Al Khozama Case Study: Zoho CRM

At a glance

Costs allocated to the right property and entity

Approvals recorded before spend

Facility jobs tracked per property

One consolidated management view

The challenge

What Al Khozama needed to fix

Al Khozama is a Saudi investment and management company for luxury hotels, retail and commercial property. Requests from each property have to be approved, procured and costed to the right entity.

Many entitiesEach property and hotel is its own entity for accounting.
Contract and vendor approvalsContracts and vendors needed formal approval.
Facility and capital jobsMaintenance and capital works had to be tracked per property.
ConsolidationManagement needed one view across all entities.

Hotel front desk under a crystal chandelier. Photo credit

Before and after

What changed for the team

BeforeAfter

Costs had to be assigned to many separate property entities

Costs allocated to the right property and entity in Zoho Books

Contracts and vendors needed formal approval before any spend

Approvals routed and recorded in Zoho Creator before purchase orders

Maintenance and capital works had to be tracked per property

Facility and capital jobs tracked per property in Zoho Projects

Management needed a single view across all the group's entities

Consolidated management dashboards across every entity in Zoho Analytics

How it works

The business process, step by step

01
Property request
A hotel or property raises a request for goods, services or works. The request is recorded in the Zoho Creator procurement app against the right property and entity, so it is costed correctly from the start.
02
Contract approval
Where a contract or vendor is involved, the request is routed for formal approval in Zoho Creator, so contracts and vendors are approved and the approval is recorded before any spend.
03
Facility or capital job
Maintenance and capital works are set up as facility or capital jobs in Zoho Projects and tracked per property, so management can follow each job from start to completion.
04
Procurement
After approval routing, approved requests become purchase orders in Zoho Inventory. Purchasing and stores are handled there, so goods received for each property are recorded against the order.
05
Invoice allocation
Supplier invoices and costs are allocated in Zoho Books, which keeps separate books for each property entity. Sales invoices are issued as ZATCA e-invoices in Fatoora format.
06
Consolidation
Zoho Analytics brings the entity books together into consolidated management dashboards, giving management one view across all hotels, retail and commercial properties in the group.

The solution

What we built for Al Khozama

Shyphan delivered the project on Zoho CRM, Zoho Books, Zoho Projects, Zoho Inventory, Zoho Analytics and Zoho Creator, covering a 6-step process with 4 integration points.

Asset and lease registers
Procurement approvals

Zoho Creator interface — Zoho Creator product screenshot, for illustration

Facility and capital jobs

Zoho Projects interface — Zoho Projects product screenshot, for illustration

Purchasing and stores

Zoho Inventory interface — Zoho Inventory product screenshot, for illustration

Tenants and commercial accounts

Zoho CRM interface — Zoho CRM product screenshot, for illustration

Consolidated management dashboards

Zoho Analytics interface — Zoho Analytics product screenshot, for illustration

Multi-entity books per property
ZATCA e-invoices

Who uses it

Property and hotel teams

Raise requests for goods, services and works for their property, so they can be approved and costed to the right entity.

Procurement team

Route contract and vendor approvals in Zoho Creator, then raise purchase orders and manage stores in Zoho Inventory.

Facilities team

Run maintenance and capital jobs for each property in Zoho Projects and track them through to completion.

Finance

Keep multi-entity books per property in Zoho Books, allocate invoices to the right entity and issue ZATCA e-invoices.

Management

Review consolidated dashboards in Zoho Analytics covering every hotel, retail and commercial property entity in the group.

Architecture

How the systems connect

InputsHotel PMSPOS systemsLease register

Delivered by Shyphan

OutputsZATCA FatooraManagement dashboards

Integrations

PMS and POS to finance
Hotel systems feed finance where contracted.
Lease and asset registry
Leases and assets in one register.
Procurement approvals
Approval routing before POs.
ZATCA e-invoices
Fatoora-format invoicing.

Reports and dashboards

Consolidated management view

Figures from every property entity combined into one management dashboard in Zoho Analytics.

Spend by property and entity

Costs allocated to each hotel, retail or commercial property entity, taken from Zoho Books.

Facility and capital jobs

Open and completed maintenance and capital jobs per property, taken from Zoho Projects.

Lease and asset register

Leases and assets recorded in one Zoho Creator register for the whole group.

The results

What the system does now

Costs allocated to the right property and entity
Approvals recorded before spend
Facility jobs tracked per property
One consolidated management view

Delivery

Five phases, discovery to support

01
Discovery
Process mapping, documents and data reviewed with each team.
02
Design
Target flow agreed across 6 apps and 4 integration points.
03
Build
Apps configured, custom logic built and integrations connected.
04
Test and train
User acceptance testing with real scenarios and role-based training.
05
Go-live and support
Cut-over, hypercare and ongoing improvements.

Local rules built in

ZATCA e-invoicing

Fatoora-format tax invoices with XML and QR, cleared or reported as required.

15% VAT

Standard, zero-rated and exempt supplies mapped, with return-ready reports.

Saudi PDPL

Personal data kept to what the process needs, with role-based access.

Arabic and English

Bilingual documents where customers and authorities expect them.

FAQ

Questions about this project

How are costs kept separate for each property?

Each hotel and property is its own entity in Zoho Books. Requests, purchase orders and invoices are allocated to the property and entity they belong to, and Zoho Analytics then consolidates the entity books into one management view.

Do the hotel PMS and POS systems connect to finance?

The hotel PMS and POS feed finance where that link was contracted. It is part of the integration scope only where agreed, rather than a default for every hotel system. Procurement, facility jobs and invoicing run in the Zoho apps in either case.

How are procurement approvals handled?

Procurement approvals are built in Zoho Creator. Contract and vendor approvals are routed before a purchase order is raised in Zoho Inventory, so each approval is recorded before spend and can be checked later against the order and invoice.

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Al Khozama

What Al Khozama needed to fix

What changed for the team

The business process, step by step

Property request

Contract approval

Facility or capital job

Procurement

Invoice allocation

Consolidation