Branch Procurement and Machinery Maintenance on Zoho Creator
Branch purchase requests and machinery breakdowns handled informally across a multi-branch UAE catering operation, replaced by two Zoho Creator applications wired into Zoho Books.
Two custom Creator applications governing procurement and machinery maintenance across every branch
Wasm Catering Est.
United Arab Emirates
Custom Zoho Creator application development with Zoho Books integration and VAT-compliant reporting
Two applications delivered against a signed-off BRD
Client overview
Wasm Catering runs a multi-branch food and catering operation in the UAE, with restaurant branches drawing stock from a central warehouse and depending on kitchen machinery that cannot afford downtime.
Business challenges
Procurement and maintenance were both being run informally across branches, with finance picking up the consequences.
- Branch purchase requests raised without a structured form, so item, quantity and destination were inconsistent
- No enforced approval sequence, leaving spend committed before it was sanctioned
- Vendor and supplier selection happening at branch level rather than under procurement control
- Stock movement between warehouse and branches untracked, so closing value and consumption were unreliable
- Goods receipt disconnected from accounting, so invoices were validated against memory
- Machinery breakdowns reported by phone, with no job record, no priority, no technician assignment and no evidence of the work done
What they needed
- A structured purchase request that a branch user can raise with item selection only
- Multi-level approval that changes by request type, with partial approval of line items
- Purchase orders created only after final approval and issued to vendors by email
- Goods receipt updating inventory in Zoho Books, with finance validating the invoice against it
- Warehouse-to-branch transfers tracked with closing quantity and value per SKU
- A machinery register with priority-based maintenance jobs, technician assignment and photo or video evidence
- UAE VAT-compliant reporting out of Zoho Books
Our solution
Kelevo built two Zoho Creator applications on a signed-off BRD, both writing to Zoho Books so operational activity and accounting stay aligned.
- Procurement Management System — vendor, supplier, item, branch and warehouse-bin masters supporting purchase requests, purchase orders, goods receipt notes and inventory transfer orders
- Approval logic by request type — supplier requests route through Procurement Manager then Cost Controller; vendor requests route through Procurement Manager then CEO, with approvers able to accept or reject individual line items
- Controlled branch experience — branch requesters see item selection with images only, with vendor and supplier selection disabled at their end
- Books integration — purchase orders, items, vendors and GRN inventory movement synchronised, with finance verifying invoices and posting to accounts
- Maintenance Management System — a machinery database with asset ID, type, associated spare parts and branch mapping, feeding job creation with emergency, corrective and preventive priorities, auto-generated job IDs, technician assignment, mandatory photo and video evidence, spare-part purchase requests and post-job evaluation
- Reporting — PR, PO, GRN, transfer, inventory closing value and inventory movement reports, alongside UAE VAT reporting in Zoho Books
Key features delivered
- Request-type approval routing Supplier and vendor requests follow different approval chains automatically.
- Line-item level approval An approver can sanction part of a request and reject the rest.
- Purchase orders gated on final approval No PO exists before the request is fully sanctioned.
- GRN that posts to accounting Receipt updates inventory in Books, and finance validates the invoice against it.
- Warehouse to branch traceability Transfers tracked with movement history and closing value per SKU.
- Evidence-backed maintenance Every job carries priority, technician, photo or video proof and a closing evaluation.
Business impact
2
Custom Creator applications
7
Roles with defined access rights
4
Approval levels on branch spend
100%
Maintenance jobs with photo evidence
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