Aplikasi v2 - Blog , Case Studies (English)

GoGlobal Business Process Automation

Wed, 19 Aug 2026 15:33:25 +0800

Why Zoho Books Was the Best Fit

How GoGlobal Optimized People and Expense Operations with Zoho

Quick Read

Problem Statement

GoGlobal’s rapid global expansion led to inconsistent workflows, duplicated data, and manual reconciliation between Zoho People and Zoho Expense, slowing approvals and reducing visibility.

Proposed Solution

Aplikasi conducted a full system audit, aligning configurations, standardizing data, and automating approval workflows across both platforms for stronger accuracy and efficiency.

Implementation & Results

Streamlined configurations cut approval time by 50%, improved data consistency, and enhanced global reporting.

GoGlobal now benefits from an ongoing support partnership with Aplikasi for continuous system optimization.

Full Case Study

Business Case at a Glance

GoGlobal GEO Malaysia wanted to understand how they could make better use of their Zoho People and Zoho Expense platforms. To achieve this, they engaged Aplikasi to conduct a system audit that would help identify areas for improvement and uncover ways to manage their people and expense operations more effectively across 64 countries.

Through Aplikasi’s structured assessment and targeted configuration improvements, GoGlobal gained clarity on system gaps, achieved stronger data consistency, and established smoother approval and reporting workflows.

The audit’s success led GoGlobal to formally engage Aplikasi for ongoing support, marking the start of a long-term partnership focused on continuous system optimization and advisory.

What apps have been deployed

Zoho People

Zoho Expense

Company Background

GoGlobal GEO Malaysia Sdn Bhd is a leading provider of global employment outsourcing solutions, managing payroll, workforce, and compliance for clients across 64 countries. The company uses Zoho People to manage people operations and Zoho Expense to handle reimbursements, travel, and allowances. As operations expanded, GoGlobal recognized that while their systems worked well, there was potential to use them more efficiently. They wanted a trusted Zoho partner who could review their current setup, identify what could be improved, and recommend practical changes that would strengthen both platforms.

The Challenge

Over time, GoGlobal’s growth created variations in configuration, data structure, and approval workflows across regions. These differences led to inconsistencies and extra manual work in expense processing and reporting.

Key challenges included:

Misalignment between people operations and expense approval hierarchies.
Redundant custom fields and inconsistent data entry.

GoGlobal needed a clear, expert assessment to understand what was working, what wasn’t, and how they could use Zoho more effectively to scale their operations.

Finding the Solution

GoGlobal engaged Aplikasi to perform a comprehensive system audit across Zoho People and Zoho Expense. The goal was to understand current usage patterns, uncover inefficiencies, and recommend realistic, scalable improvements.

Diagnostic Assessment

Aplikasi conducted a detailed review of configuration structures, policies, workflows, and data mapping across both systems to identify where processes could be simplified or better aligned.

Strategic Recommendations

Findings were summarized in a structured Findings & Recommendations Report, highlighting configuration improvements, data governance standards, and opportunities for better process alignment.

Implementation Support

Working closely with GoGlobal’s internal teams, Aplikasi implemented practical configuration updates and standardized workflows to make processes more consistent and efficient.

Transition to Ongoing Support

Following the success of the audit, GoGlobal engaged Aplikasi for continued support, including monitoring, optimization, and advisory services to maintain system performance over time.

Key Improvements Driven by Aplikasi

Zoho People

Standardized departments, designations, and reporting hierarchies to align with expense approvals.
Linked attendance and leave information to reimbursement eligibility for better visibility.
Streamlined employee master data for more accurate synchronization with Zoho Expense.

Zoho Expense

Introduced consistent naming conventions for expense policies and categories.
Consolidated redundant fields for simpler reporting.
Implemented dropdown validation for country and project data to improve accuracy.
Reorganized expense policies for easier navigation and user clarity.

Results and Impact

Area	Before	After
Configuration Consistency	Varied by region	Standardized globally
Expense Data Accuracy	Unstructured and prone to duplication	Cleaner, validated data structure
Approval Efficiency	Delays from manual reviews	Automated flow cutting approval time by 50%
Support Structure	No formal post-implementation support	Dedicated ongoing partnership with Aplikasi

Conclusion

The collaboration between GoGlobal GEO Malaysia and Aplikasi began with a simple goal, to find out how things could be done better.

By performing a full system audit, identifying areas for improvement, and optimizing configurations across Zoho People and Zoho Expense, Aplikasi helped GoGlobal:

Simplify and standardize workflows.
Improve data integrity and visibility.
Establish a long-term support partnership for sustained performance.

Aplikasi continues to support GoGlobal through ongoing system optimization, user assistance, and advisory services—helping the organization scale confidently while maintaining excellence in people and expense management.

