— GIB OIL - CASE STUDY

One System, Every Case: How Gib Oil Brought Structure to Energy & Fuel Services Services with Zoho Creator

CENTERS OF EXPERTISE

CLIENT

COMPANY SIZE

INDUSTRY

Stock Management

Energy & Fuel Services

100+ Employees

Gib Oil

Introduction

GibOil makes fuelling across Gibraltar simple and reliable. Instead of juggling multiple suppliers or worrying about consistency, businesses and customers get one trusted source for land, marine, and aviation fuel, along with premium Shell lubricants. Backed by decades of industry expertise and a commitment to safety, quality, and sustainability, GibOil delivers fuel solutions that are efficient, cost-effective, and built around real operational needs — not one-size-fits-all offers. It's like having a dependable partner who understands the demands of your business and ensures you always have the right fuel, at the right place, when you need it.

The Challenge

GibOil was running a fuel and lubricant business that stretched across many locations and covered several product types — land fuel, marine fuel, aviation fuel, and lubricants. But there was no central system tying everything together. Each station and each product line worked almost like its own separate business, which made it very hard for the owner to see the full picture or understand how the company was truly performing at any given moment.
Stock management was still being done manually at every single location. Land fuel, marine fuel, aviation fuel, and lubricants each had their own separate stock records, often kept on paper, in notebooks, or on individual spreadsheets that nobody else could easily access. Because of this, it was very easy to lose track of exactly how much stock was left, where it currently was, or whether numbers being reported were even accurate anymore.
Handling reservations was one of the toughest daily challenges. Marine and aviation clients regularly needed to book fuel well in advance to plan their operations properly, but there was no dedicated system to record, confirm, or track these bookings. Staff had to rely purely on memory or scattered notes, which often caused confusion about what had actually been reserved versus what stock was genuinely still available for other customers.
Every single stock movement, whether it was new deliveries arriving, fuel going out to customers, or internal transfers between different locations, was recorded through separate, inconsistent, and disconnected processes. This made it extremely difficult to match what was supposed to be sitting in stock with what was physically present at each site, and even small recording mistakes would quietly build up into much bigger inventory problems over time.
Putting together accurate reports took an enormous amount of time and manual effort. Since important data was scattered across different spreadsheets, notebooks, and locations, someone always had to sit down and manually gather everything just to create even a basic summary. By the time these reports were finally ready, the numbers inside them were usually already outdated and no longer reflected the real, current state of the business.
Beyond stock and reservations, tracking every transaction across different countries and product categories was equally difficult. There was no single, reliable source that captured all this information together, which meant the owner often had to make important business decisions based on incomplete or delayed information rather than clear, real-time numbers.
In short, GibOil had strong day-to-day operations, but very weak visibility into the numbers that mattered most. There was no single place to check stock levels, reservations, and transaction history across every country and product line, which made it genuinely difficult for the owner to make quick, confident, and well-informed decisions for the business.

To solve these problems, we built a complete stock management system for GibOil using Zoho Creator, designed as a central portal where every location, product, and transaction could be managed from one place. This removed the need for separate sheets and manual records, giving the business one reliable system to run everything from.

The Solution

Since GibOil has many staff members working across different locations and departments, we built the system as a multi-user portal. This means several people can log in and work on the platform at the same time, each handling their own tasks like stock updates, orders, or reports, without stepping on each other's work or causing confusion.

Because GibOil supplies fuel and services across multiple countries, we set up the system so that stock is properly segregated by country. Users can simply select the country they are working with, and the portal automatically shows stock, products, and transactions specific to that country. This makes it easy to manage operations separately for each region while still keeping everything connected under one system.

We built a full Stock Control module covering everything the business needs, including Stock Reservations, Sales Orders, Purchase Orders, Stock Adjustments, and Stock Adjustment Products. Every one of these processes now happens inside the same portal, so staff no longer need to switch between different tools or manually cross-check information.

To handle movement of stock between locations, we implemented a complete Transfer system, covering both Transfer In and Transfer Out. This means when stock moves from one country to another, or from one location to another, the system automatically records it correctly on both ends, keeping stock numbers accurate at every location at all times.

Every stock movement, whether it's stock coming in, going out, being reserved, or being transferred, is automatically logged in the system. This gives GibOil a clear, real-time record of exactly what happened, when it happened, and where, removing the guesswork that came with manual tracking.

To power all of this behind the scenes, we used Zoho Catalyst, which helped us build custom logic and automation that goes beyond what standard tools could offer. This allowed the system to handle GibOil's specific business processes smoothly, while still keeping everything fast, reliable, and automated.

Finally, to give the business real visibility into its numbers, we integrated Zoho Analytics. This allows the owner and team to view detailed reports and dashboards pulled directly from live data, covering stock levels, transactions, and performance across every country and product, all in one place, without needing to manually prepare anything.

Together, this created a fully automated system where every user, every country, and every product is connected. What used to take hours of manual work and constant follow-up now happens automatically inside one unified platform, giving GibOil complete visibility and control over their entire stock and operations.

What We Implemented

Zoho Creator

Zoho Analytics

Custom-built applications handle GibOil's complete stock, reservation, and transaction management across every country and product. Stock In, Stock Out, Transfers, Sales Orders, and Purchase Orders all run through structured workflows built specifically for the business. Custom forms capture and organize data the exact way GibOil operates, keeping every location and process connected in one system.

Data from every module feeds directly into Zoho Analytics to power real-time reports and dashboards. Custom dashboards are built specifically for stock levels, transactions, and country-wise performance. The team gets clear, up-to-date visibility into stock movement, reservations, and overall business numbers without manually preparing anything.

Zoho Catalyst

Zoho Catalyst powers the custom logic and automation running behind the scenes of the entire system. It handles the complex processes that standard tools couldn't manage on their own, keeping stock updates, transfers, and multi-country operations fast, accurate, and fully automated for every user on the platform.

Third-Party Integrations

React

Widget

React is used to build custom, interactive components inside Zoho Creator, going beyond what standard forms and pages could offer. This allowed us to create tailored screens and interfaces for stock management, reservations, and transactions, giving GibOil's team a smoother, more responsive experience while working across countries and product lines..

Custom widgets are used to display advanced reports directly inside the portal, pulling live data from every module. This gives the team a clear, visual way to track stock levels, transactions, and performance without switching between different tools, keeping all key numbers accessible right where the work happens.

Client Feedback

Thanks to the Zonextify Team for helping us bring structure to our stock and business operations.

Before working with Zonextify, we were struggling to track stock across our different locations and countries, with reservations, transfers, and reports all handled manually. Now, with everything set up on Zoho Creator, we can manage stock in and stock out, reservations, and transfers with ease, and get real-time reports whenever we need them.

We are still working with the Zonextify Team, and we truly appreciate their continuous support and guidance in helping us streamline and grow our operations.

Thank you, Zonextify Team, for all your support!