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How Naas Tech Solutions Enforced Financial Discipline with Automated Invoice Validation in Zoho One
OVERVIEW
Founded in 2024 in Al Ain, Abu Dhabi Emirate, Naas Tech Solutions is a rising technology provider
specializing in security, communication, and automation solutions for both corporate and retail
customers. While the company’s external offerings showcased precision and innovation, its internal
operations told a different story. Fragmented sales, finance, and project workflows often led to
duplicated work, errors, and missed opportunities. Most critically, the lack of systematic invoice
validation meant revenue was at constant risk, with items being sold below acceptable margins and
overdue accounts slipping through unnoticed.
To overcome these challenges, Naas Tech Solutions partnered with Febno Technologies, a Zoho
Implementation Partner. Febno designed and deployed a Zoho One solution tailored to the company’s
workflows, beginning with automated invoice validation through a custom-built “Save Invoice” button.
Beyond revenue safeguards, Febno unified CRM, Books, and Projects, introduced structured blueprints
for project execution, and implemented role-based access controls. The result was a scalable
ecosystem that not only protected revenue but also enhanced operational efficiency and compliance
across the business.
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Project Overview:
Key takeaways
- Enforced invoice validation at the point of entry with a custom “Save Invoice” button.
- Automated fetching of margin prices for precise MSP enforcement.
- Unified Zoho CRM, Books, and Projects integration to eliminate silos.
- Enhanced project visibility through structured blueprints.
- Secure, scalable workflows with role-based access restrictions for showroom and corporate
users.
Problem Statement and Key Challenges
Naas Tech Solutions identified several critical challenges across its operations, which demanded
immediate attention:
- Revenue Risks: Without automated checks, invoices were raised with prices dipping below the
minimum selling price, leaving margins vulnerable. Overdue accounts were not systematically
blocked, allowing fresh transactions that further exposed the business to financial risk. - Project Visibility Issues: Sales-to-project handovers lacked a structured approach. This created
difficulties in tracking budgets, timelines, and responsibilities, often leading to delays or scope
mismanagement. - Fragmented Operations: Sales, finance, and project teams worked in silos, relying on
disconnected systems. Information was duplicated across tools, creating errors and
inefficiencies that slowed down decision-making. - Scalability and Compliance Concerns: As the company grew, its manual processes were
unable to keep pace with the complexity of operations. Weak access controls and inconsistent
workflows threatened compliance and data security.
Evaluation of the Problem
Febno Technologies began by conducting a detailed audit of Naas Tech Solutions’ workflows. The
assessment confirmed that uncontrolled invoicing posed the most urgent risk. At the same time,
inefficiencies in project management and the absence of role-based access created systemic
weaknesses.
Febno’s analysis made it clear that a phased approach was needed: tackle financial risks immediately,
then restructure processes to build long-term resilience. Their ability to align technical solutions with
business priorities positioned them as more than just an implementer—they became a strategic
partner in Naas Tech Solutions’ digital transformation.
Proposed Solution(s)
Febno Technologies deployed Zoho One with tailored customizations to create a unified, disciplined
business ecosystem.
- Invoice Enhancements: Custom invoice types were introduced to distinguish between Cash
and Credit transactions. Corporate and showroom invoices were assigned distinct serial
numbers, simplifying financial tracking and reducing errors. - Invoice Validation: A custom “Save Invoice” button was built to enforce validations at the point
of entry. Minimum selling price checks ensured that no item was sold below acceptable
margins, while overdue invoice controls prevented high-risk accounts from generating fresh
transactions. - CRM Customization: Structured layouts for Leads, Contacts, Deals, and Companies improved
data accuracy and made information entry consistent across teams. A project management
blueprint guided every handover from sales to execution, introducing predefined stages and
accountability checkpoints. - Project Management: Zoho Projects was customized to track budgets, milestones, and
ownership more effectively. Integration with Zoho CRM ensured seamless handovers,
eliminating errors and delays in project initiation. - Integrations: Zoho CRM, Books, and Projects were interconnected to enable a single flow of
information. Updates in one system are automatically reflected in the others, keeping all teams
aligned and reducing duplication. - Access and Security: Febno implemented strict role-based access restrictions. Showroom
users could only handle showroom transactions, while corporate staff maintained oversight
across all operations. This reinforced security and ensured compliance with internal policies.
Implementation
Febno Technologies carried out the deployment in phases, ensuring revenue safeguards were established immediately without disrupting ongoing business.- Duration: Core invoicing automation was delivered within a week, giving Naas Tech Solutions immediate protection against revenue leakage. Later phases involved CRM restructuring, project blueprinting, and access control enhancements.
- Customization: Febno built the custom invoice validation system, developed conditional automation rules, and introduced structured layouts to enforce consistency.
- Data Migration: Historical sales and finance records were migrated into Zoho CRM and Zoho Books, enabling integrated reporting and a clean starting point for the new system.
- Role-Based Access: Access restrictions were configured so that showroom users had a limited scope, while corporate teams retained broad control, strengthening data security.
- Bottlenecks and Mitigation: Approval delays were resolved with conditional automation, which streamlined processes while maintaining compliance standards.
Results
The deployment of Zoho One brought measurable improvements to Naas Tech Solutions’ operations, with results spanning financial performance, operational efficiency, and compliance.- Revenue Protection: The custom “Save Invoice” button transformed invoicing from a manual, error-prone task into a controlled process. With MSP checks and overdue controls, Naas Tech Solutions eliminated the risk of underpriced sales and bad-debt exposure. Profitability thresholds were consistently met, instilling financial discipline across the organization.
- Operational Efficiency: Automation rules removed approval bottlenecks, saving time for both sales and finance teams. Staff shifted their focus from repetitive checks to value-added activities like customer engagement and solution delivery. This acceleration in workflows directly improved responsiveness to customers.
- Data Accuracy and Visibility: Restructured CRM layouts reduced duplication and enforced consistency in data entry. Managers gained reliable, real-time insights into sales pipelines, project progress, and financial metrics, enabling informed, timely decisions.
- Enhanced Project Execution: Blueprinted processes created structure and accountability in project management. Handovers from sales to execution became seamless, with clear roles and responsibilities at each stage. This reduced delays, improved delivery timelines, and boosted customer satisfaction.
- Security and Compliance: Role-based access controls ensured that users only accessed relevant data. Sensitive financial information was shielded from unauthorized visibility, while location-based restrictions provided further safeguards. Naas Tech Solutions now has a scalable framework that supports compliance as the company expands.