The support team at Aplikasi has been nothing short of outstanding. Azlan, Taufiq, and Nurul Asyiqin have consistently provided top-tier assistance, always going the extra mile to address and resolve any concerns we have with Zoho. Their responsiveness, in-depth knowledge, and proactive approach have made working with them an absolute pleasure. They are always patient, thorough, and dedicated to ensuring our needs are met promptly and efficiently. We truly value their unwavering support and expertise, which has played a vital role in enhancing our experience with Zoho.
— GoGlobal GEO Malaysia Sdn Bhd

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.

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Rethinking the CRM homepage

Fri, 14 Aug 2026 15:56:25 +0800

Introducing Canvas Home View in Zoho CRM

For most organisations, the CRM homepage is treated as a default starting point.
It shows activity. It shows numbers. It shows updates. But very few teams ever question whether it is actually helping people work better.
Over time, this becomes a blind spot. Teams adapt to the system instead of improving it. They click through multiple modules, rely on fragmented views, and spend unnecessary time navigating instead of acting.
At Aplikasi, we see this pattern consistently across SMEs and growing enterprises. The issue is not a lack of capability within the CRM. It is the absence of intentional design. Zoho CRM's Canvas Home View addresses this directly.

From Static Dashboard to Operational Workspace

Canvas Home View introduces the ability to design your CRM homepage using a drag and drop interface, transforming it from a fixed dashboard into a configurable workspace.

This distinction matters.

A dashboard is passive. It displays information.

A workspace is active. It supports decision-making.

With Canvas, your homepage becomes a layer where data, actions, and priorities are structured in a way that aligns with how each role operates.

This is not about aesthetics. It is about operational efficiency.

Aligning CRM Experience with Role-Based Workflow

One of the most common inefficiencies in CRM usage comes from a one-size-fits-all interface. Sales, marketing, and support teams are often exposed to the same layout despite having fundamentally different priorities.

Canvas Home View enables organisations to design role-specific homepages that reflect how each function works.
- Sales teams can prioritise pipeline visibility, deal progress, and follow-ups.
- Support teams can focus on ticket queues, response times, and workload distribution.
- Marketing teams can track campaign performance and engagement metrics.

By structuring the homepage around role-specific needs, organisations reduce cognitive load and improve decision speed.

Users spend less time searching and more time executing.

Reducing Navigation Friction

In many CRM environments, valuable time is lost not in analysis, but in navigation. Users move between modules, open multiple tabs, and reconstruct context manually before taking action.

Canvas Home View reduces this friction by allowing key components such as dashboards, custom views, reports, and widgets to be assembled into a single, unified interface. Existing canvas list views can also be embedded directly into the homepage in different formats including card, tile, or table views.

This creates a consolidated working environment where information is already contextualised.The result is a shorter path from insight to action.

Enabling Business-Led Customisaton

A common barrier to meaningful CRM customisation is technical dependency. Changes often require IT involvement, creating delays and limiting experimentation.

Canvas shifts this dynamic. With its drag and drop builder, business users can design and refine their own homepage layouts without coding.

This has two important implications:

Faster iteration
Teams can adjust their workspace as priorities evolve without waiting for technical resources

Closer alignment to actual workflows
The people using the system are the ones shaping it

This reduces the gap between system design and real-world usage.

Supporting Controlled Deployment

Flexibility without governance often leads to inconsistency. Canvas Home View balances both.

Organisations can design and test homepage configurations in a sandbox environment before deploying them to production.

Once validated, these configurations can be shared across users, roles, groups, and territories to ensure alignment at scale.

Additionally, the ability to associate queries directly with homepage components ensures that displayed data remains relevant and actionable. This approach supports both experimentation and standardisation.

Practical Impact on Daily Operations

To understand the impact, consider a typical sales workflow. Without optimisation, a sales manager may need to:

- Navigate to the deals module to review pipeline
- Open reports to track monthly performance
- Check activities for follow-ups
- Compile information mentally before prioritising actions

With Canvas Home View, these elements can be structured into a single interface.

Pipeline status, revenue progress, open deals, and pending follow-ups are visible immediately upon login.

This reduces context switching and enables faster, more informed decision-making at the start of the day.

Aplikasi's Perspective

Technology alone does not create efficiency, structure does.

Canvas Home View is a powerful feature within Zoho CRM, but its effectiveness depends on how it is designed and aligned with your business processes.

At Aplikasi, our role is not just to implement systems, but to ensure they are structured in a way that supports how your teams actually work.
This involves:
Defining what each role needs to see and act on
Designing layouts that reduce friction
Ensuring consistency across teams while allowing necessary flexibility

When done correctly, the CRM becomes more than a system of record. It becomes a system of action.

