GPS tracking companies sell a subscription, but behind it sits a lot of hardware: GPS devices, SIM cards, fuel sensors, installations, replacements and cancellations. When all of this runs on Excel, billing errors creep in and nobody knows exactly which device is in which vehicle.
This case study shows how Codearbro designed a Zoho Creator and Zoho Books system for a GPS fleet tracking company operating three branches across Central Africa.
Project Snapshot
| Industry | Telematics — GPS vehicle tracking & fuel monitoring |
| Scale | 1,100+ active vehicles, 3 branches / 3 companies |
| Platform | Zoho Creator, Zoho Books, Zoho Inventory, Zoho Billing, Zoho Analytics, Zoho Sign |
| Timeline | 4 weeks |
The Challenge
- Excel-based tracking of customers, vehicles, devices (IMEI), SIMs and fuel sensors
- Manual monthly invoicing for more than 1,100 vehicles
- Three branches that must stay financially separate, with intercompany transactions
- No history of device replacements or lost devices
- Limited dashboards for branch managers and the owner
Our Solution
Master Data in Zoho Creator
We designed master modules for Companies, Customers, Vehicles, Devices (IMEI), SIM Cards and Fuel Sensors, so every asset is linked to a vehicle and a customer.
Operational Workflows
- New customer: Lead → Customer → Vehicle → Plan → Quote → Approval → Install → Activate → Monthly Invoice
- Device replacement: Complaint → close old assignment → move old device → assign new device → save history
- Cancellation and lost-device workflows that keep stock and billing accurate
Automated Recurring Billing
On each billing date the system generates invoices, pushes them to Zoho Books, sends reminders and tracks payments. Books handles deferred revenue and intercompany transactions, with a separate financial view for each company.
Role-Based Access
| Role | Access |
| Owner / Super Admin | Everything |
| Branch Manager | Own branch only |
| Accountant | Finance modules |
| Technician | Install and replace only |
| Viewer | Reports only |
Dashboards
Branch dashboards show active vehicles, devices in stock, overdue invoices and monthly revenue. The owner dashboard shows consolidated revenue, cash position, intercompany balances and device utilisation.
Business Impact
- Monthly invoicing for 1,100+ vehicles automated
- Full lifecycle history for every GPS device and SIM
- Clean financial separation between branches
- Branch managers see only their own data
- Owner gets a consolidated view without spreadsheets
Frequently Asked Questions
Can Zoho handle recurring subscription billing?
Yes. Zoho Books recurring invoices or Zoho Billing can generate monthly invoices automatically, and Zoho Creator can trigger them based on active vehicles or plans.
Can Zoho Creator track serial numbers like IMEI and SIM cards?
Yes. We build master modules for each asset type and link them to vehicles and customers, with full assignment history.
Can one Zoho setup manage multiple companies?
Yes. Zoho Books supports separate organisations, and Creator can enforce branch-level access so each manager sees only their own data.
Planning a Similar Project?
Codearbro is a certified Zoho implementation partner helping businesses in India, the USA, UK, Australia and the Middle East automate sales, operations and finance. Book a free 30-minute consultation and get a transparent, fixed-scope estimate within 24 hours.
