BUPA Arabia
Unifying HR, Inventory and Finance for KSA’s Leading Healthcare Insurer with Zoho People, Inventory & Books
Zoho Authorized Partner
Raqmiat brought our People, Inventory and Books onto one connected Zoho platform - a quantum leap for our HR operations, medical supplies tracking, and financial control.
- Marwan Banjar, BUPA ArabiaWho they are
What needed to change
Before partnering with Raqmiat, BUPA Arabia was managing core HR, medical inventory, and financial processes across multiple disconnected systems and spreadsheets. Saudi-specific compliance - GOSI, WPS, Saudization (Nitaqat), Iqama tracking and ZATCA Phase 2 e-invoicing - was being maintained outside the system, creating risk exposure and slowing month-end and payroll-run cycles.
Key Pain Points
- Fragmented HR system — Employee data, payroll, leave and onboarding were split across disconnected tools with no single source of truth.
- KSA compliance gaps — GOSI returns, WPS file generation, Saudization (Nitaqat) band tracking and Iqama / Visa expiry alerts were being managed manually outside the HRIS.
- Untracked medical inventory — Medical supplies, branded merchandise and corporate assets were tracked in spreadsheets, with no automated stock alerts, lot tracking, or vendor reconciliation.
- VAT & ZATCA exposure — Finance team was preparing VAT returns manually with limited assurance that ZATCA Phase 2 e-invoicing standards were being met consistently.
- Slow month-end close — Disconnected ledgers, multiple manual journal entries from payroll and inventory, and a multi-day reconciliation cycle delayed financial reporting.
- Limited self-service — Employees had no mobile ESS for payslips, leave or expense; managers had no single dashboard for approvals.
“Our teams were spending too much time reconciling employee records, medical-stock counts, and finance entries across separate tools. We needed one platform that would unify HR, inventory and finance - with KSA compliance built in.”
- Marwan Banjar, BUPA ArabiaHow we delivered it
Raqmiat Technology LLC, as an Authorized Zoho Partner, designed and delivered a unified Zoho implementation across three integrated modules - Zoho People (HR & KSA Payroll), Zoho Inventory (Medical Supplies + Corporate Assets), and Zoho Books (Accounting, VAT and ZATCA Phase 2). The engagement covered company-profile setup, KSA-specific configuration (GOSI, WPS, Saudization, Iqama tracking), master-data migration, cross-module integration, and end-user training across HR, Procurement, Inventory and Finance teams.
Modules Implemented
Zoho People- Core HR - Employee master, organization structure, position management, contracts
- KSA Payroll - GOSI returns, WPS file generation, EOS calculation, allowances and loans
- Compliance - Saudization (Nitaqat) tracking, Iqama / Visa / Passport expiry alerts
- Time & Attendance - Biometric integration, leave management, accrual rules
- ESS / MSS - Mobile self-service for payslips, leave, expense, manager approvals
- Onboarding - Pre-boarding, e-signature (Zoho Sign), task management for new hires
Zoho Inventory- Item master - Medical supplies, branded merchandise, corporate assets, marketing collateral
- Vendor master + KYC - Centralized supplier records with evaluation scoring
- PR → RFQ → PO → GRN - Full procurement workflow with multi-tier approval (DoA)
- 3-way matching - PO ↔ GRN ↔ AP Bill reconciliation with tolerance enforcement
- Reorder alerts - Minimum-stock thresholds with automated reorder notifications
- Asset tracking - Allocation, transfer and disposal across BUPA branches
Zoho Books- Multi-currency GL with consolidated reporting across legal entities
- Saudi VAT (15%) and ZATCA Phase 2 e-invoicing - Real-time clearance for B2B + reporting for B2C
- Accounts Payable - Vendor bills, payments, bank reconciliation
- Accounts Receivable - Customer invoices, aging, dunning
- Fixed Assets - Capitalization, depreciation, disposal
- Integrated with People (payroll → GL auto-posting) and Inventory (GRN → AP Bill)
Key Customizations & Integrations
- Cross-module integration: Zoho People payroll posts journal entries to Books automatically; Inventory GRN auto-generates AP Bills in Books.