For teams looking to improve efficiency, reduce friction, and increase adoption, this is not just a feature update.

It is an opportunity to rethink how work gets done inside the CRM.

More info

Paperless Expense Management

Mon, 26 May 2025 14:31:39 +0800

Why Zoho Books Was the Best Fit

What Happened When Mamee Replaced Spreadsheets with Zoho Expense

Quick Read

Problem Statement

Mamee’s manual claim process was slow and inefficient, involving multiple approval layers and communication gaps. Without a centralized system, employees could exceed their entitlements, and finance had to manually verify claims. The lack of reporting made it hard to track spending trends or identify policy violations across departments.

Proposed Solution

The solution was to fully digitalize Mamee’s claim management using Zoho Expense. This cloud-based platform automates claim submissions, enforces policies, and introduces real-time access and reporting, enabling faster approvals, reduced errors, and data-driven decisions.

Implementation & Results

With Zoho Expense, Mamee streamlined approvals, enforced claim limits, and enabled real-time tracking. Paperless submissions, auto-mileage tracking, and expense categorization improved accuracy and saved time. Advanced reporting gave clearer visibility into spending patterns, boosting overall operational efficiency.

Full Case Study

Business Case at a Glance

The entire workflow of Mamee’s previous claim management was being run manually. This had affected the organization in multiple aspects, including efficiency, convenience and productivity.

What apps have been deployed

Zoho Expense

Company Background

When reminiscing on the most memorable childhood snacks in Malaysia, it is almost impossible for one character not to emerge in your mind - the beloved blue Mamee monster! Since 1971, Mamee Group of Companies has been operating as a prominent Malaysian food manufacturing company. Renowned for its diverse snack products, ranging from Mister Potato chips and Double Decker crackers to instant noodles and even beverages. However, it was only in 1974 when the company introduced its innovative flagship product: Mamee Monster Noodles, dry noodles made to be eaten straight out of the packet. Altogether, these various snacks have burrowed a reputable fondness in the hearts of children and adults alike as a nostalgic staple in Malaysian homes.

After being in the market for 54 years, Mamee has strived to produce “better-for-you” goods using healthier ingredients than its competitors. Mamee's growth is also depicted through their strong commitment to innovation where, at its main Malacca factory, automation have replaced most of the company's manual labour.

With operations originating as a small instant noodle factory in Malacca, it is a stark contrast to see the company's flourishing development today with international ventures across Southeast Asia and South Korea, investment in the US and Singapore and even a partnership with Manchester United. Going strong in its 4th generation as a family business, Mamee’s history has Datuk Pang Chin Hin to thank for founding the company that has brightened childhoods not just in Malaysia but all around the world.

The Challenge

Mamee faced multiple issues directly relating to the capabilities of its claim management system - specifically because the entire process was being done manually. The general process of managing claims requires many steps. Being done with traditional methods meant that claims had to go through multiple stages of communication and levels of authority before finally being approved. From creating the form and spreadsheets to sending emails and managing and submitting the claim, the approval process was certainly not straightforward - and certainly not quick. Because of this, the workflow just to get a claim approved was unstructured, tedious and time-consuming.

Moreover, there was no centralized data system to which information was kept. This meant that no controlled entitlements were set for each employee. Without a proper system in place, employees could take advantage of this issue and submit claims that were higher than their determined entitlement. Thus, it was the responsibility of finance personnel to individually check each claim submitted, further exacerbating the already time-consuming process.

Finally, they previously managed claims by fully relying on spreadsheets thus, it could not provide any sort of claim reporting, such as analytics or insights, that would have clarified the bill allowance for each department. The inability to generate reports puts the company at a disadvantage, as it may struggle to identify trends and patterns in employee claims, whether related to specific expense types like transportation costs or business units such as across Mamee's various branches. Being able to identify such patterns is important as it enables data-driven decisions that may help optimize costs, address inefficiencies and improve the company's overall operational effectiveness.

Finding the Solution

There was one pivotal aspect of Mamee's claim management system that caused many of the company's setbacks, especially in terms of efficiency and productivity - the fact that it was being run manually. Our proposed solution to solve their issues? Digitalization.

Implementation and Results

Our recommendation of choice was to transform their existing system by equipping them with Zoho Expense - a comprehensive software for claim management that addresses all their previous problems!

As a cloud solution, not only will they be able to retrieve their documents on demand, but their approval flow will also become much more structured. After submitting the expenses for the month, the relevant superior will be notified and given the choice to approve the claim with just a click. The task of managing claims suddenly becomes convenient and easy for both the employees and their superiors.

