Al-Mazaya Al-Shamla Business Services Case Study: Zoho Books

At a glance

100%ZATCA / VAT Compliant

95%Reduction in Manual Effort

90%Faster Invoicing

ZEROManual VAT Entries

The challenge

What Al-Mazaya Al-Shamla Business Services needed to fix

Al-Mazaya Al-Shamla Business Services partnered with Shyphan to deliver a clean Zoho Books rollout. As Al-Mazaya grew, manual finance work and disconnected tools made it harder to keep accounting clean, compliant and audit-ready.

As Al-Mazaya grew, manual finance work and disconnected tools made it harder to keep accounting clean, compliant and audit-ready.

No Centralized AccountingFinance work was spread across spreadsheets with no single source of truth.
Saudi VAT & ZATCA GapsVAT reporting was manual, and ZATCA e-invoicing was not yet configured.
Incomplete Master DataItems, customers, vendors and opening balances were scattered and inconsistent.
Unstructured Quotation ProcessQuotes were created ad-hoc with no standard template or approval flow.
Manual Onboarding OverheadEvery new user needed hours of hand-holding without proper training material.

Hand with pen checking a financial statement beside a calculator. Photo credit

Before and after

What changed for the team

BeforeAfter

Finance work spread across spreadsheets with no single source of truth

One Zoho Books platform replaces the stack of finance spreadsheets

VAT reporting was manual and ZATCA e-invoicing was not configured

Every invoice carries the correct VAT and ZATCA formatting, with Fatoora Phase 2

Items, customers, vendors and opening balances were scattered and inconsistent

Clean, validated master data and opening balances migrated into Zoho Books

Quotes created ad hoc with no standard template or approval flow

Every quote uses one branded template and a threshold-based approval flow

How it works

The business process, step by step

01
Data migration
Shyphan cleansed and mapped customers, vendors, items and opening balances from the old spreadsheets, then migrated them into Zoho Books, so the finance team started on clean, consistent master data.
02
Zoho Books
Zoho Books is configured with the company profile and TRN, a chart of accounts aligned to the business, and Saudi VAT codes and tax groups for 15% VAT.
03
Quotation
Staff create quotations on the custom Arabic and English template in Zoho Books. Quotes or discount overrides above the set threshold are routed for approval before they reach the customer.
04
ZATCA e-invoice
Approved sales become invoices in Zoho Books, issued through the ZATCA Phase 2 Fatoora integration with the correct VAT and e-invoice format, so no VAT entry is made by hand.
05
Payments
The finance team records customer payments in Zoho Books, where bank feeds and reconciliation rules match them against invoices and bank lines instead of manual checking in spreadsheets.
06
Reports
Finance and management run the VAT return, profit and loss and cash reports directly from Zoho Books, instead of compiling them from separate spreadsheets at the end of each period.

The solution

What we built for Al-Mazaya Al-Shamla Business Services

Shyphan, a Zoho Premium Partner, configured Zoho Books end-to-end for Saudi VAT and ZATCA compliance, migrated clean master data, and trained the team so adoption was high from day one.

Company profile, TRN and VAT setup
ZATCA-compliant configuration
Item master, COA and opening balances migrated
Custom quotation template
End-user training and UAT

Compliance & Controls

Saudi VAT codes and tax groups
ZATCA e-invoicing setup
Approval workflows for quotes and discounts
Role-based access aligned to the org chart
Admin handover and SOPs

Scope delivered

Chart of accounts aligned to the business and Saudi VAT
Clean migration of customers, vendors and opening balances
Custom quotation and invoice templates in Arabic and English
Approval flow for quotations above threshold
ZATCA Phase 2 Fatoora integration and testing
Bank feeds and reconciliation rules
VAT return and management reports
Finance team training and go-live support

Who uses it

Finance team

Issue VAT-compliant invoices, record payments, reconcile bank feeds and run VAT returns and management reports in Zoho Books.

Sales and quotation staff

Create quotations on the branded Arabic and English template and submit those above threshold for approval.

Approvers

Review quotations and discount overrides above threshold, with permissions aligned to the company hierarchy and roles.

