Zoho for Automotive Dealerships
Leads, Test Drives, and Service Follow-Up, Connected
Showroom leads depend on individual salespeople, service has no visibility into sales history, reminders are inconsistent — Flowpeak links sales and service into one customer record.
Discuss Your ProcessWhere it breaks down today
Isolated Leads
Showroom leads and test-drive follow-up depend on individual salespeople.
Blind Service
Service department has no visibility into a customer's sales history.
Inconsistent Reminders
Service reminders are inconsistent.
Where Zoho fits
Leads & Test Drives
Lead and test-drive tracking through to sale.
Service Scheduling
Service scheduling linked to the same customer record.
Reminders & Upsell
Automated service reminders and upsell campaigns.
Billing
Sales and service billing.
How the apps connect
The operational flow showing how data moves once this is set up.
Lead in CRM
Sale closed
Service linked
Reminder campaign
Ready to talk Automotive Dealerships?
Zoho services for automotive dealerships
All Zoho services →- Zoho ERP implementationBooks, Inventory, CRM and HR connected as one system
- Zoho integration servicesConnect Zoho to payments, ads, telephony, e-commerce and more
- Zoho implementationZoho CRM live within 2 weeks, fixed price agreed in writing
- Zoho support100-hour support packs, first reply within 1 hour
- Zoho consultingChoose the right apps and plan before you build
- Data migration to ZohoMove from Salesforce, HubSpot, Tally, QuickBooks or spreadsheets
Business process workflow
How automotive dealerships work flows in Zoho
Link enquiries, test drives, bookings, service and parts so customers are followed up for life.
Common problems we fix
- Showroom enquiries are not followed up
- Service reminders are manual
- Parts stock is unclear
The process, step by step
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Entity diagram: the data behind automotive dealerships in Zoho
Each box is a record type, coloured by the Zoho app that holds it, with its key fields. Lines show how records connect, so a customer, an order and an invoice stay linked instead of being retyped. We refine this model with you during discovery.
- Zoho CRM
- Zoho Inventory
- Zoho Books
- Zoho Creator
Read the relationships as text
- Enquiry books Test Drive (1:N)
- Enquiry converts to Sale (1:1)
- Vehicle sold in Sale (1:1)
- Vehicle returns for Service Job (1:N)
- Service Job uses Spare Part (N:N)
Department by department
How every department of a automotive dealerships business works in Zoho
A car dealership sells new and used vehicles, finances and insures them, and services them for years. In Zoho the showroom, vehicle stock, F and I desk, workshop, parts counter, accounts and HR share one customer and one vehicle record, so a buyer's car history follows them from test drive to third service.
How the departments hand work to each other
Each arrow is a handover. Because every team works on the same Zoho records, the next department picks up the work without re-entering it.
- 1Showroom Sales to Vehicle Stock and Logistics: Booking with model, variant and colour to allot a vehicle
- 2Showroom Sales to Finance and Insurance Desk: Customers needing a loan or insurance
- 3Showroom Sales to Pre-owned Vehicles: Exchange vehicles to evaluate
- 4Vehicle Stock and Logistics to Showroom Sales: Allotted VIN and ready-for-delivery date
- 5Vehicle Stock and Logistics to Finance and Accounts: OEM invoices and floor plan details
- 6Finance and Insurance Desk to Showroom Sales: Disbursement confirmation to release delivery
- 7Finance and Insurance Desk to Finance and Accounts: Payouts due from lenders and insurers
- 8Pre-owned Vehicles to Service Workshop: Refurbishment jobs
- 9Pre-owned Vehicles to Finance and Accounts: Purchase and sale values for each used car
- 10Service Workshop to Parts and Accessories: Parts required for open job cards
- 11Service Workshop to Finance and Accounts: Service invoices and warranty claims
- 12Parts and Accessories to Service Workshop: Parts issued and back-order dates
- 13Parts and Accessories to Finance and Accounts: OEM parts invoices
- 14Finance and Accounts to Management and Reporting: Monthly P&L by sales, service and parts
- 15HR and Payroll to Finance and Accounts: Payroll and incentive summary for posting
- 16Management and Reporting to Showroom Sales: Monthly retail targets and scheme budget
- 17Management and Reporting to Service Workshop: Service retention targets
Each department in detail
Open a department to see its workflow, its own entity diagram, who does the work, what needs approval, the reports it watches and what it hands over.
