About URC Construction

URC Construction Private Limited, founded in 1956 and headquartered in Erode, Tamil Nadu, is a leading infrastructure development company in India, recognized for its expertise in executing complex projects across the country. With over six decades of experience, URC has built a rich heritage and a diverse portfolio of successful projects, the company is well-positioned for continued growth. As a trendsetter in the industry, URC delivers custom-designed turnkey projects to government agencies, large corporations, and private entities. URC is committed to innovation and quality in the construction industry.

Business Challenges

URC Construction encountered several operational bottlenecks

• Leave Management Across States: With diverse state-specific leave policies, manually tracking and managing employee leave balances led to inconsistencies and compliance risks. The lack of a unified system made it difficult to maintain accurate records.
• Attendance Management: Attendance data was collected through biometric systems and manual logs, consuming 1 hour per site daily for collation. This represented about 25% of daily site management time.
• Employee Information Management: URC Construction faced challenges in managing employee data, as these were stored in hard copy formats. This traditional system led to lost or misplaced information, making it difficult to track.
• Employee Transfer Management: Frequent transfers of employees between project sites complicated record-keeping, often leading to delays in updating critical employee information such as contact details, payroll adjustments, and department assignments.
• Employee Loan Tracking: Managing employee loans manually led to inefficiencies and inaccuracies.
• Employee Payroll and Communication:
  • Salary Calculations: Processing salaries for varied compensation structures took an average of 10 days per month.
  • Payslip Distribution: Payslips were sent via email, often leading to delays and requiring 2 days monthly to address related queries.
  • Form 16 Distribution: Tax documents were manually emailed quarterly, taking 2 days per quarter.

Zoho Solutions Implemented

Trivecta Digital implemented Zoho’s suite of applications, including Zoho People, Zoho Payroll, and Zoho Analytics, to address these challenges:

• Automated HR Processes with Zoho People
  • Automated leave tracking for state-specific policies.
  • Integrated biometric systems for real-time attendance tracking, reducing manual errors.
  • Simplified site transfer processes with centralized employee data management.
• Digital Transformation of Employee Records:

  Trivecta Digital addressed this challenge by scanning and digitizing all employee data and linking it to the respective employee profiles in Zoho People. This transition to a fully digital record system allows URC Construction to easily track and retrieve detailed employee information in Zoho People.

• Optimized Payroll with Zoho Payroll
  • Automated payroll calculations for varied salary structures, reducing the processing time to hours.
  • Streamlined payslip generation and distribution, minimizing delays and queries.
• Enhanced Reporting with Zoho Analytics
  • Provided dashboards for turnover analysis, salary-to-turnover ratios, and workforce segmentation.
  • Integrated Zoho Forms to fetch real-time data for performance and financial reports.

Post-Implementation Benefits

URC Construction experienced significant improvements in operational efficiency:

• Automation and Time Savings
  • Attendance Management: Biometric integration automated data collection, saving 1 hour per site daily.
  • Payroll Processing: Reduced from 10 days to just 1 day per month.
  • HR Reporting: Monthly reports now take minutes instead of 12 hours.
• Improved Information Accessibility: By integrating all employee information into Zoho People, URC Construction now has a centralized, easily accessible system to track and manage employee records. This move has eliminated the risk of lost documents and made employee information readily available for quick reference.
• Increased Accuracy
  • Seamless integration between HR and payroll systems minimized errors in salary calculations and tax reporting.
• Improved Employee Experience
  • Payslips and Form 16 documents are now distributed without delays, significantly reducing the time required to address queries.
• Actionable Insights
  • Comprehensive dashboards provided insights into:
  • Planned vs. Achieved Turnover
  • Salary vs. Turnover (with and without Plant & Machinery)
  • Salary vs. Headcount (Tech, Non-Tech, Plant & Machinery)

About Colour Land Clothing

Colour Land Clothing founded in 2005 in Coimbatore, Tamil Nadu, specializes in high-quality uniform manufacturing for the automobile industry. Colour Land is a trusted partner to top automotive brands, known for quality and reliability in uniform production.

