The Problem
GCo Fuels, a fuel reseller servicing SMEs and large Corporates, was growing but its back-end systems weren’t keeping up.
The company managed data from three different suppliers but had to issue multiple invoices to each client every month and everything—from data aggregation, pricing and invoicing to reporting—was handled manually using spreadsheets and email.
Invoicing and reporting alone took up to 10 days per month, but the complexity was the most frustrating part because managing different card providers and pricing models made the process fragile, inefficient, and heavily reliant on one or two key staff.
Managing Director Rod Gabb knew it was time for change.
Why the Problem Existed
The business had not only outgrown its systems, but each supplier was, and still is, providing transaction data in a different format. GCo Fuels, acting as an intermediary rather than the card issuer, needed to reconcile the transactions.
If this wasn’t difficult enough, reporting was time-consuming and prone to error.
“We were spending up to 10 days a month just invoicing and producing reports,” says Rod. “That’s time the team wasn’t spending on growing the business.”
The Solution
Rod engaged Innovate Now to overhaul the system.
Innovate Now’s team built a custom Zoho CRM solution paired with a transaction processing engine that could automatically ingest data, assign it to the correct customer, and apply dynamic pricing models.
The system consolidates all charges into a single invoice per customer, complete with detailed transaction records. Automated reporting replaced time-intensive manual work, and the system flags negative savings for review.
Why Innovate Now
Rod says the decision to work with Innovate Now was based on trust. “I liked Yash (Kapoor) and felt he understood what I needed. He came out to meet me, and that made all the difference because the other suppliers I had approached did not.”
Although the project was technically challenging—especially handling multiple supplier file formats and high transaction volumes—Innovate Now remained responsive and collaborative throughout.
Life After Implementation
GCo Fuels now completes invoicing in under five hours each month.
The system handles thousands of transactions with ease, and staff are free to focus on analysis and growth. “It’s not just about saving time—it’s about building value in the business,” says Rod. “We’ve gone from spreadsheets to a scalable, cloud-based solution that adds real credibility for the future, including potential investors.”