Superiors can immediately approve a claim, whilst an employee can receive an instant notification along with the superior's reasoning if their claim was rejected. Due dates can also be set for the submissions of expenses and the superiors’ approvals, ensuring that expenses are completed within a set timeframe preventing delays in reimbursements. Wherever they are, both parties can access information regarding the matter quickly through the application, either on desktop or mobile.

Additionally, Mamee was now able to customize details, such as defining expense policies and limits to ensure that each employee's entitlement was controlled. This allowed them to choose from their designated expense types whilst removing the cumbersome task of rechecking each claim, which in turn saves time. Through customization, certain fields can be mandated as mandatory, which ensures that all required information is submitted for each claim, reducing the time that would have been wasted from mistakes or incomplete submissions and improving the system's overall efficiency.

With Zoho Expense, Mamee also unlocked various other features to streamline the expense tracking process, which is especially beneficial for their accounting team. By allowing the organization to categorize expenses, it is now easier for them to align with the company’s chart of accounts in their accounting system - further ensuring accuracy in the company’s financial tracking and reporting. Even mileage claims can be made through the software’s auto-mileage tracking, calculated based on the set criteria, vehicle type and rate per kilometre.

Moreover, Mamee’s expense system was truly digitally transformed, maximizing productivity and accuracy through digitalization. The cloud-based solution enables the ability to import expense data from other sources and export reports for further data analysis. This streamlines efficiency by reducing manual data entry and ensuring that expense reports and their data can be accessed on various platforms. Furthermore, using Zoho Expense’s digitalized platform means that employees are no longer required to keep physical receipts as attachments to their claims, saving the physical efforts of printing and filing which saves costs and space while enhancing their accuracy.

Even more time is saved by eliminating the formerly time-consuming back and forth that came with processing each claim through the relevant people. In addition, without the physical labour of printing and filing the expenses, costs and space are also saved with Mamee's new digitally transformed system. Zoho Expenses also exceeds its existing capabilities with the ability to generate reports and analytics that give them an insight into the patterns within their organization, enabling them to spot discrepancies amongst their several branches or even policy violations. Additionally, they are now able to clearly visualize this data by producing various types of graphs and charts, thus allowing for more well-informed decisions to be made based on the company's data patterns.

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.

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[Case Study] Behind Carsome's Struggle

Fri, 17 Nov 2023 10:10:07 +0800

Carsome

https://www.youtube.com/embed/hHMe1oUifSg?si=HRzkIgf81cOHbhuv

Automotive Sales Industry

Business Case At Glance

Carsome encountered a significant challenge in retrieving historical client data, magnified by a specialized CRM module that treated each customer interaction as a distinct entity and not linking it back to any specific customer record, complicating service delivery and made it impossible to churn out meaningful demographical analytics.

Additionally, the integration of their old and new databases within the CRM system posed another obstacle, resulting in a cluttered database and complicating the consolidation of information. The challenge for Carsome extended beyond acquiring the right tools; it involved finding a seamless integration method to ensure operational smoothness.

Therefore there is a need for a solution that can help keep things organized and make it easier to look back at past information, which is especially important for big companies.The key is for the system to handle these challenges, making sure that keeping track of interactions and people's information works together smoothly. It's like a careful dance, and when done right, it turns managing information into a smooth and organized process.

Company Background

In the dynamic landscape of the automotive sales industry, one name stands out prominently which is Carsome. For over six years, this avant-garde company has been revolutionizing the used car subsector. Established in 2015, Carsome has etched its mark as a formidable player in the market. In 2017, the company expanded its operations across Southeast Asia, a move that underscored its growing regional presence. Not content with the status quo, Carsome made waves in 2020 by acquiring major competitors, iCar Asia, and 2ndLease, cementing its position as a dominant market force.

At the heart of Carsome's operations lies a mission to simplify the complexities of buying and selling used cars. The company's core values, built on transparency, trust, and innovation, define its commitment to delivering an exceptional customer experience. Carsome offers a comprehensive suite of services, encompassing inspections, certifications, and a digital marketplace for pre-owned vehicles. Their commitment to quality and reliability ensures that every car that passes through their platform is thoroughly vetted and backed by a warranty, giving customers peace of mind.

While the company website provides a detailed roster of key leadership personnel, one noteworthy figure is Co-founder and CEO, Eric Cheng. His visionary approach and leadership have played a pivotal role in steering Carsome toward its current success. With a steadfast commitment to their mission and values, Carsome continues to be a driving force in the used car industry, offering innovative solutions and trustworthy services to customers in Southeast Asia and beyond.

The Challenge

One of the foremost problems that Carsome faced was the inability to access historical data of a particular client. This issue stemmed from the fact that they had a custom module in their CRM system that created each old customer as a new entity, rather than connecting them to their existing records. Thus, this resulted in a situation that made it impossible to see old conversations and past deals making it tough to give top-notch services to customers.

