AE Aequitas Sdn Bhd is a fast-growing safety services and engineering company in Malaysia; specializes in fire protection system, 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 is a success covering 2 locations in just over 1 month.
What Apps Have Been Deployed
● Zoho CRM
● Zoho Forms
● Zoho People
● Zoho Expense
Aequitas is a fire extinguisher service company that has served and still serving reputable MNCs in Malaysia. With the recent advancement in technology and the pressing need of keeping up, the company is desperate for a solution that would help them. 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 Zoho People and Expense offer at a such an affordable price and decided to get onboard right away.
AE Aequitas Sdn Bhd has evolved from another business and now is primarily focused on providing services for fire extinguishers all around Malaysia. The company has 3 operation centers covering different parts of Malaysia. Currently, it has 33 dedicated employees; most of which 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 are aspired to fully transform their business with other Zoho apps as well.
Prior to their engagement with Aplikasi, all their jobs namely work monitoring, claim process, attendance, and collaboration were done manually. Operations team's jobs involve a lot of traveling hence a lot of claims. The whole process from applying claims and approving them took the company 2 weeks per month to settle them. This job involves the finance department, the clerk, and also the HR department and the 2-week cycle was killing their productivity.
The next phase involved heavily configuring and customizing Zoho CRM to be a Fire Extinguisher Servicing System. Previously, as it was like their HR processes, everything was done manually and there was no centralized database for all their assets. Technicians have their own logbooks for deliveries and pick-ups and as the process is analogue, there was no transparency as well. Tanks' whereabouts cannot be traced should they are 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, which happens to be a mutual friend of Aplikasi’s founder, Azlan. In just 2 days, the meeting was set. Upon explanation and a short demo by Aplikasi, Ridzuan decided that every problem his company is having then can 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 and change management professional, 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.
Implementation & 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. Upon go-live, the business observes an immediate improvement in their business processes. In their claims process for example, it took them 2 weeks per month to settle everything; from claim applications, verification, approval and reimbursement as the operation team’s work is mostly on the run. Hundreds of papers are documented every month to store the receipts and application forms. 3 departments; Human Resource, Administration, and Finance would be busy handling the claim process. Zoho Expense immediately eliminates all the paperwork, and what’s more apparent is 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 Zoho People mobile app, both the requesters and approvers can do their job on the go. Attendance tracking and remote working monitoring are also possible now; promoting transparency and ensuring resources are being spent accordingly and responsibly.
The Fire Extinguisher Management System proved to be a challenging task indeed as a lot of customization and configurations needed to be done to the CRM. The implementation focused on transparent and real-time data database update from each technician and each pickup and delivery. Having it integrated with Zoho Forms has made it possible for the technicians on-field to transfer information to the back-office for further processes. The implementation also involves scanning devices and barcode printers which would have the numbers generated from CRM automatically and later be used in assets tracing.
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.