Showroom SalesTurns walk-ins, website leads and OEM leads into booked vehicles with a clear on-road price.
Workflow
- 1
Capture walk-ins and web leads
Showroom visitors, website forms, OEM portal leads and calls become CRM leads with model, variant and budget.
- 2
Book test drives
Test drives are scheduled against the demo vehicle, with licence copy captured and feedback logged after the drive.
- 3
Build the on-road quote
The quote shows ex-showroom price, registration, insurance, accessories, extended warranty and any exchange value.
- 4
Take booking amount
A booking form is signed, the booking amount is receipted and a VIN or allotment is requested from stock.
- 5
Hand over the vehicle
On delivery day the PDI checklist, documents and accessories fitment are confirmed and the customer signs the delivery note.
Zoho FormsEntity diagram: Showroom Sales
The records this team creates and updates, their key fields, and how they link.
- Zoho CRM
Read the relationships as text
- Lead takes Test Drive (1:N)
- Lead receives Quote (1:N)
- Quote becomes Booking (1:1)
Who does the work
- Sales consultant
- Team leader
- Sales manager
Approvals and controls
- Discounts beyond the scheme ladder need the sales manager before the quote is shared
- Deliveries are released only after full payment or a disbursement letter from the lender
Reports they watch
- Enquiry to test drive to booking conversion
- Bookings and retails against OEM target
- Lost deals by reason and competitor model
Hands over to
- Vehicle Stock and Logistics: Booking with model, variant and colour to allot a vehicle
- Finance and Insurance Desk: Customers needing a loan or insurance
- Pre-owned Vehicles: Exchange vehicles to evaluate
Vehicle Stock and LogisticsReceives vehicles from the OEM, allots VINs to bookings, and tracks every car from yard to delivery.
Workflow
- 1
Receive OEM invoices
Vehicles invoiced by the manufacturer are received with VIN, engine number, colour and transit status.
- 2
Inspect at arrival
Each vehicle gets a transit damage check and is parked in a known yard location.
- 3
Allot to bookings
Free stock is matched to the oldest booking for the same variant and colour, and the VIN is locked.
- 4
Run PDI and accessories
Pre-delivery inspection and accessory fitment are done and signed off before handover.
- 5
Register the vehicle
Registration paperwork and number plate status are tracked until the vehicle is road-legal.
Entity diagram: Vehicle Stock and Logistics
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho Inventory
Read the relationships as text
- OEM Invoice covers Vehicle (1:N)
- Vehicle allotted by Allotment (1:1)
- Vehicle checked in PDI Check (1:1)
- Vehicle registered by Registration (1:1)
Who does the work
- Stock controller
- PDI technician
- RTO executive
Approvals and controls
- Swapping a VIN between bookings needs the sales manager
- Vehicles with transit damage need the general manager to decide claim or repair
Reports they watch
- Stock ageing by model and variant
- Unallotted bookings by colour
- Pending registrations by age
Hands over to
- Showroom Sales: Allotted VIN and ready-for-delivery date
- Finance and Accounts: OEM invoices and floor plan details
Finance and Insurance DeskArranges vehicle loans and insurance for buyers and tracks payouts due from banks and insurers.
Workflow
- 1
Collect loan documents
KYC, income proof and the quote are collected and uploaded to the loan file for the chosen lender.
- 2
Track sanction and disbursement
Each loan file moves through login, sanction and disbursement stages, with delays flagged to the consultant.
- 3
Issue insurance
Insurance quotes are compared and the policy number and premium are recorded on the deal.
- 4
Track payouts
Commission due from lenders and insurers is recorded per deal and matched when received.
Zoho WorkDrive
Zoho CliqEntity diagram: Finance and Insurance Desk
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho Books
- Zoho WorkDrive
Read the relationships as text
- Loan File needs Customer Docs (1:N)
- Loan File earns Payout (1:1)
- Policy earns Payout (1:1)
Who does the work
- F and I executive
- F and I manager
Approvals and controls
- Loan files go to the lender only after the F and I manager checks the documents
Reports they watch
- Finance penetration by consultant
- Loans pending disbursement by lender
- Insurance and finance payouts outstanding
Hands over to
- Showroom Sales: Disbursement confirmation to release delivery
- Finance and Accounts: Payouts due from lenders and insurers
Pre-owned VehiclesEvaluates exchange cars, refurbishes them and resells them at a margin.