Furthermore, Carsome faced a formidable challenge as they tried to integrate their old database with the new one within their CRM ecosystem. The failure to establish a seamless connection between the two databases created a disconnect that impeded their ability to gain a comprehensive view of their clients. This not only made it difficult to consolidate information but also led to a cluttered database.

These two problems contributed significantly to their inability to produce any meaningful customer-centric analytics which is pivotal in driving strategic decision-making.

Adding to their list of conundrums was the sheer volume of data that required migration. Carsome found themselves wrestling with the task of splitting this colossal chunk of data into separate modules, all the while ensuring that they were linked together for historical data preservation. They needed to put all the pieces together in the right way, but it was really tricky, and they didn't have all the right pieces to the puzzle.

Apart from their CRM tribulations, Carsome also confronted hurdles when they attempted to develop and embed their live chat support widget into their mobile applications. This was a two-fold challenge. Firstly, they lacked clear and comprehensive directions to navigate this intricate process. Secondly, the absence of appropriate resources, both in terms of human expertise and technical support, further complicates the issue. The absence of a well-defined roadmap delayed their progress in enhancing their mobile applications with the live chat support widget, which had the potential to significantly improve customer engagement.

Finding the Solution

To solve these problems, Carsome knew they needed a smart plan. They realized that just using technology wouldn't be enough. Fixing these issues meant careful planning, getting help from experts, and being creative with new ideas.

Regarding the issue of historical data within their CRM system, our proposed solution involved a substantial revamping of their data management procedures. The recommendation was to implement a rigorous data entry system, emphasizing consistency and accuracy. This required a concerted effort to ensure that all customer data was entered uniformly and accurately into the CRM, eradicating the creation of redundant records. Additionally, a robust data linkage mechanism was established to amalgamate customer records over time, not only thwarting data duplication but also furnishing a holistic view of customer interactions.

In addressing the challenge of integrating old and new databases, Carsome sought us as the experts of CRM who could bridge the gap seamlessly. We devised a strategy for the smooth migration of the old database into their CRM while safeguarding data integrity and averting duplication. This strategic collaboration allowed Carsome to unify its data sources, optimizing operational efficiency and paving the way for more streamlined data management.

Facing the complexity of organizing data, we took a systematic approach where we migrated their data into relevant groups and used a strong tagging system. This method made it much easier for them to track each customer's history and connect related parts. As a result, not only was the improvement in data organization clear, but it also helped make better decisions based on complete information.

Facing challenges in adding the livechat widget to mobile apps, Carsome decided to be proactive. They need an appropriate resources, both in terms of human expertise and technical support. This combined effort could help them overcome the problems and offer a smooth experience to customers on their mobile apps, making their customer interactions even better.

Implementation and Results

A web untangled.

The issue arised when they had a custom module in their CRM system that created each old customer as a new entity, rather than connecting them to their existing records.The implementation process involved the introduction of key modules to enhance their operational efficiency and customer interactions.The focal point of this initiative was the introduction of the contacts and deals module, a strategic move to streamline the tracking of interactions. In this approach, each interaction was designated as a deal, and these deals were linked to the respective contact. This meant that every contact could potentially have multiple deals, reflecting the frequency of their interactions with Carsome. The system was designed to create a new deal and link it to an existing contact when a new interaction occurred. In cases where no existing contact was found, a new deal would be created.

Decluttering 700,000 of data.

Not only that, Carsome faced a formidable challenge as they tried to integrate their old database with the new one within their CRM ecosystem.The magnitude of this digital overhaul became evident during the migration of data. A staggering 700,000 records needed to be meticulously decluttered and migrated into the new modules. This intricate process required a meticulous separation of data into contacts and interactions, turning one massive dataset into two distinct databases which is contact and deal database. The complexity escalated as each interaction had to be linked back to the corresponding contacts, demanding a delicate balance between data organization and historical continuity.

Despite the challenges, the team successfully navigated this complex data migration exercise. The process involved linking the deals back to the contacts module, a feat that required meticulous effort and attention to detail. Through strategic implementation, we had seamlessly integrated their historical data into the new digital infrastructure, setting the stage for enhanced operational insights.

Right guidance leads to straight path.

Lastly, Carsome also confronted hurdles when they attempted to develop and embed SalesIQ support widget into their mobile applications. To ensure a smooth transition and ongoing support, routine weekly sessions were established. These sessions served as a platform for collaborative discussions and Q&A, providing a direct avenue for problem-solving. The proactive engagement of the team not only facilitated immediate issue resolution but also allowed for the conveyance of critical messages to Zoho when needed. As a result, Carsome successfully incorporated SalesIQ widget into their mobile applications, marking a significant milestone in their digital journey.