Business Challenges

• Lack of Real-Time Stock Visibility and Record Maintenance: Colour Land managed inventory in Excel, leading to inconsistencies in stock levels, uncertainty around raw material availability, and frequent production delays. Without a proper categorization system, they struggled to manage and prioritize fast-moving, slow-moving, and dead stock effectively.
• Fabric Utilization and Lack of Consumption Tracking: The absence of a system to accurately measure fabric usage for each order led to material wastage and cost inefficiencies. Additionally, Colour Land lacked a Bill of Materials (BOM) for calculating precise order costs, impacting their ability to competitively price and quote.
• Manual Accounting Processes: Colour Land faced multiple accounting challenges:
  • Bank Entry Imports: Difficulty in importing bank statements into Excel slowed down financial processing.
  • High Volume of Entries: Managing 45–50 purchase entries and 100–150 invoices monthly, many with multiple line items, was time-consuming, especially with limited product-wise and color-wise reporting.
  • Part ID Management: Creating and managing nearly 1000 raw material part IDs and 500–550 finished goods part IDs in Excel was cumbersome and prone to errors.
  • Manual Invoice Creation: Generating invoices in Excel and re-entering them as journal entries was a labor-intensive process that drained resources.

Zoho Solutions Implemented

Colour Land turned to Trivecta Digital to address these pressing challenges. Trivecta Digital’s team of business and process consultants conducted a thorough analysis of Colour Land’s workflows to design an optimized solution.

• Cloud Database Integration: Integrated the MS Access database with Zoho Analytics, providing a centralized, cloud-based storage system. Implemented an automated scheduler to sync data from the local database every 3 hours, ensuring real-time updates and eliminating dependency on local storage.
• Dashboard Design and Visualization: Designed a user-friendly dashboard in Zoho Analytics tailored to operational needs. Added timeline filters, graphical visualizations (e.g., bar charts, line graphs), and trend analysis to simplify data exploration. Reduced the time spent on manual data analysis with an intuitive and customizable interface.
• Seamless Manual Data Entry Integration: Integrated Zoho Forms to capture manual data inputs. Automated data merging in Zoho Analytics using unique identifiers to ensure consistency and accuracy.
• Customized PDF and Export Features: Developed customized PDF templates for professional ticket generation. Enabled seamless data export in multiple formats (e.g., Excel, PDF), improving reporting flexibility.
• Mobile App for Remote Reporting: Enabled near real-time report access through a mobile app, empowering management to monitor operations on the go.

Key Results

The collaboration with Trivecta Digital and the adoption of Zoho Books and Zoho Inventory transformed Colour Land’s operations, offering better control over stock levels, financial insights, and process efficiency.

• Enhanced Operational Efficiency With real-time inventory visibility, Colour Land reduced production delays by 30%, enabling smoother manufacturing and faster turnaround times for customer orders.
• Reduced Time and Resources for Inventory Management By automating and streamlining inventory processes, Colour Land cut down inventory management time by 40% and minimized wastage, saving approximately 10% in annual material costs.
• Improved Accounting and Reporting Processes Zoho Books simplified accounting workflows, reducing the time spent on bank statement imports and invoice generation by 60%. This efficiency saved Colour Land approximately 20% of productive time per month, freeing up resources for other strategic tasks.
• Scalability and Flexibility The adoption of Zoho Inventory allowed Colour Land to handle 50% more inventory volume without adding extra staff, providing a strong foundation for scaling its operations.

About Sri Shanmuga Textiles

Sri Shanmuga Textiles is a home-use cotton products manufacturer, established in 2015.

Business Challenges

• Lack of Real-Time Financial Visibility: Difficulty in tracking financial performance and identifying areas for cost savings or revenue enhancement impeded the ability to make informed business decisions.
• Dependence on Auditors: Sri Shanmuga Textiles relied heavily on auditors for financial reports, delaying critical business decisions due to a lack of real-time financial data.
• Tally Usability: Tally’s complex interface restricted its usage to a few knowledgeable employees, causing bottlenecks.
• Stock Visibility Issues: Limited visibility into inventory resulted in difficulties managing dead stock and identifying best-selling products.
• Payment Tracking Problems: Inadequate tracking of customer payments led to confusion and inefficiencies in identifying outstanding balances.