Workflow
- 1
Evaluate the exchange car
An evaluator inspects the car with a checklist and photos and gives a price based on condition and market.
- 2
Procure with documents
Once the price is agreed, ownership papers, loan closure and NOC are collected before the car is taken in.
- 3
Refurbish
Workshop jobs for repairs and detailing are raised and their cost is added to the car.
- 4
List and sell
The refurbished car is listed with photos and price, and enquiries follow the same sales pipeline.
Entity diagram: Pre-owned Vehicles
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho CRM
Read the relationships as text
- Evaluation prices Used Vehicle (1:1)
- Used Vehicle needs Refurb Job (1:N)
- Used Vehicle sold in Used Deal (1:1)
Who does the work
- Evaluator
- Pre-owned sales consultant
- Pre-owned manager
Approvals and controls
- Exchange offers above the evaluated price need the pre-owned manager
- Refurbishment above the set budget needs approval
Reports they watch
- Pre-owned stock ageing
- Margin per car after refurbishment
- Exchange conversion rate
Hands over to
- Service Workshop: Refurbishment jobs
- Finance and Accounts: Purchase and sale values for each used car
Service WorkshopServices and repairs vehicles on time and keeps customers coming back for every scheduled service.
Workflow
- 1
Book the service
Service reminders go out by due date or kilometres, and customers book a slot online or by phone.
- 2
Open the job card
The service advisor records complaints, odometer and fuel level, and the job card is created with an estimate.
- 3
Approve extra work
Extra repairs found during the job are sent to the customer with photos and cost for approval.
- 4
Do the work and road test
Technicians clock time on each labour line, parts are issued, and the final inspection is done.
- 5
Bill, deliver and follow up
Labour and parts are billed, warranty lines are separated, and the customer gets a follow-up call and feedback survey.
Zoho DeskEntity diagram: Service Workshop
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho Inventory
- Zoho Bookings
Read the relationships as text
- Service Booking opens Job Card (1:1)
- Job Card includes Labour Line (1:N)
- Job Card uses Parts Issue (1:N)
Who does the work
- Service advisor
- Technician
- Works manager
Approvals and controls
- Extra work above the estimate needs customer approval before it starts
- Goodwill or free repairs need the works manager
Reports they watch
- Vehicles in workshop by status and age
- Technician efficiency and hours sold
- Service retention and satisfaction by advisor
Hands over to
- Parts and Accessories: Parts required for open job cards
- Finance and Accounts: Service invoices and warranty claims
Parts and AccessoriesStocks parts for the workshop and accessories for the showroom, and orders from the OEM on time.
Workflow
- 1
Issue to job cards
Parts are issued against the job card so each part is billed or claimed under warranty.
- 2
Sell over the counter
Retail and garage customers buy parts at the counter with a GST or VAT invoice.
- 3
Reorder from OEM
Stock below reorder level and back-ordered parts are put on an OEM purchase order.
- 4
Return warranty parts
Failed parts replaced under warranty are tagged and kept for OEM inspection or return.
Entity diagram: Parts and Accessories
The records this team creates and updates, their key fields, and how they link.
- Zoho Inventory
- Zoho Creator
Read the relationships as text
- Part ordered on Purchase Order (N:N)
- Part sold in Counter Sale (N:N)
- Part tracked as Warranty Part (1:N)
Who does the work
- Parts executive
- Parts manager
Approvals and controls
- Emergency orders outside the OEM cycle need the parts manager
- Stock write-offs after audit need the general manager
Reports they watch
- Fill rate for job card demand
- Non-moving parts value
- Parts sales by workshop and counter
Hands over to
- Service Workshop: Parts issued and back-order dates
- Finance and Accounts: OEM parts invoices
Finance and AccountsBills vehicles, service and parts, manages OEM and floor plan payments, and reconciles lender and insurer payouts.
Workflow
- 1
Invoice vehicle sales
Vehicle invoices carry the VIN and tax, with GST and cess in India or VAT in the UK and UAE.
- 2
Pay OEM and floor plan
OEM invoices and floor plan interest are paid on time, with each vehicle's funding cleared when it is sold.
- 3
Book service and parts
Workshop and counter invoices post daily, and warranty claims are tracked until the OEM credits them.
- 4
Reconcile receipts
Booking amounts, loan disbursements and payouts are matched to each deal.
- 5
Close the month
Bank, stock and incentive reconciliations are done, and profit is reported by department.
