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Neomax Technologies Private Limited

Challanges Faced

Custom Procurement Logic: Needed to handle vendor evaluation matrix and multiple approval levels


Project Cost Breakup: Developing logic to allocate indirect costs per project phase

Inventory & Procurement Linkage: Ensuring tight integration between custom procurement and inventory module

Outcome

Centralized visibility into finance, procurement, and HR

Reduced manual effort in procurement and billing

Real-time reporting and approvals across departments

Enhanced collaboration among project, procurement, and finance teams

MEP Infrastructure Contracting Company - Case Study for Urban Sphere

Urban Sphere is a well-established MEP company based in the UAE. With increasing demand for streamlined operations and real-time visibility across their business functions, the management team was seeking an ERP solution to eliminate siloed systems and ensure better coordination between departments.

Proposed Solution

We proposed the implementation of Zoho One Suite to manage the following key business functions:

Inventory Management

  •  Zoho Books
  •  Zoho Creator -  Procurement Application
  •      Zoho Projects
  •  Zoho People
  •  Zoho Payroll


Implementation Overview

Zoho Inventory

We implemented a complete multi-warehouse structure tailored for MEP material handling, streamlined stock in/out movements, and configured automated reorder level alerts to ensure uninterrupted project supply flow.

Zoho Books
The finance module was set up with a UAE-compliant Chart of Accounts, automated recurring transactions and approval flows, and integrated with bank feeds and payment gateways to simplify financial operations.

Procurement App (Zoho Creator)

A complete end-to-end procurement ecosystem was developed to support the full lifecycle of MEP project purchasing. The application includes modules for BOQ management, estimation creation, project creation, and stakeholder assignment. It enables structured purchase requests, RFQs, vendor quotation submissions, bid tabulation, and vendor comparison for transparent decision-making. The system supports seamless purchase order creation, material inspection, and goods receipt directly into inventory. Materials can then be allocated to specific project sites through controlled workflows. The entire procurement flow is fully integrated with Zoho Books and Zoho Inventory, ensuring real-time synchronization of financial transactions, stock levels, and project-wise material consumption.

Zoho Projects
Project templates were created specifically for MEP contracting workflows. Tasks were linked with billing milestones, and a client portal was enabled to provide live project progress updates for stakeholders.

Zoho People & Payroll
Leave and attendance approval workflows were configured, and payroll was fully integrated with HRMS and Zoho Books to centralize employee management and ensure compliant, streamlined payroll processing.