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What apps have been deployed

Zoho CRM
Zoho SalesIQ

What our client says about our service?

Working with Aplikasi over the past 5 months has been an absolute delight. They have seamlessly implemented different Zoho applications tailored to our business and offered feedback on different use cases. What sets them apart is their unwavering commitment to understanding our unique challenges and pain points. Aplikasi immerses themselves in our problem statement and works tirelessly to provide effective solutions using Zoho, highlighting the flexibility of the Zoho ecosystem in the process. Their expertise and dedication have transformed the way we operate, making us more efficient and productive. I wholeheartedly recommend Zoho as well as Aplikasi to anyone seeking tech implementation partners in Malaysia who truly care about their clients' success.

- Carsome

[Case Study] HRDCorp: Customer Service Automation

Thu, 20 Jul 2023 14:17:04 +0800

HRDCorp

https://www.youtube.com/embed/ZWyFjeoGldo

Human Capital Development

Quick Read

Problem Statement

Not enough agents to handle tickets, resulting to bad customer satisfaction
Manual ticket transfer between departments which takes too much time and oversight
No convenient channel to reach actual agents
Unsystematic Knowledge Base management

Proposed Solution

Ticket automation to transfer between departments
Automatic replies in ticket management
Proper catelogue management for Knowledge Base
A chat tool to enable customers to reach actual agents

Implementation and Results

Auto-reply and convenient ticket transfer improved reply and resolution time.
No tickets are left to be uncategorized and unaccounted for.
Easier navigation and access to information for HRDCorp's customers.

Read the full case study here

Business Case at a Glance

HRDCorp has been using Zoho Desk to handle hundreds of tickets a day, but unfortunately, it has not been used to its full capacity. Although agents do have a place to look at all their tickets, no defined process was in place, and thus there was no automation possible that could have helped ease the burden on the support agents.

Company Background

HRDCorp is a government-linked company (GLC) in Malaysia that manages and promotes human capital development through various channels, methods, and events. When a company reaches a certain size in terms of the number of employees, they're required to be registered with HRDCorp and will be obligated to contribute a fraction of their revenue. In return, HRDCorp provides resources and means to improve the skills of the employees. Having said that, HRDCorp is a large organisation and is constantly addressing the issues and concerns of its contributors.

The Challenge

Zoho Desk was only used as a database to keep track of all the tickets and respond to them. However, when hundreds of tickets come in a day, it becomes too overwhelming for the service agents to keep track of them, which leads to unattended tickets. That, in turn, leads to unsatisfactory service quality, as seen by the contributors.

The agents are also faced with issues where they are overwhelmed with direct calls from employers and employees alike. More time spent answering calls means fewer issues that can be addressed per day. Most of the issues are solvable by referring to existing articles in the knowledge base.

Finding the Solution

As such, our focus when trying to solve this issue is on simplifying some of the processes, defining them, and taking a load off of their shoulders in general. Because HRDCorp cannot afford to have downtime, we do have to keep that in mind when offering our consultation and finding the best possible solution.

Implementations & Results

The first thing that we did was make clear distinctions between the numerous departments in the organisation and define teams in each of the departments. Then, an automation is being put in place to automate ticket assignment according to the defined criteria. This eliminates the need for the agents to do it manually, a task that consumes a lot of time, more so when the agent is relatively new.

Then, we implemented blueprints so that everybody, regardless of their role, could know what they had to do as instructed by the system. This allows less time for training agents and memorising the steps as the system has dictated what must be done step by step.

We make use of the Knowledge Base in Zoho Desk and integrate it with SalesIQ, where we built a chatbot that would entertain the visitors by default when they visit HRDCorp's website. This has reduced the agents' interaction time with the visitors considerably. This means that they can focus their resources on doing more important things.

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What apps have been deployed

Zoho Desk
Zoho SalesIQ

What our client says about our service?

Aplikasi has been extremely helpful during the implementation period and they provide superb support. They have been supportive and accommodating, and this is especially crucial as we can't afford to have any downtime whatsoever.

- HRDCorp Team

[Case Study] AE Aequitas Sdn Bhd: Asset Movement & Management System

Thu, 20 Jul 2023 14:11:02 +0800

AE Aequitas Sdn Bhd

https://www.youtube.com/embed/RRlrxc2GIKI

Industrial Technologies

Business Case at a Glance

AE Aequitas Sdn Bhd is a fast-growing safety services and engineering company in Malaysia that specialises in fire protection systems. 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 was a success, covering two locations in just over a month.

