How Rajadhani Fashions implemented a unified Zoho-based Inventory & Sales Management System to streamline textile operations
Overview
Cyrix Healthcare faced challenges managing thousands of assets across multiple branches using manual, decentralized processes. Tracking service requests, asset allocations, warranties, and approvals was difficult and time-consuming.
To address this, a comprehensive Asset & Service Management System was built using Zoho Creator, designed to centralize asset data, automate request workflows, and improve efficiency across departments.The system streamlined asset tracking, standardized approvals, and gave leadership full visibility through dashboards and reporting.
Executive Summary
Rajadhani Fashions is a leading name in the fashion and fabric retail sector, operating across multiple branches and managing thousands of textile SKUs. With dynamic demand, multi-unit stock handling, and heavy dependency on real-time data, the business required a structured digital platform for procurement, stock movement, customer management, and financial integration.
“Rajadhani Fashions has always focused on quality fabrics and seamless customer service. As our branches and product portfolio expanded, we realized the need for a robust digital system to manage our operations efficiently.”
Rajadhani Fashions manages high-volume fabric inventory, handled in units such as meters, rolls, boxes, and pieces making manual tracking complex and error prone. Before the project, daily operations depended heavily on manual approvals, offline coordination, and inconsistent stock visibility. Integrating Zoho Creator and Zoho Books provided a unified digital workflow for procurement, inventory handling, and sales.
Problem Statement & Key Challenges
Rajadhani Fashions faced several operational bottlenecks caused by decentralized systems and manual processes:
Challenges Identified
- No centralized platform to manage procurement, stock flow, sales orders, and delivery.
- Difficulty tracking textile inventory measured in varying units (meter, roll, piece).
- Lack of batch-wise stock visibility, causing inconsistencies and delays.
- Inefficient approval workflows for purchases, sales orders, and stock transfers.
- No real-time view of stock in transit or blocked quantities.
- Customer pricing, and enquiry follow-ups were not structured or automated.
- Multi-branch coordination was slow, resulting in stock discrepancies.
- Delivery planning was fully manual with no customer notifications.
- Financial updates and inventory sync needed manual effort, increasing error rate.
“Without real-time stock visibility, our teams struggled to coordinate deliveries, replenishment, and customer orders. This affected both productivity and customer satisfaction.”
Productivity losses, inventory mismatches, manual pricing updates, and fragmented operations made it necessary for Rajadhani Fashions to adopt a unified digital system.
Problem Statement & Key Challenges
Rajadhani Fashions faced several operational bottlenecks caused by decentralized systems and manual processes:
Challenges Identified
- No centralized platform to manage procurement, stock flow, sales orders, and delivery.
- Difficulty tracking textile inventory measured in varying units (meter, roll, piece).
- Lack of batch-wise stock visibility, causing inconsistencies and delays.
- Inefficient approval workflows for purchases, sales orders, and stock transfers.
- No real-time view of stock in transit or blocked quantities.
- Customer pricing, and enquiry follow-ups were not structured or automated.
- Multi-branch coordination was slow, resulting in stock discrepancies.
- Delivery planning was fully manual with no customer notifications.
- Financial updates and inventory sync needed manual effort, increasing error rate.
“Without real-time stock visibility, our teams struggled to coordinate deliveries, replenishment, and customer orders. This affected both productivity and customer satisfaction.”
Productivity losses, inventory mismatches, manual pricing updates, and fragmented operations made it necessary for Rajadhani Fashions to adopt a unified digital system.
Evaluation of the Problem
The consulting team conducted a detailed analysis of Rajadhani Fashions’ procurement flow, stock movement patterns, customer journey, and financial processes. This evaluation covered:
- Multi-unit inventory behaviour (meter, roll, piece, box).
- Current purchase-to-sales workflow and approval dependencies.
- Gaps in batch tracking, stock consolidation, and movement logs.
- ERP limitations such as customer profiling, follow-ups, and pricing inconsistencies.
- Branch transfer challenges due to lack of structured receiving and acknowledgment flows.
- Delivery challenges caused by absence of digital scheduling and customer notifications.
- Disconnected financial entries resulting in mismatched stock valuations.
Based on this assessment, a tailored solution architecture was designed using Zoho Creator and Zoho Books integration.
Proposed Solution
A comprehensive Inventory & Sales Management System was implemented using:
1. Zoho Creator – Core Operational Engine
- End-to-end inventory management with textile-specific logic.
- Batch tracking, multi-unit calculations, and real-time stock levels.
- Dynamic Creator with enquiry, quotation, sales order, and sales conversion flows.
- Branch transfer workflows with approvals and automated stock updates.
- Delivery planning, tracking, and WhatsApp-based status alerts.
- Purchase modules including PO, Transit, GRN, Receive, and Returns.
- Reports and dashboards for procurement, inventory trends, sales performance, and transfers.
2. Zoho Books – Financial Integration
- Automated invoice generation and payment tracking.
- GST-compliant financial workflows.
- Customer advance entries synced from Sales Orders.
- Real-time financial insights including P&L, balance sheet, cash flow.
3. WhatsApp Integration (Third-Party)
- Automated order confirmations.
- Delivery notifications to customers and assigned salespersons.
- Enquiry follow-up and engagement messages.
This solution fully aligned with Rajadhani Fashions' textile-specific operational requirements and multi-branch environment.
Implementation
Implementation was executed in structured phases to minimize disruption and maximize adoption:
Phase 1 – Requirement Mapping & Workflow Design
- Conducted stakeholder interviews (procurement, sales, branch managers, and finance teams).
- Designed workflows for 17 core modules including PO, GRN, Sales Orders, Delivery, etc.
Phase 2 – System Development
- Built custom Creator modules with textile-specific units, batch logic, pricing rules, and approvals.
- Implemented Creator with enquiry-to-order flow and custom pricing.
- Built complex logic for blocked quantities, in-transit stock, advance payments, and partial conversion.
- Developed interactive dashboards and more than 20 operational reports.
Phase 3 – Integrations
- Seamless Zoho Books integration for invoices, advances, GRN entries, and financial sync.
- Integrated WhatsApp for confirmations and delivery updates.
Phase 4 – Testing & UAT
- Conducted real-time scenario testing for all modules.
- Validated branch transfer accuracy, multi-unit conversions, and batch updates.
- Ensured financial sync worked across all modules.
Phase 5 – Training & Hypercare
- Delivered 2-hour role-based training for all teams—procurement, inventory, sales, finance.
- Provided hyper-care support post go-live for smooth adoption.
- Handed over documentation and system access after final approval.
“The implementation brought tremendous clarity to our operations. Our teams now work faster, with fewer errors and complete confidence in stock and sales data.”
Results & Key Takeaways
Improved Operational Efficiency
Digital workflows reduced manual work and eliminated errors in stock handling and order processing.
Real-Time Stock Visibility
Accurate tracking of available, in-transit, and blocked quantities improved decision-making.
Faster Sales Processing
Creator-to-Sales Order conversion became seamless with automated pricing and availability checks.
Multi-Branch Coordination
Branch transfers now follow strict approvals and update inventory instantly across locations.
Delivery Accuracy & Customer Experience
Delivery planning module and WhatsApp updates improved transparency and customer satisfaction.
Financial Accuracy
Zoho Books integration ensured real-time syncing of invoices, advances, GRN entries, and purchase costs.