System administrator

Manages users and role-based access after the admin handover, following the SOPs prepared during the rollout.

Architecture

How the systems connect

InputsLegacy spreadsheetsBank feeds

Delivered by ShyphanZATCA Fatoora

OutputsZATCA FatooraCustomer invoicesVAT return

Integrations

Quotation Approvals
Threshold-based approval flows for quotes and discount overrides.
Role-Based Access
Permissions aligned with the company hierarchy and roles.
Custom Quote Template
Branded, compliant quotation layout tied to the new approval flow.
Master Data Migration
Items, customers, vendors and opening balances mapped and migrated cleanly.
VAT & ZATCA Setup
VAT codes, tax groups and ZATCA e-invoicing configured end-to-end.
Training & UAT
Hands-on sessions and structured UAT so the team owned the system on day one.

Reports and dashboards

VAT return

VAT by tax code and tax group, prepared in Zoho Books for the Saudi VAT return.

Profit and loss

Income and expenses reported against the chart of accounts aligned to the business.

Cash position

Cash and bank balances kept current through bank feeds and reconciliation rules.

Quotations awaiting approval

Quotes and discount overrides above threshold that are waiting for an approver's decision.

The results

What the system does now

VAT & ZATCA CompliantEvery invoice is generated with the correct VAT and ZATCA formatting.
Unified Financial PlatformOne system replaces a stack of spreadsheets across finance.
Clean Master DataItems, customers and vendors are properly structured and validated.
Standardized QuotationsEvery quote follows the same branded layout and approval flow.
Trained & Ready TeamEnd users are confident with the system from go-live day.
Future-ReadyCloud-native Zoho stack scales with new entities and reporting needs.

Client testimonial

Shyphan made the entire Zoho Books implementation smooth and straightforward. They understood our VAT requirements, migrated our data accurately, and customized our quotation exactly as we needed. The training ensured our team was confident from day one. We are very satisfied with the outcome and the professionalism of the team throughout.

Sufiyan SiddiquiManager · Al-Mazaya Al-Shamla

Delivery

Five-phase delivery in 4 weeks · 100 hours

01
Discovery & Blueprint
Stakeholder workshops, AS-IS process mapping, BRD/FRD finalization
Signed-off Solution Design
02
Configuration & Build
Module setup, custom workflows, automation, integrations
Working sandbox
03
Data Migration & UAT
Data cleansing, mapping, migration, full UAT cycle with users
UAT sign-off
04
Training & Change Mgmt
Admin & end-user training, SOPs, recorded video walkthroughs
Adoption-ready users
05
Go-Live & Hyper-care
Cutover, production go-live, daily support, optimization sprint
Stable production system

Local rules built in

ZATCA e-invoicing

Fatoora-format tax invoices with XML and QR, cleared or reported as required.

15% VAT

Standard, zero-rated and exempt supplies mapped, with return-ready reports.

Saudi PDPL

Personal data kept to what the process needs, with role-based access.

Arabic and English

Bilingual documents where customers and authorities expect them.

FAQ

Questions about this project

Was Zoho Books ZATCA-compliant from go-live?

Yes. Saudi VAT codes, tax groups and ZATCA e-invoicing were configured end to end, and the ZATCA Phase 2 Fatoora integration was tested before go-live on 20 Nov 2025, so every invoice is generated with the correct VAT and ZATCA formatting.

How are quotations controlled?

Quotations use a custom branded template in Arabic and English. Any quote or discount override above the agreed threshold goes through an approval flow, and permissions follow the company hierarchy, so every quote has the same layout and sign-off.

How long did the project take and how was the team prepared?

The rollout took 4 weeks and covered implementation, migration and training. Hands-on sessions, a structured UAT, an admin handover and SOPs meant the finance team could run Zoho Books confidently from go-live day.

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Al-Mazaya Al-Shamla Business Services

What Al-Mazaya Al-Shamla Business Services needed to fix

What changed for the team

The business process, step by step

Data migration

Zoho Books

Quotation

ZATCA e-invoice

Payments

Reports