Nebras Alkhaleej Case Study: Zoho CRM

At a glance

Every job tied to its vessel and port call

Supplier prices compared per enquiry

Multi-currency costs captured

Invoices released on proof of delivery

The challenge

What Nebras Alkhaleej needed to fix

Nebras Alkhaleej provides marine services: ship supplies, freight and logistics. Each vessel enquiry triggers supplier RFQs, a quotation, purchasing and delivery coordination to the vessel.

Vessel-based jobsEvery job is tied to a vessel, port call and reference.
Supplier RFQsStores and supplies needed quick price comparisons.
Multi-currency costsVendors and freight agents billed in different currencies.
Proof of deliveryInvoices depended on confirmed delivery to the vessel.

Container ship berthed under gantry cranes at a terminal. Photo credit

Before and after

What changed for the team

BeforeAfter

Vessel, port call and reference details had to follow every job

POs and coordination tasks carry the vessel and port reference

Stores and supplies needed quick supplier price comparisons

Supplier RFQ prices are compared per enquiry before quoting

Vendors and freight agents billed in different currencies

Zoho Books records each vendor cost in its source currency

Invoices depended on confirmed delivery to the vessel

Invoices are released only after proof of delivery on board

How it works

The business process, step by step

01
Vessel enquiry
When a shipping line or agent sends a vessel enquiry, the team opens a job in the Zoho Creator vessel and job tracker, recording the vessel, port call and reference against the account in Zoho CRM.
02
Supplier RFQ
The purchasing team sends RFQs to suppliers for the requested stores and supplies, and compares the returned prices for that enquiry before choosing which vendors to use.
03
Stores quotation
The team prepares a stores quotation for the client from the selected supplier prices and sends it against the job, so the quote stays tied to the vessel reference.
04
Purchase and transport
Once the client accepts, purchase orders are raised in Zoho Inventory carrying the vessel and port reference, and Zoho Projects tracks transport and coordination tasks, with freight agent updates recorded on the job.
05
Proof of delivery
Delivery to the vessel is confirmed on board and recorded as proof of delivery on the job, which is the condition for invoicing the client.
06
Invoice
Zoho Books captures vendor and freight costs in their source currency and raises the client invoice under Saudi VAT and ZATCA rules once proof of delivery is recorded.

The solution

What we built for Nebras Alkhaleej

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

Vessel and job tracker

Zoho Creator interface — Zoho Creator product screenshot, for illustration

Shipping-line and agent accounts

Zoho CRM interface — Zoho CRM product screenshot, for illustration

Purchasing for stores and supplies

Zoho Inventory interface — Zoho Inventory product screenshot, for illustration

Coordination tasks per job

Zoho Projects interface — Zoho Projects product screenshot, for illustration

Multi-currency vendor costs and invoicing

Who uses it

Operations coordinators

Open vessel jobs in Zoho Creator, track coordination tasks in Zoho Projects and record freight agent updates

Purchasing team

Send supplier RFQs, compare prices and raise purchase orders in Zoho Inventory carrying the vessel reference

Sales and account team

Manage shipping-line and agent accounts in Zoho CRM and send stores quotations to clients

Finance team

Record multi-currency vendor and freight costs and invoice clients in Zoho Books under Saudi VAT rules

Architecture

How the systems connect

InputsVessel enquiriesSupplier quotesFreight agent updates

Delivered by Shyphan

OutputsPurchase ordersClient quotationsZATCA invoicing

Integrations

Job reference to purchasing
POs carry the vessel and port reference.
Freight agent updates
Agent status recorded on the job.
Multi-currency vendor costs
Costs captured in source currency.
VAT and ZATCA
Invoicing per Saudi rules.

Reports and dashboards

Vessel job tracker

Open jobs by vessel, port call and reference in Zoho Creator, with their current stage

Supplier price comparison

Supplier RFQ responses side by side for each enquiry, used to choose vendors

Coordination tasks

Transport and coordination tasks per job in Zoho Projects, with freight agent status

Job costs and billing

Vendor costs in source currency and client invoices per job from Zoho Books

The results

What the system does now

Every job tied to its vessel and port call
Supplier prices compared per enquiry
Multi-currency costs captured
Invoices released on proof of delivery

Delivery

Five phases, discovery to support

01
Discovery
Process mapping, documents and data reviewed with each team.
02
Design
Target flow agreed across 5 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 is each job linked to its vessel?

Every enquiry opens a job in the Zoho Creator vessel and job tracker with the vessel, port call and reference. Purchase orders in Zoho Inventory carry the same vessel and port reference, so supplies, coordination tasks and costs can all be traced back to the job.

How are costs in different currencies handled?

Vendors and freight agents bill in different currencies, so Zoho Books captures each cost in its source currency. The costs stay linked to the job, and the client invoice is then raised under Saudi VAT and ZATCA rules.

When is the client invoiced?

Only after delivery is confirmed on board. Proof of delivery is recorded on the job, and that confirmation releases the invoice in Zoho Books. This keeps billing tied to what actually reached the vessel.

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Nebras Alkhaleej

What Nebras Alkhaleej needed to fix

What changed for the team

The business process, step by step

Vessel enquiry

Supplier RFQ

Stores quotation

Purchase and transport

Proof of delivery

Invoice