Case Study
Client Details:
ZOHO Products Involved:
TechMagify Services Taken:
1. Consulting 2. Implementation 3. Migration
4. Support
Client Overview
Executive Summary
Inlaks Ltd operates in the technology industry in Ghana, providing solutions and services to a diverse range of customers across the region. The company’s growth created a need for more structured, transparent, and scalable financial management.
Headquartered in Ghana with a growing team of employees and multiple cost centers, Inlaks required a system that could support its expanding operations and internal control framework. The previous accounting application constrained the finance team with limited access controls, lack of cloud capabilities, and poor support for fixed asset and cost-center-based reporting.
Inlaks describes itself as a future-focused technology partner that expects the same level of innovation from its internal systems, emphasizing reliability, visibility, and agility in its financial operations.
Problem Statement & Key Challenges
Evaluation of the Problem
- Conducted discovery sessions with finance, operations, and management to document workflows, pain points, and desired outcomes.
- Analysed existing budgeting, purchasing, asset tracking, and expense allocation processes to identify steps done outside the system or via workarounds.
- Compared current practices against Zoho Books capabilities to pinpoint gaps in approvals, mobility, asset management, and reporting structure.
- Prioritized issues based on impact on control, visibility, and efficiency to shape the implementation scope and configuration.
Solution Provided by TechMagify
- TechMagify recommended Zoho Books as the core financial platform, configured to support Inlaks’ budgeting, authorization, and reporting requirements.
- The cloud architecture of Zoho Books met the need for a modern, scalable, and easily accessible accounting solution.
- Role-based user access control was set up to ensure that each user only accessed relevant financial data and functions.
- Custom approval workflows were implemented for key transactions to strengthen internal controls and streamline authorization.
- Mobile and tablet/iPad applications were enabled so finance users and managers could work on the go and avoid delays.
- A structured Fixed Asset Register (FAR) was configured within Zoho Books to manage multiple fixed assets and their lifecycle.
- Reporting tags and cost centers were implemented to allow detailed analysis of expenses and financial performance across departments and projects.
- Together, these features addressed all core challenges: budgeting, access control, mobility, asset management, and reporting granularity, each mapped to a clear and maintainable configuration in Zoho Books.
Implementation
TechMagify executed a phased implementation of Zoho Books for Inlaks, beginning with environment setup, chart of accounts alignment, and configuration of user roles and approvals. The budgeting framework was established to reflect the organization’s departmental and cost center structure.
Data from the previous accounting system, including opening balances, historical transactions where required, and detailed fixed asset information, was migrated into Zoho Books with appropriate validation. The team also configured the FAR module for multiple assets, set up reporting tags for expenses and cost centers, and enabled mobile and tablet/iPad access for key finance and management users.
Complexities, such as mapping legacy codes to new cost centers and ensuring depreciation schedules aligned with accounting policies, were resolved through collaborative workshops and testing cycles. TechMagify also provided training and ongoing support to ensure user adoption and process consistency.
Results and Conclusion
