Automating Complex Commission Calculation Software with Zoho Creator: A Case Study

November 28, 2024 Zoho Case Study

Client Background:

We grabbed a client in the USA that manufactures consumer and commercial lighting products. They used to update and manage their sales order, purchase orders, and invoices in Zoho Books. They had two types of Sales Persons:

Internal Sales Representatives (Sales Persons)
External Sales Representatives (Sales Reps)

They had a complex commission structure for Sales Person and Sales Reps, so the client wanted us to build an automated commission calculation software to calculate and manage the commission calculation for both their internal Salespersons and Sales Reps so that they could replace their manual process, which was very time-consuming and error-prone.

Client’s Business Requirements for a Custom Commission Calculation Software

The client had a complex commission structure:

When no sales reps are involved, the internal salesperson receives a certain percentage commission for every sale made.
If a sales rep is involved, a certain commission percentage is deducted from the internal salesperson commission and credited to sales reps.
Sales reps have a contract-based commission structure based on the sales target.
Internal salespersons are also eligible for commissions or bonuses only if they meet quarterly or monthly sales targets.
Commission forecasts and trend analyses were required to predict future commissions and track past performance.

Challenges with Manual Sales Commission Calculations

The client used to export the reports from Zoho Books into Excel and was doing commission calculations manually. This had several cons for their businesses:

Frequent Calculation Errors:
Doing the commission calculation manually led to frequent calculation errors and financial inaccuracy, affecting employee satisfaction.
Time-Consuming Workflow:
Manually calculating the commission was very time-consuming. Employees had to spend more time calculating the commissions manually, which they could utilize in other business tasks.
Lack of Real-Time Data:
Manual calculation would take time, and the delay in generating the commission reports manually hindered real-time performance tracking.
Inconsistent Tracking:
Sales team performance and commission forecasting were difficult to manage with spreadsheets, making trend analysis less reliable.

Our Solution: Automating Sales Commission Calculation Software with Zoho Creator

To address these issues, we implemented a fully automated commission calculator using Zoho Creator. This automated sales commission calculation software handles the client’s complex commission calculation structure and eliminates manual work and errors. The system now automatically calculates monthly commissions and generates detailed reports for both salespersons and sales reps.

We built custom forms and functions using Zoho Creator that automatically calculates commissions based on some rules set:

Internal salespersons’ commissions were calculated based on whether or not a sales reps was involved in the transaction.
Sales reps’ commissions were dynamically calculated based on their contract terms and sales targets.
The commission calculation software also tracks sales targets to determine when salespersons were eligible for additional bonuses.

We configured individual profiles for sales reps and salespersons in Zoho Creator. Each user can log in and access only their relevant reports, with access control levels based on organizational roles.

We integrated Zoho Writer with Zoho Creator to generate detailed commission reports in PDF formats. These reports were automatically stored within Zoho Creator for easy access, and it can be sent to the respective sales personnel via email for their review and record-keeping. This eliminated the need for manual report generation and distribution, further reducing the administrative burden.

The sales commission software also includes analysis features to:

Forecast commissions for the next three months based on active sales orders.
The commission tracking software analyzes sales and commission data over the past six months and displays commission trends, enabling sales managers to track performance and adjust strategies as needed.

Impact of the Automated Zoho Commission Calculator

By automating the commission calculation process, the client benefited in multiple ways, including eliminating manual errors or saving the client’s significant time.

Error-Free Calculations:
The automated Zoho commission calculator helped remove human errors and provided 100% accurate commission reports.
Time Efficiency:
Due to the automation of commission calculations, staff can now focus more on their core business tasks, irrespective to the time and effort they use to spend on manual commission calculations.
Real-Time Data:
The client now enjoys real-time data, allowing them to track sales and commissions instantaneously with sales commission software.
Performance Insights:
This provided clients with a historical trend analysis, which provided the sales team with valuable insights and performance tracking, improving their decision-making.

Outcome: Revolutionizing Commission Calculations with Zoho Creator App Development

By automating the commission calculation process, the client benefited in multiple ways, including eliminating manual errors or saving the client’s significant time.

A seamless, automated sales commission software for calculating and managing commissions.
Role-based access to personalized reports, enhancing security and usability.
Forecasting tools that help predict future commissions and prepare for upcoming sales periods.
Clear insights into past performance, leading to better strategic planning for the sales team through the use of commission tracking software.
This automated Zoho commission calculator not just improved the client’s commission management process, but also improved the efficiency, accuracy and business insight.

Streamline Your Business with Sales Commission Calculation Software

In today’s fast-moving business world, manual processes can really slow you down. As automating sales commission calculation software reduces errors, saves time, and provides real-time insights, which drive better decision-making.

At Infomaze, our team of experienced Zoho Creator developers specialize in building custom automation solutions tailored to your unique needs. Whether you’re struggling with manual tasks, data inefficiencies, or complex processes, we can help you simplify operations and unlock your business’s full potential.

If you’re ready to eliminate tedious manual work and move toward a more efficient, error-free future, reach out to us today.

Let’s discuss how our expertise in Zoho Creator App development can transform your business with smart automation solutions!