Company Background

Aequitas is a fire extinguisher service company that has served and still serves reputable MNCs in Malaysia. With the recent advancement in technology and the pressing need to keep up, the company is desperate for a solution that would help. 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 of what Zoho People and Expenses had to offer at such an affordable price and decided to get on board right away.

AE Aequitas Sdn Bhd evolved from another company and is now primarily focused on providing fire extinguisher services throughout Malaysia. The company has three operations centres covering different parts of Malaysia. Currently, it has 33 dedicated employees, most of whom 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 aspire to fully transform their business with other Zoho apps as well.

The Challenge

Prior to their engagement with Aplikasi, all their jobs namely work monitoring, claim processing, attendance, and collaboration—were done manually. Because the operations team's jobs require a lot of traveling, there are a lot of claims. The whole process of applying for claims and approving them took the company two weeks per month to settle them. This job involves the finance department, the clerk, and also the HR department, and the 2-week cycle is killing their productivity.

The next phase involved heavily configuring and customising Zoho CRM to be a Fire Extinguisher Servicing System. Previously, as with their HR processes, everything was done manually, and there was no centralised database for all their assets. Technicians have their own logbooks for deliveries and pick-ups, and as the process is analogue, there is no transparency as well. Tanks' whereabouts cannot be traced should they be 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, who happens to be a mutual friend of Aplikasi’s founder, Azlan. In just two days, the meeting was set. Upon explanation and a short demo by Aplikasi, Ridzuan decided that every problem his company was having could 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 or change management professionals, 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.

Implementations & 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. The company notices an immediate improvement in their business processes after going live. In their claims process for example, it took them 2 weeks per month to settle everything; from claim applications to verification, approval, and reimbursement as the operation team’s work is mostly on the go. Hundreds of papers are documented every month to store the receipts and application forms. Three departments: Human Resource, Administration, and Finance would be busy handling the claim process. Zoho Expense immediately eliminates all the paperwork, and what’s most apparent is that 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 the Zoho People mobile app, both requesters and approvers can do their jobs on the go. Attendance tracking and remote working monitoring are also possible now, promoting transparency and ensuring resources are being spent appropriately and responsibly.

The Fire Extinguisher Management System proved to be a challenging task indeed, as a lot of customization and configuration needed to be done to the CRM. The implementation focused on transparent and real-time database updates from each technician and each pickup and delivery. Having it integrated with Zoho Forms has made it possible for the technicians on the field to transfer information to the back office for further processing. The implementation also involves scanning devices and barcode printers, which would have the numbers generated from CRM automatically and later be used in asset tracing.

Book free demo now!

Visit the support centre

What apps have been deployed

Zoho CRM
Zoho Form
Zoho People
Zoho Expense

What our client says about our service?

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.

-Mr.Ridzuan (Aequitas CEO)

[Case Study] Innoveam Sdn.Bhd: Advanced Sales & Project Automation

Thu, 20 Jul 2023 13:59:27 +0800

Innoveam Sdn Bhd

https://www.youtube.com/embed/pg_i9WZ0w5s

Regional Technologies Solution Provider

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.

Book free demo now!

Visit the support centre

What apps have been deployed

Zoho CRM Plus (CRM, Projects, Campaign, Social, Analytics)
Zoho Projects
Zoho People
Zoho Expense
Zoho Books
Zoho Analytics

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

[Case Study] Carpedia Global Holidays Sdn. Bhd: Vehicle Fleet Management System

Thu, 20 Jul 2023 13:53:19 +0800

Carpedia Global Holidays Sdn Bhd

https://www.youtube.com/embed/Ck1_YHOHwVY

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.

Book free demo now!

Visit the support centre

What apps have been deployed

Zoho One
Zoho CRM
Zoho People
Zoho Expense
Zoho Books

What our client says about our service?

With Zoho and the help from Aplikasi team, we managed to digitalise and to centralise our business under one platform. With all Zoho Apps integrated between each other, it makes all our processes easier to maintain and monitor. It really does save us time and resources. Aplikasi makes sure that the onboarding process is smooth for our employees.

- Carpedia Team

[Case Study] Executive Recruiters: Recruitment Automation

Thu, 20 Jul 2023 13:39:02 +0800

Executive Recruiters Sdn Bhd

https://www.youtube.com/embed/TvS3tu_IykM

Staffing Agency

Business Case at a Glance

Executive Recruiters assist their customers in building successful leadership teams by delivering great service and experience in the delivery of efficient recruiting, training, and development solutions. They bring their knowledge, exceptional consultancy, and research capabilities to every client assignment. With over ten years of experience in the recruiting market, they were recognised when they won the Human Resources Recruitment Awards in 2015.

