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The adoption of automation tech has undeniably proven to be one of the most valuable steps a business owner can take to evolve their business and remain competitive in the modern marketplace. By utilising DOKKA’s powerful automation systems, the AJP Group managed to consolidate and significantly accelerate their data-capturing efforts.
Read the case study below or download here to read later
Company overview:
The AJP Group’s business focuses on three core areas: retail businesses, property development and the management of a foods division. The businesses are situated in Gauteng, South Africa. Within the AJP Group are four key areas of interest;
- They are AJP Retail, specialising in franchises within the Pick ‘n Pay group comprising a selection of Supermarkets, Liquor Stores, Clothing, Pharmacies and Express shops.
- The AJP Property portfolio, which includes several shopping centres and malls.
- The AJP Food Division which draws on years of experience within the food industry and allows the group to operate numerous brands including Hava Java coffee shops, Qualitas, which incorporates food production and dis- tribution operations, Qualitas Biltong, that manufactures dried meat products and the Bushfire brand that deals exclusively with out- door cooking and barbecue products.
- Finally, there is AJP Advance which constantly maintains and innovates the group’s digital presence.
The AJP Group is a multi-focused business that needs to keep its finger on the pulse of all business activities at all times and as such, DOKKA provides the perfect platform to allow the business to continue whilst all invoicing and other business needs are taken care of.
“With DOKKA being available for mobile devices and integrating seamlessly with other accounting software, the employees within the group have made the most of it and found the shift to DOKKA to be an over-all and resoundingly positive one. Support is available and never an issue, the users appreciate the system and have grown to enjoy working with it. A huge thank you to Yoram and Eric for this incredible system, it most certainly is a game-changer.”
Jaydene Potgieter, AJP Group.
The Challenges
As the group is fairly large and consists of various functions under one roof, the necessity for data-capture has become massive.
Employment of data-capturers was not an option and the waste of resources on data-capturing was having a negative impact on existing employee’s time.
This had a negative impact on the business as results were entered incorrectly due to human error taking its toll. The need arose for a system to negate all potential human error and remove the potential for faults, which would have a dire impact on the business’s results and ultimately, create issues with its finances.
The Solution
The need arose for a stable solution to be put in place and it was decided, after extensive research, a discussion with Eric Edelstein, CRO at DOKKA and the AJP Group’s advisory firm, that DOKKA would be the software option of choice.
The ease-of-use and simplicity as well as the software being used by the group’s advisory firm made the decision to move to DOKKA, an easy one.
Not only has the group saved on time and removed the element of human error, but they have saved an incredible amount of money. To employ the staff needed to capture all the data, they would need to spend in excess of US$4,100 (R60,000) before setup costs, office space and sundries.
What can’t be quantified, is the amount of job satisfaction that existing employees now are able to achieve. With substantially less time being spent on data capturing, the employees are able to create and build on relationships with the clients, which in turn, builds a better relationship with the group, and adds value to the business through other, more productive means.
This is an incredibly positive outcome to what was previously a menial and mind-numbing series of tasks for the business and its employees.
Less Admin, More Value Add
With DOKKA, every step of working with your clients documentation is made easier!
From receiving both digital and paper documentation from clients, to integration into Accounting Software, every part is optimised for time.
Document discussion & queries are linked to the specific documents, making it easier for you and your clients.
Digital documents don’t need to get printed. Paper documents can get automatically digitised.
Changing the Mindset
With the move to a digital format, the business felt some push-back from employees, but as the system is incredibly easy to use, it soon became quite clear that the system was implemented to aid, rather than restrict growth and assist the employees with their tasks rather than make them redundant.
A full-time position was then created for an employee to scan all the data into the
system, which although tedious, has now been deemed vitally important to both the success and growth of the business.
In March 2020, with the onset of the COVID-19 pandemic, the necessity and the ease-of-use of the system was once again made clear.
As employees were forced to work remotely,the system accommodated this and allowed the business to continue and made sure that no more jobs were lost and that the business could continue as normal.