End-to-End Operations Automation for Multi-SKU Distribution

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Client: SK Graphics

Industry: Sales, Service and Distribution (ID Card Materials & Printing Supplies)

Location: India

Solution: Zoho Books Implementation

Partner: Learnall Solutions

Consultant: Atul Jain

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Executive Summary:

SK Graphics is a leading distributor of office stationery and branding products including ID accessories, lanyards, lamination machines, die cutters, binding equipment, photocopiers, and toners. Managing thousands of SKUs across multiple product categories, the company struggled with inventory tracking, order management, and delivery coordination. Learnall Solutions implemented Zoho Books with extensive custom functions and automations to create a fully integrated operations system — connecting their mobile ordering
app, streamlining delivery management, and automating the entire order-to-delivery workflow.

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The Challenge:

SK Graphics faced significant operational challenges due to the complexity of their business:
• Thousands of SKUs across multiple categories (ID accessories, lamination equipment, stationery,
toners)
• No integration between their mobile ordering app and accounting system
• Manual order entry from app orders causing delays and errors
• Delivery management was completely manual with no real-time tracking
• Difficulty assigning orders to delivery personnel efficiently
• No visibility into delivery status for customers or internal teams
• Stock updates not reflecting in real-time across systems
• Invoice generation delayed due to disconnected processes
• Returns and replacements handled manually without proper tracking
• Salesperson commissions calculated manually at month-end

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The Solution:

Learnall Solutions implemented a fully automated solution using Zoho Books with custom functions and
workflows:
• API integration between mobile ordering app and Zoho Books for real-time order sync
• Custom function to auto-create sales orders from app orders instantly
• Automated inventory deduction and stock level updates across all channels
• Delivery management module with order assignment to delivery personnel
• Real-time delivery status tracking (Pending → Dispatched → Delivered)

• Automated invoice generation upon delivery confirmation
• SMS/Email notifications to customers at each delivery stage
• Custom delivery route optimization reports
• Returns and replacement workflow with credit note automation
• Salesperson-wise commission calculation with automated reports
• Low stock alerts and reorder point notifications
• Category-wise and SKU-wise sales performance dashboards

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Implementation Approach
Discovery SKU audit, app analysis, workflow mapping Automation blueprint
Core Setup Zoho Books config, multi-category inventory Base system ready
App Integration API connection, order sync automation Real-time order flow
Delivery Module Assignment workflows, status tracking Delivery management live
Go-Live Training, testing, full deployment Fully automated operations

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Results & Business Impact

The automation delivered transformational results for SK Graphics:

✓ 1000+ SKUs Managed in Single Integrated System
✓ Mobile App Fully Integrated with Zoho Books
✓ End-to-End Delivery Management Automated

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• Zero manual order entry — all app orders automatically sync to Zoho Books
• Real-time inventory visibility across mobile app and accounting system
• Delivery assignment time reduced from hours to minutes
• Customers receive automated delivery status updates
• Invoice generation now instant upon delivery confirmation
• Complete visibility into order status from placement to delivery
• Salesperson commission reports generated automatically
• Returns and credit notes processed through streamlined workflow
• Significant reduction in order fulfillment errors
• Management dashboards provide real-time business insights

 

Conclusion:

The SK Graphics implementation demonstrates Learnall Solutions' capability to transform complex,
multi-SKU distribution operations through intelligent automation. By integrating the mobile ordering app with Zoho Books and building custom delivery management workflows, we eliminated manual processes and created a seamless order-to-delivery pipeline. The client now operates with full visibility, automated workflows, and real-time data synchronization — enabling them to scale their business without proportionally increasing operational overhead.