Zoho Solutions Implemented

Trivecta Digital conducted a thorough analysis of Sri Shanmuga Textiles’ operations and recommended the implementation of Zoho Books and Zoho Inventory as part of Zoho One’s suite of applications. The transformation involved the following key steps:

• Understanding the Business: Trivecta Digital’s team first gained a deep understanding of Sri Shanmuga Textiles’ operations, pain points, and goals. This involved mapping out current processes, identifying gaps, and pinpointing areas for improvement.
• Addressing Requirements: Trivecta Digital identified specific requirements such as:
  1. Real-time tracking of financial performance and key business metrics such as income and expenditure, sales and top expenses.
  2. Real-time inventory tracking and comprehensive reporting on stock levels, sales trends, and product performance to optimize inventory management and reduce stock outs.
• Implementation: Trivecta managed the deployment of Zoho Books for financial management and Zoho Inventory for stock control.
• Data Migration:
  1. Data Cleanup: Duplicate entries were removed, data formats were standardized, and errors such as incorrect account codes and inconsistent entries were corrected.
  2. Data Validation: Integrity checks, consistency checks, and sample transaction verifications were performed to ensure data matched the source records.

Key Results

• Increased Profitability: By focusing on high-margin products, the company saw a significant boost in profits.
• Operational Efficiency: Real-time stock alerts and automated financial reports streamlined business operations, reducing bottlenecks and delays.
• Improved Customer Satisfaction: Automated thank-you emails and efficient payment tracking led to better customer experiences.
• Increased Product-Wise Margin: Enhanced visibility into product performance allowed the company to focus on high-margin products, boosting profitability.
• Real-time Reports: The implementation of Zoho Books provided Sri Shanmuga Textiles with real-time access to financial data, eliminating the dependency on auditors and enabling quicker decision-making.
• Reduced Dead Stock: Improved inventory management reduced dead stock from 70% to 20%, significantly cutting costs.
• Stock Alerts: Zoho Inventory’s real-time alerts ensured timely replenishment of stock, preventing production delays and stockouts.

About Purple Pond Insurance Brokers

Purple Pond Insurance Brokers is a trusted insurance brokerage company operating out of Chennai, India. The company specializes in tailored insurance solutions, including General insurance, life insurance, health insurance, and corporate insurance packages.

Business Challenges

• Manual HR Operations: Managing attendance, leave approvals, and employee permissions required substantial manual effort, leading to delays. The lack of automation made it challenging to ensure transparency and consistency across the workforce, particularly as the team grew.
• High Payroll Costs: Payroll processing was outsourced, which not only increased operational costs but also led to frequent delays in salary disbursement. The dependency on third-party services caused disruptions and made it difficult to maintain control over employee compensation and compliance.
• Complex Accounting: The existing financial management practices involved significant manual intervention for recording transactions, generating reports, and ensuring tax compliance. These time-consuming processes impacted the finance team’s productivity and the company’s ability to make timely financial decisions.
• Bulk Data Upload for Payroll: Managing payroll data manually was cumbersome and error-prone, especially when uploading employee information for bulk payments, leading to delays and mistakes in salary disbursement.

Zoho Solutions Implemented

Enhancing HR Processes with Zoho People

Trivecta Digital implemented Zoho People to address Purple Pond Insurance Brokers’ HR challenges. Key outcomes included:

• Real-Time Attendance Tracking: Employee attendance is now recorded automatically, ensuring data accuracy and reducing manual intervention.
• Automated Leave Management: Leave requests and approvals are processed digitally, cutting down on paperwork and delays.
• Streamlined Permission Tracking: Managing permissions like half-days or hourly leaves has become more efficient and hassle-free.

Simplifying Payroll with Zoho Payroll

By introducing Zoho Payroll, Trivecta Digital enabled the firm to process payroll internally, reducing dependency on third-party services. Benefits included:

• Direct Salary Processing: Salaries are now processed and deposited without delays, giving the company complete control over payroll management.
• Compliance with Ease: Automated tax calculations and statutory filings have eliminated errors and simplified adherence to regulations.
• Cost Optimization: Eliminating outsourcing fees has brought significant cost optimization.
• Bulk Salary Payments: Zoho Payroll allows Purple Pond to process salary payments for all employees in one go, saving time and reducing the risk of errors.
• Improved Payroll Reporting: Generating accurate payroll reports has become simpler and more efficient, enabling better insights into payroll details and compliance.

