Al Qadah Al Muttahidah Case Study: Zoho CRM

At a glance

Manpower, equipment and materials quoted together

Attendance drives timesheets and billing

Assets and materials tracked per site

Invoices follow approved progress

The challenge

What Al Qadah Al Muttahidah needed to fix

Al Qadah Al Muttahidah is a Saudi civil and MEP contractor that also supplies equipment rental, skilled workforce and materials. Jobs combine people, machines and materials on client sites.

Mixed quotesQuotes combined manpower, equipment and materials.
Site attendanceWorkforce attendance and timesheets drove billing.
Equipment and materialsRental assets and material issues had to be tracked per site.
Recurring and job invoicesSome clients were billed monthly, others per job.

Engineers in hard hats inspecting work on a construction site. Photo credit

Before and after

What changed for the team

BeforeAfter

Quotes had to combine manpower, equipment and materials

Manpower, equipment and materials quoted together on one Zoho CRM quote

Workforce attendance and timesheets drove billing for each site

Attendance devices feed Zoho People timesheets that drive manpower billing

Rental assets and material issues had to be tracked per site

Rental assets and materials tracked per site in Zoho Inventory

Some clients were billed monthly and others per job

Recurring and job invoices raised from approved progress in Zoho Books

How it works

The business process, step by step

01
Customer RFQ
A customer sends a request for quotation, which the sales team records in Zoho CRM, so each RFQ for manpower, equipment rental or materials is tracked from the start.
02
Resource quote
The team prepares a single resource quote in Zoho CRM that combines manpower, equipment and materials for the job, so the client sees all the resources it needs on one quote.
03
Site mobilisation
Once the quote is accepted, the crew and machines are mobilised to the client site. The site job is set up in Zoho Projects, and rental equipment is tracked per site in Zoho Inventory.
04
Attendance and timesheets
Workforce attendance is captured from attendance devices and fed into Zoho People, which builds timesheets per site. Those timesheets then drive what the client is billed for manpower.
05
Material issue
Materials issued to each site are recorded in Zoho Inventory against the job, while site teams use the Zoho Creator field app to log site activity and progress.
06
Approval and invoice
Site progress is approved in Zoho Projects, and approved progress becomes an invoice in Zoho Books. Clients are billed monthly or per job, with ZATCA Fatoora-format invoices.

The solution

What we built for Al Qadah Al Muttahidah

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

RFQs and resource quotes

Zoho CRM interface — Zoho CRM product screenshot, for illustration

Attendance and timesheets per site

Zoho People interface — Zoho People product screenshot, for illustration

Field app for site logs and progress

Zoho Creator interface — Zoho Creator product screenshot, for illustration

Site jobs and progress approvals

Zoho Projects interface — Zoho Projects product screenshot, for illustration

Materials and rental assets

Zoho Inventory interface — Zoho Inventory product screenshot, for illustration

Recurring and job invoices with ZATCA

Who uses it

Sales and estimating

Record customer RFQs and prepare combined manpower, equipment and materials quotes in Zoho CRM.

Site teams

Log site activity and progress in the Zoho Creator field app and submit progress for approval in Zoho Projects.

HR and timekeeping

Manage workforce attendance and site timesheets in Zoho People, fed directly from attendance devices.

Stores and equipment

Issue materials to sites and track rental equipment and maintenance assets per site in Zoho Inventory.

Finance

Raise recurring and job invoices with ZATCA compliance in Zoho Books from approved site progress.

Architecture

How the systems connect

InputsAttendance devicesSite field app

Delivered by Shyphan

OutputsZATCA FatooraClient invoices

Integrations

Attendance devices to staffing
Attendance feeds timesheets.
Rental and maintenance assets
Equipment tracked per site.
Project costs to invoices
Approved progress becomes an invoice.
ZATCA
Fatoora-format invoices.

Reports and dashboards

Site timesheets

Attendance hours per worker and site from Zoho People, used as the basis for manpower billing.

Equipment by site

Rental and maintenance assets currently deployed at each site, taken from Zoho Inventory.

Material issues by job

Materials issued to each site job from Zoho Inventory, showing what has gone to each client site.

Progress approvals

Site jobs in Zoho Projects with approved and pending progress, ready to become invoices.

The results

What the system does now

Manpower, equipment and materials quoted together
Attendance drives timesheets and billing
Assets and materials tracked per site
Invoices follow approved progress

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 does site attendance turn into billing?

Attendance devices feed Zoho People, which builds timesheets per site. Those timesheets drive manpower billing, and once site progress is approved in Zoho Projects it becomes an invoice in Zoho Books, so what the client is charged follows recorded attendance and approved work.

How are monthly and per-job clients handled?

Zoho Books supports both recurring invoices and one-off invoices. Clients on monthly terms receive recurring invoices, while job-based clients are invoiced when progress is approved. Both types are issued as ZATCA Fatoora-format invoices.

How is rental equipment tracked across sites?

Rental and maintenance assets are held in Zoho Inventory and tracked per site, alongside the materials issued to each job. This lets the team see which machines and materials are on each client site at any point.

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Al Qadah Al Muttahidah

What Al Qadah Al Muttahidah needed to fix

What changed for the team

The business process, step by step

Customer RFQ

Resource quote

Site mobilisation

Attendance and timesheets

Material issue

Approval and invoice