Their Challenge
As a major retailer handling high-value, multi-stage sales, Teck d’Or’s legacy system was being outgrown by their scale. They urgently needed a reinforced, sustainable platform to manage complex finances and streamline operations across the organization.
- Complex Financial Cycles: Unlike a simple Point-of-Sale retail, Teck d’Or manages long-term financial incomings. This requires tracking multiple payment stages, from collecting initial advance payments to issuing progressive invoicing through to the final sale.
- Lack of Control and Remote Access: Employees and managers lacked specific, controlled access permissions, leading to security issues. Sales and accounting teams were tied to the office, as the system offered no mobile accessibility or real-time remote data access.
- Outdated User Interface: The legacy system was dated and unmaintained. Its complex, unintuitive interface made training new recruits difficult and created a risky dependency on long-term staff who were the only ones who knew how to navigate the old software.
- Massive Data Migration and Cleanup: Transitioning required the seamless migration of a huge volume of data: 10,000+ customers and leads, a large vendor base, and 1,000+ products that needed standardizing into a clean SKU and category-parented system.
Our Solutions
A highly tailored solution was implemented and extensively customized using Zoho Books as the core enterprise system. This solution was iteratively configured with custom code and features by the Zoho Certified Developers at MetaBox Technology to meet the precise needs of the large-scale furniture manufacturer.
Progressive and Flexible Invoicing
Configured for multi-phase transactions, this allows Teck d’Or to track advance and progressive payments accurately. It streamlines collections and ensures timely payments for both the business and its clients.
Workflow Automation and Sales Control
Custom workflows automate critical tasks like void markers for expired orders and tailored document numbering. This provides precise transaction control designed specifically for Teck d’Or’s unique retail use case.
Dedicated Customer and Vendor Portals
Self-service portals empower clients and vendors to manage quotes and payment histories independently. This drastically reduces administrative communication and the volume of repetitive back-and-forth inquiry calls.
Mobile Accessibility for Business Operations
Optimized for every devices, including tablets, this allows sales teams to check stock and generate quotes anywhere on the showroom floor, removing the operational bottleneck of desk-bound administrative work.
Granular Security and Data Control
Defined permissions for roles like sales and accounting ensure robust security. This guarantees that sensitive financial information is only accessible to authorized personnel, safeguarding the organization’s data.
Our engagement is defined by long-term accompaniment. The entire enterprise system environment was designed and configured with scalability in mind, building a robust platform that is ready for significant growth. The existing structure ensures seamless integration with advanced use cases such as an advanced inventory management or real-time delivery system module and additional business applications, providing a sustainable support to walk the path with Teck D’Or to expand likewise when it expands its operations.
The Results
By replacing their legacy system with the customized Zoho enterprise system solution, Teck d’Or gained centralized control over its high-volume operations:
- Total Financial Clarity: The move to progressive financial tracking gave management real-time clarity on cash flow and revenue recognition. They can now monitor the financial health of long-term projects with a single click.
- Modern Use Interface Experience: The transition to a user-friendly interface significantly reduced training time for new staff. Furthermore, all transaction templates were customized with Teck d’Or’s professional branding and color palette, ensuring a consistent brand image.
- Administrative Freedom Through Automation: Automated workflows and self-service portals have minimized manual cross-checking. This has drastically reduced human error and freed up staff to focus entirely on customer service and sales growth.
- Seamless Customer and Vendor Experience: The new Customer and Vendor Portals improved efficiency and trust by offering clients 24/7 access to their transaction history and allowing vendors to easily manage their payments from their mobile devices.
- Operational Mobility: Sales teams are no longer restricted to the office. With full tablet access, they can assist customers and finalize quotes anywhere in the field or shop floor, providing a faster, more modern customer experience.