Optimizing Financial Management with Zoho Books

Zoho Books revolutionized the company’s approach to financial management. Highlights included:

• Automated Financial Operations: Manual tasks like transaction recording and reconciliation have been replaced with automated workflows.
• Quick and Accurate Reporting: Financial reports are now generated effortlessly, enabling faster and more informed decision-making.
• Improved Data Management: All financial records are consolidated in one system, ensuring accuracy and ease of access.

Key Results

• Optimizing Payroll Processing Costs: By managing payroll internally, the firm saved 30% significantly on outsourcing expenses, freeing up resources for other business needs.
• Faster Payroll Processing: Payroll cycles that previously took 5–7 days were reduced to 2 days, ensuring timely salary disbursement every month.
• Improve HR Process Efficiency: Automating attendance, leave, and permission management reduced manual effort and improved employee satisfaction.
• Improvement in Financial Accuracy: Automated financial workflows minimized errors, improving the accuracy of financial reports and reducing time spent on reconciliations by 40%.
• Strengthen Compliance and Record-Keeping: Centralized systems ensured better adherence to regulations and provided accurate, easily accessible data.

About Eta Purification

Eta Purification is dedicated to bringing innovative and proven technologies to global markets, focusing on health, safety, and the well-being of humanity. Through continuous education, we help our customers understand the current global challenges that face humanity and provide solutions to create a safer and cleaner environment.

Business Challenges

Eta Purification’s client encountered significant operational challenges that disrupted data management, reporting, and decision-making efficiency while managing solid municipal waste.Lack of Cloud Database Access: The business relied on MS Access as a local database, which restricted multi-location data accessibility and centralized storage.

• Limited Dashboard Usability: The existing system lacked intuitive visualization tools and customizable reporting options, making it challenging to analyze complex datasets efficiently.
• Manual Data Integration: There was no streamlined way to merge manually entered data with the MS Access database, leading to inconsistencies and manual effort in reporting.
• Limited PDF Customization and Export Options: Generating professional, customized ticket templates and exporting data in specific formats was not possible, creating inefficiencies in the documentation.
• Limited Remote Reporting Access: Management had no means to access real-time reports remotely, which delayed decision-making.

Zoho Solutions Implemented

To overcome these challenges, Trivecta Digital conducted a thorough analysis of Eta Purification’s client workflows and objectives. Based on the findings, customized solutions were designed and implemented using Zoho Analytics and Zoho Forms.

• Cloud Database Integration: Integrated the MS Access database with Zoho Analytics, providing a centralized, cloud-based storage system. Implemented an automated scheduler to sync data from the local database every 3 hours, ensuring real-time updates and eliminating dependency on local storage.
• Dashboard Design and Visualization: Designed a user-friendly dashboard in Zoho Analytics tailored to operational needs. Added timeline filters, graphical visualizations (e.g., bar charts, line graphs), and trend analysis to simplify data exploration. Reduced the time spent on manual data analysis with an intuitive and customizable interface.
• Seamless Manual Data Entry Integration: Integrated Zoho Forms to capture manual data inputs. Automated data merging in Zoho Analytics using unique identifiers to ensure consistency and accuracy.
• Customized PDF and Export Features: Developed customized PDF templates for professional ticket generation. Enabled seamless data export in multiple formats (e.g., Excel, PDF), improving reporting flexibility.
• Implementation: Trivecta managed the deployment of Zoho Books for financial management and Zoho Inventory for stock control.
• Mobile App for Remote Reporting: Enabled near real-time report access through a mobile app, empowering management to monitor operations on the go.

Key Results

Trivecta Digital’s solution brought significant enhancements, empowering Eta Purification’s client to achieve higher operational efficiency, improved data accuracy, and more effective decision-making.

• 95% Enhanced Data Accessibility: Transitioning to a cloud-based system eliminated location-based restrictions.
• 70% Faster Data Analysis: Interactive dashboards reduced analysis time significantly, enabling quicker decision-making.
• 80% Reduction in Manual Errors: Automated synchronization and seamless integration minimized errors and manual reconciliation efforts.
• 85% Improvement in Reporting Efficiency: Customized reports streamlined the documentation process.