- Custom role-based access: Granular RBAC aligned with BUPA Arabia’s HR, Procurement, Inventory and Finance org hierarchy.
- DoA approval workflows: Multi-tier approval matrices for PR, PO, vendor onboarding and payroll changes, calibrated to BUPA’s delegation framework.
- Custom branded templates: Quotations, POs, invoices and payslips designed to match BUPA Arabia corporate identity (Arabic + English RTL).
- Bilingual mobile ESS / MSS: Native iOS + Android apps for payslips, leave, expenses and manager approvals (English and Arabic).
Five-phase delivery methodology
The engagement followed Raqmiat’s proven five-phase delivery methodology, ensuring tight control over scope, timeline and quality at every step - and minimising disruption to BUPA Arabia’s day-to-day operations.
| Phase | Activities | Outcome |
|---|---|---|
| 1. Discovery & Blueprint | Stakeholder workshops, AS-IS process mapping, KSA compliance baseline, BRD/FRD finalization | Signed-off Solution Design |
| 2. Configuration & Build | Zoho People + Inventory + Books configuration, custom workflows, DoA matrices, RBAC, integrations between modules | Working sandbox environment |
| 3. Data Migration & UAT | Master data cleansing & migration (employees, items, vendors, COA), opening balances, full UAT cycle with key users | UAT sign-off |
| 4. Training & Change Mgmt | Admin & end-user training across HR / Procurement / Inventory / Finance, SOPs, recorded video walkthroughs (English + Arabic) | Trained, adoption-ready users |
| 5. Go-Live & Hyper-care | Phased cutover, production go-live, daily support, optimization sprint, defect resolution | Stable production system |
Outcomes delivered
Within 12 weeks of go-live, BUPA Arabia achieved full operational readiness on the Zoho One stack - with HR, Inventory and Books connected end-to-end, all KSA compliance built in, and staff trained for confident adoption.
Business Outcomes
- Native KSA Compliance: GOSI, WPS, Saudization (Nitaqat), Iqama / Visa expiry tracking and ZATCA Phase 2 e-invoicing now run natively in the Zoho stack - eliminating manual workarounds and regulatory risk.
- Unified People-Inventory-Books Platform: HR, medical supplies, corporate assets and finance now operate from a single Zoho One subscription with native cross-module integration.
- Clean & Reliable Master Data: Employee, vendor, item and COA master data migrated and reconciled with zero data-integrity defects.
- Automated Payroll-to-GL: Monthly payroll posts directly to Books, eliminating ~20 manual journal entries per cycle.
- Faster Procurement Cycle: PR → PO → GRN → AP Bill end-to-end on a single platform with DoA approvals; supplier onboarding time reduced by 50%.
- Mobile-First Workforce: All BUPA Arabia employees now have native iOS + Android self-service for payslips, leave, expense and approvals (bilingual EN + AR).
- Future-Ready: The Zoho One stack scales seamlessly with BUPA Arabia’s network expansion across the Kingdom and beyond.
In their own words
Raqmiat delivered a complete, integrated Zoho implementation that brought our HR, Inventory and Finance teams onto a single, KSA-compliant platform. They understood the regulatory landscape - GOSI, WPS, Saudization, Iqama, ZATCA Phase 2 - and configured everything natively. The cross-module integration between People, Inventory and Books has been transformative for our monthly close, our payroll cycle, and our procurement controls. The Raqmiat team was professional, hands-on, and consistently delivered on every milestone.
What Worked Well
- Hands-on functional consultants who understood healthcare-insurance operations, not just the software.
- Phased delivery (People → Inventory → Books) that protected day-to-day operations from disruption.
- Native cross-module integration - payroll, GRN and inventory transactions flow into Books without manual journal entry.
- Strong post-go-live hyper-care that built lasting confidence in the platform across HR, Procurement and Finance teams.
- Transparent, milestone-based engagement with no surprises on cost or scope.
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- Authorized Zoho Partner in Riyadh
- 150+ Saudi implementations delivered
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