Scribe Synergy Sdn Bhd: Boosting efficiency with a custom ERP built on Zoho Creator

The company

Scribe Synergy Sdn Bhd, based in Kuala Lumpur, Malaysia, specializes in transcription and translation services, focusing on court proceedings and corporate clients. They transcribe audio and video recordings into precise written documents, essential for legal evidence and corporate records. They also provide translation services in Bahasa Malaysia, English, Tamil, and Chinese, and set up recording systems for virtual hearings and proceedings.

The challenge

Before Scribe transitioned to Zoho Creator, they encountered numerous challenges with their previous custom-built system. This system was not designed to efficiently handle their increasing workload, which involved managing and communicating with numerous transcribers. Integration issues were a significant pain point, as the process lacked a seamless workflow from project initiation to completion.

The absence of a unified system meant files had to be manually dragged and dropped at different stages, leading to a disorganized and time-consuming process.

The interface of the previous system did not provide a clear, intuitive way to view and manage tasks on a single page. This lack of visibility made it difficult to track progress and ensure efficiency.

Cost was another major concern. The custom solution was expensive to maintain, straining Scribe's budget. The rigidity of the system and the lack of local support added to the operational difficulties, as updates and customizations were challenging to implement.

These combined issues of inefficiency, high costs, and poor integration highlighted the need for a more flexible, cost-effective, and comprehensive solution, which they eventually found in Zoho Creator.

The solution

Scribe has developed a comprehensive ERP system on Zoho Creator with the help of Omar Khamam, CEO of The Techno Set Sdn. Bhd, a Zoho Partner. The ERP has streamlined various facets of their business, enabling Scribe to manage projects more effectively from start to finish.

Key features of the ERP

Client management:

The system starts with clients submitting service requests through a Zoho Creator form on Scribe's website. These requests, which may include audio or video recordings, are then automatically organized within Zoho WorkDrive. Clients receive a dedicated shared folder for easy file uploads, streamlining the initial submission process.

Project management:

Upon receiving a request, the admin team reviews and converts it into a project. This process is seamless, with all related files and folders automatically moving to the appropriate project and client folders in Zoho WorkDrive. Each project is meticulously detailed, including multiple related jobs, ensuring a comprehensive overview and easy access to all necessary information.

Task assignment:

The system manages the entire workflow, from assigning tasks to transcribers to tracking job completion. Transcribers can then see their assigned tasks, deadlines, and payment details through their respective dashboards.

File management:

Large file handling, a critical aspect of Scribe’s operations, is efficiently managed through the ERP. The integration allows for easy uploading, downloading, and sharing of files. This capability significantly reduces the time and cost associated with file management.

Payment and reporting:

The ERP system includes comprehensive payment management for the team. Automated reports are calculated based on assigned work, providing transparency and ease of financial management.

Administrative efficiency:

Administrative tasks have been significantly streamlined. What once required multiple steps can now be accomplished with just a few clicks. This efficiency extends to management, allowing quick access to project statuses, client requests, and other critical data without manual searching.

Benefits and ROI

Since adopting the ERP system built on Zoho Creator, Scribe has seen significant improvements in efficiency and cost reduction. The streamlined processes have allowed projects to be completed much faster, reducing the time from about two hours to just 40 minutes or even less, significantly boosting productivity. This increased efficiency has enabled Scribe to handle a higher volume of work daily, thereby increasing their capacity and allowing them to take on more projects.

Additionally, the costs associated with running and maintaining their previous system have been cut by approximately 40%.

From an administrative perspective, the ERP system has simplified workflows, reducing the number of steps needed to complete tasks and providing a clear, streamlined process. This has made it easier for management to access necessary information quickly without searching within their large database.

Looking forward

Scribe’s transition to an ERP system built on Zoho Creator has significantly improved their operational efficiency, reducing project completion times and cutting costs by nearly half.

Scribe plans to fully integrate Zoho Creator into all aspects of their operations. This includes consolidating various third-party tools they currently use into a single, unified system within Zoho Creator and aiming to continue expanding and developing their use of the platform.