About Colour Land Clothing

Founded in 2005 in Coimbatore, Tamil Nadu, Colour Land Clothing specializes in high-quality uniform manufacturing for the automobile industry. Colour Land is a trusted partner to top automotive brands, known for quality and reliability in uniform production.

Business Challenges

• Difficulty in Tracking Tailor Appointments: Managing tailor appointments to take employee uniform measurements at customer locations within the deadline.
• Manual Measurement Recording: Recording measurements in notebooks and then transferring them to spreadsheets was cumbersome and error-prone.
• Delay in Data Availability: Measurement data availability at the factory was delayed due to the time taken to send data to the back office and factory after spreadsheet entry.
• Manual Size Calculations:Calculating correct uniform sizes based on manual measurements was time-consuming.
• Data Security Concerns: Historical data, such as previous measurements of particular employees, was not reliably available, and manual data backups were exposed to potential loss.

Zoho Solutions Implemented

Trivecta Digital recognized the operational hurdles faced by Colour Land Clothing and developed a customized application using the Zoho Creator platform. This innovative solution effectively addressed the company’s challenges in areas such as manual measurement recording, data security, appointment tracking, size calculation, and data availability.

Key Results

• Real-time Appointment Tracking: The app-enabled accurate and timely tracking of tailor appointments at the customer’s location, ensuring that measurements were taken within the specified timeframe and reducing the time for taking measurements by approximately 30%.
• Simplified Data Entry: Tailors could directly enter measurements into the application, eliminating the need for manual data entry and reducing potential errors by 25%.
• Instant Data Access: Once the data is entered into the application, it reduces the time to make the data available at the back office and factory by 40%, helping in inventory and production planning, resulting in a total delivery time reduction of 20%.
• Accurate Size Calculation: The app utilized advanced algorithms to calculate the correct size based on input measurements, ensuring accurate sizing (Small, Medium, Large, etc.) with a 15% improvement in size accuracy.
• Cloud-Based Data Storage: The ability to store and retrieve previous measurements of an employee, with secure and reliable cloud storage, ensuring data safety and accessibility, reducing data security incidents by 50%.

About Purple Pond Financial Planners

PurplePond Financial Planners, based in Chennai, India, is a leading financial advisory company specializing in personalized financial planning and wealth management services. The company offers a comprehensive range of financial solutions, including retirement planning, investment strategies, tax optimization, and estate planning.

Business Challenges

• Attendance and Leave Management: Tracking employee attendance and managing leave approvals were time-intensive and inconsistent.
• Manual Processing of Payroll: Payroll processing was managed manually using spreadsheets, making the process cumbersome.
• Permissions Tracking: Tracking permissions, such as half-day or hourly leave, was complex and time-consuming.
• Salary and Tax Deduction Calculation: Processing salary details and tax deductions at source (TDS) before payroll processing added an administrative burden.
• Financial Accounting: Monthly financial reporting often causes delays in decision-making.

Zoho Solutions Implemented

Zoho People and Payroll

Trivecta Digital implemented Zoho People to enhance HR functionalities and Zoho Payroll to simplify payroll management. This brought significant improvements:

• Automated Attendance and Leave Tracking: Zoho People streamlined attendance tracking and leave approvals, reducing administrative time by 40%.
• Direct Salary Deposits: Purple Pond processes salary deposits directly to employees’ bank accounts without manual uploading, cutting payroll processing time by 50%.
• Efficient Payroll Processing: Payroll processing was automated, reducing time and complexity, leading to a 30% increase in payroll accuracy.
• Enhanced Permission Tracking: Permissions, such as half-day and hourly leave, are now easy to manage and track, improving tracking efficiency by 35%.
• Simplified Data Collection: Income tax details and salary information are centralized within Zoho, eliminating redundant data collection steps and reducing errors by 25%.

Zoho Books

Trivecta also introduced Zoho Books to improve financial management efficiency. This implementation addressed several of Purple Pond’s accounting challenges:

• Transition to Zoho Books: Moving away from the previous accounting solution, Zoho Books allowed Purple Pond to accelerate financial operations and access financial information as needed for decision-making. This shift led to a 30% reduction in monthly financial reporting time and a 15% increase in overall productivity across the finance team.