dive into the details. During the workshop, we’ll work with your team to:

Understand your workflows and processes.
Identify key data fields and inputs.
Document user stories that reflect how your team will use the system.

Goal: To capture your requirements thoroughly, ensuring no detail is missed.

Step 4: Internal Alignment/Discussion

Once we’ve gathered your requirements, our internal team meets to strategize on how to bring your vision to life.

Who’s Involved: Project Manager, System Analyst, and Developer.
What We Discuss:

System Design: How the solution will function.
Constraints: Addressing technical or operational limitations.
Workarounds: Creative solutions to overcome challenges.
Effort Estimation: Planning resources and timelines.

Goal: To ensure our approach is practical, efficient, and aligned with your expectations.

Step 5: Workflows & Use Cases

With clarity on the requirements, we create detailed workflows and use cases. These serve as visual blueprints, showing how your system will function in real-world scenarios.

Goal: To provide you with a clear understanding of how the solution will address your business challenges.

Step 6: Client Discussion

We believe in collaboration every step of the way. Once the workflows and use cases are prepared, we’ll meet with you to:

Validate our understanding of your needs.
Make any necessary adjustments.
Gain your input to ensure the proposed solution aligns with your expectations.

Goal: To ensure the solution we’re building is exactly what you need.

Step 7: User Requirements Specification (URS)

The approved workflows and use cases are compiled into a detailed User Requirements Specification (URS) document. This serves as the foundation for the implementation phase.

Goal: To create a clear and comprehensive project blueprint for your review and approval.

Step 8: URS Confirmation

The final step is your sign-off on the URS document. This ensures that every requirement, workflow, and deliverable has been thoroughly reviewed and approved before we move to implementation.

Goal: To achieve mutual agreement and clarity before execution begins.

Why It Matters

At Aplikasi, we understand that decision-makers like you need confidence in the teams you partner with. Our structured approach ensures:

Transparency

You’re informed at every step of the process.

Collaboration

We work closely with your team to tailor solutions to your unique needs.

Precision

Our detailed documentation minimizes risks and ensures all requirements are met.

🔍 Sneak Peek: Part 2 – From Vision to Reality

Once the planning is complete, the real magic begins. In Part 2: Realisation, we’ll take you behind the scenes of how our team turns your approved blueprint into a fully functional system — through structured configuration, development, and a seamless go-live process.

From bi-weekly client check-ins to meticulous testing and user training, we’ll show you how Aplikasi ensures every Zoho solution we deliver is not just functional — but built to empower your business from day one.

When you work with Aplikasi, you’re not just getting a service provider — you’re partnering with a team dedicated to your success. With our proven methodology and expertise in Zoho solutions, we’re here to help your business thrive in today’s competitive landscape.

Part 2: How Aplikasi Brings Your Zoho Solution to Life

[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.

Get Started Now

[Case Study] Nexagate: Accounts & Leads Management

Thu, 20 Jul 2023 13:01:43 +0800

[Case Study] Nexagate: Accounts & Leads Management

Cybersecurity Partner

Business Case at a Glance

Nexagate Sdn Bhd is Malaysia's leading cybersecurity consulting and services provider and Asia's fastest-growing cybersecurity company. They used disparate apps for sales and marketing, project management and accounting with only Zoho CRM the only product from the Zoho suite. The opportunity came when Sage Cloud asked all their APAC customers to move out from their service and Aplikasi suggested Zoho Books as a replacement. It is not just a complete cloud accounting software but it also integrates well with Zoho CRM and that's what made it the best option for Nexagate to further increase their usage in Zoho products.

Company Background

The professionals at Nexagate have years of experience in the fields of public sector, banking, manufacturing, telecommunications, healthcare, education, and mid-to-large enterprise information security. Nexagate's Professional Consulting Service team includes experts that have earned prestigious credentials from a variety of international bodies. They include certifications like CISSP, CISSP, ISO 27001 Lead Auditor, CEH, CPTE, ITIL, and GIAC.

Since 2010, they have provided trusted security solutions to over 400 clients in a variety of industries across Asia, completing over 500 projects. They aim to help organisations regardless of any sizes improve their security processes, achieve compliance and protect their data from leakages and threats with their range of cloud-based managed security solutions and their award-winning, patent-pending NSI Unified Security platform.

The Challenge

When they first came to us, they were having issues with their Sage Cloud accounting software. They are searching for a cloud-based accounting solution that can easily integrate with local banks. They'd also like to link up with their internal sales processes so that their accounting and sales departments can share and access the same information.

Not only that, they also have used Zoho CRM for the past 3 years where sales pipeline are being tracked. The app was configured by an internal personnel but they found it hard to customise due to the lack of knowledge on the product. For example, leads from their website went to the sales' team inbox and they then need to create the lead record manually in CRM. They also did not know how to link Google ad-words into CRM for ROI monitoring. Aside from that, quotations were created on Excel and not tied to the CRM record.

Lastly, for project management, tasks are still tracked manually in Excel and there's no established process to hand over a closed deal from Sales to the Project team. The project team also need to always check with finance whenever progress billing needs to be made.

Finding the Solution

The solution that we Aplikasi has done for them is a full migration from Sage to Zoho Books with all balances, customer master, vendor master and GLs transferred to the new accounting software. Integration to company's bank account was enabled to ease the bank reconciliation process.

The sales team was then retrained on how to use Zoho CRM to its greatest capacity. We also enabled the link for their webform so that leads that came from website would instantly flow into CRM. Furthermore, the interface with Zoho Finance allows customer information and sales transactions such as quotations and bills to be synced with Zoho Books data.

Ultimately, Zoho Projects was enabled, as were interfaces with Zoho CRM and Zoho Books. Winning deals result in the development of a project, and project managers (PM) are immediately alerted. In Zoho Projects, project managers may also produce invoices and track their status.

Implementations & Results

With the enablement and integration of the trio Zoho Products, the process loop were closed and tightly integrated with end to end monitoring across different departments. No more duplicates of customer data, no manual creation of leads, increased visibility of sales transactions across different departments, silos broken and best of all is that all processes can be done in a very short time everything, everywhere and all at once.

What our client says about our service?

The project team is very clear on deliverables and objectives on Nexagate embarking on a digital transformation journey. Hence, is able to fully support within the deliverables agreed upon and is very understanding towards the resources that Nexagate has in realising the project. They are also very knowledgable and manage to effectively assist to navigate workarounds to fully utilise possibilities to fully optimise our license."
— Nexagate Sdn Bhd

What apps have been deployed

Zoho CRM

Zoho Books

Zoho Project

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.

Get Started Now