But the method they were using, which relied on Excel sheets and laborious processes to hire, was outdated, so we suggested Zoho Recruit, which enables them to manage their hiring on one site.

Company Background

Executive Recruiters first began business executing junior positions and recruitments in mass for clients such as call centres, banks, and self-service centers. Within the past 10 years, they have shifted their focus towards pioneering and senior roles, with a goal in mind to emphasise functionalities instead of mass recruitment.

Executive Recruiters processes start with identifying and targeting a specific group of candidates, followed by in-depth discussions with their clients. Potential candidates will then be considered, but their suitability will be determined before they are invited to the next stage of the screening and interview process.

The Challenge

Five or seven years ago, the system that they had been using had become obsolete because they could not keep up with the demand required for the recruitment process, where they only relied on Excel sheets and manual processes to do the hiring. Hence, now they know that they need to rely on a third-party vendor to accomplish their work, so they are looking for an alternative that leads them to Zoho Recruit.

Finding the Solution

We recommended Zoho Recruit, which allows them to manage all of their hiring in one place. As a result, they are now better prepared to handle the digital transformation in their workplace, which necessitates more optimised and efficient performance to meet their clients' demands.

Implementations & Results

The hiring process is also digitalized, which includes interview scheduling, screening, client management, resume management, and more. Zoho Recruit also has their own career site, the ability to generate standard resume templates, and all of these functions are used by Executive Recruiters.

Book free demo now!

Visit the support centre

What apps have been deployed

Zoho One
Zoho Recruit

What our client says about our service?

I would recommend other people to use Zoho Recruit. Especially for HR or other agencies as well. Because it is definitely useful and easy to customize based on your need..

- Stone Teoh, Business Operations Lead

[Case Study] Nasty Worldwide (NSTY): Productivity, Collaboration & HR Management

Thu, 20 Jul 2023 13:32:01 +0800

Nasty Worldwide (NSTY)

https://www.youtube.com/embed/XZryuyEHMhk

Electronic Nicotine Delivery Systems (ENDS) Provider

Business Case at a Glance

As of January 2019, NASTY is a full-fledged provider of smoking-cessation solutions, having released its first closed pod system device, the NCIG 1 (an abbreviation of the NASTY Cigarette). The device was created in-house with the intention of providing the best possible aid to smokers trying to break their habit.

Back then, they used many incompatible apps. Hence, teamwork was often repetitive, laborious, and disorganised. Aplikasi, which develops tightly integrated applications, recommended Zoho One.

Company Background

NASTY Worldwide started out as an e-liquid manufacturer when it was established in 2015 in the city of Tampin in Malaysia. NASTY quickly began penetrating markets and gaining a large following across Europe and the Americas with its award-winning creations. The company focuses its research and development efforts on flavour combinations that set new trends and on fresh brand designs.

Nasty LABS R&D Center is the heartbeat of NASTY. This centre offers comprehensive services to original equipment manufacturer (OEM) customers all over the world. Today, NASTY designs, develops, and markets a comprehensive ecosystem of solutions for electronic nicotine delivery systems (ENDS). NASTY is located in Indonesia, India, the United States of America, the United Kingdom, the United Arab Emirates, and South Korea. Their goal is to have NASTY become the ENDS Solutions Provider with the Largest Market Share and Most Recognized Brand Name by the year 2030.

The Challenge

The fact that they utilised a large number of apps that were not compatible with one another or able to communicate with one another was an issue back then. As a result of it, the process of collaborating within their team was frequently redundant, tedious, and unorganized.

The increasing cost of Google Suite was the main reason this strategy was adopted by Nasty and how we came into the picture. The other difficulty that they were encountering was in the area of human resources management. Their HR policy was not easily implementable with their old system, which was HR.

Finding the Solution

The first project we had with NASTY was migrating their Google Suite to Zoho Workplace. This migration exercise includes the migration of about 300 employees' email accounts from GSuite to Zoho Mail, the configuration of domains in Zoho Mail, and redirection setup to ensure emails coming into the old address are captured in the new address. Not to forget, Zoho People was also introduced with the integration to Payroll Panda.

Implementations & Results

The applications of Zoho People, Zoho Expense, and PayrollPanda were all developed and tightly connected with one another. All of the claims and the basic salary are sent to Payroll Panda, and then Payroll Panda will process the amount to generate payslips for all of the employees. Once this is complete, the payslip can be downloaded from or viewed within Zoho People. The majority of the processes are made more efficient by the fact that they all operate in the background.

Book free demo now!

Visit the support centre

What apps have been deployed

Zoho One
Zoho Creator
Zoho People
Zoho Books

What our client says about our service?

Very helpful and responsive and friendly from Aplikasi in delivering and assisting us in our needs.

- Nasty team