Entity diagram: Finance and Accounts
The records this team creates and updates, their key fields, and how they link.
- Zoho Books
Read the relationships as text
- Vehicle Invoice clears Floor Plan Loan (1:1)
- Vehicle Invoice paid by Receipt (1:N)
- Warranty Claim settled by Receipt (1:1)
Who does the work
- Accountant
- Accounts manager
Approvals and controls
- Credit notes on vehicle invoices need the general manager
- OEM payments above the limit need the accounts manager
Reports they watch
- Floor plan exposure by vehicle age
- Warranty claims pending credit
- Department-wise gross profit
Hands over to
- Management and Reporting: Monthly P&L by sales, service and parts
HR and PayrollHires, trains and pays consultants and technicians, including monthly incentives.
Workflow
- 1
Hire and train
Consultants and technicians are hired through Recruit and complete OEM product and process training.
- 2
Track attendance and shifts
Workshop shifts, showroom weekend rosters and leave are recorded in Zoho People.
- 3
Calculate incentives
Consultant incentives on retails, finance and accessories and technician incentives on hours sold are worked out monthly.
- 4
Run payroll
Salary and incentives are paid through Zoho Payroll where it is available, or your local payroll provider.
Entity diagram: HR and Payroll
The records this team creates and updates, their key fields, and how they link.
- Zoho People
- Zoho Creator
- Zoho Payroll
- Zoho Learn
Read the relationships as text
- Employee earns Incentive Sheet (1:N)
- Employee paid by Payslip (1:N)
- Employee completes Training Record (1:N)
Who does the work
- HR executive
- Training coordinator
Approvals and controls
- Incentive payouts are approved by the general manager each month
Reports they watch
- Incentive cost against gross profit
- OEM certification status by role
- Staff attrition by department
Hands over to
- Finance and Accounts: Payroll and incentive summary for posting
Zoho Recruit
Zoho Learn
Zoho People
Zoho Shifts
Zoho Creator
Zoho Analytics
Zoho PayrollManagement and ReportingGives the dealer principal one view of sales, service, stock and profit across branches.
Workflow
- 1
Combine data
Bookings, stock, job cards, parts, tickets and accounts sync into Zoho Analytics daily.
- 2
Watch the morning dashboard
Enquiries, bookings, retails, cars in workshop and stock age are shown by branch each morning.
- 3
Track OEM targets
Retail, service and parts targets from the OEM are tracked against actuals with gaps highlighted.
- 4
Review monthly
The monthly review covers department profit, floor plan cost, complaints and satisfaction, with actions logged.
Entity diagram: Management and Reporting
The records this team creates and updates, their key fields, and how they link.
- Zoho Analytics
- Zoho Cliq
Read the relationships as text
- OEM Target compared with Branch KPI (1:N)
- Branch KPI leads to Action Item (1:N)
Who does the work
- Dealer principal
- General manager
Approvals and controls
- Branch targets and scheme budgets are set by the dealer principal each month
Reports they watch
- Retails, finance penetration and workshop load by branch
- Stock ageing and floor plan cost
- Department-wise gross profit
Hands over to
- Showroom Sales: Monthly retail targets and scheme budget
- Service Workshop: Service retention targets
What to expect when you start
A typical plan for a focused project of one to three apps. Larger scope or messy data takes longer; we confirm the timeline after discovery.
Week 1 to 2
Map and agree
We walk through your automotive dealerships process from "Enquiry" to "Retention", list the records and fields you really need, and agree the scope.
Week 3 to 4
Build the core
We configure Zoho CRM and Zoho SalesIQ with your stages, roles, approvals and templates.
Week 5 to 6
Connect and migrate
We clean and import your data, connect email, payments or other tools, and build the reports you will use every week.
Week 7 to 8
Test and go live
Your team tests with real cases, we train each role, and we cut over with a checklist.
Mistakes to avoid
- Copying the old spreadsheet column for column. Keep only the fields that help someone decide or act.
- Leaving out exceptions such as returns, changes and cancellations. Model them early so the team does not work around the system.
- No owner per stage. Name one person for "Enquiry" and one for "Retention".
- Going live without checking reports against numbers you already trust.
A good first win
Start with the problem that hurts most: Showroom enquiries are not followed up. Fixing one visible problem in the first month builds trust and adoption for everything after it.
What you can measure
- Enquiry-to-booking rate
- Service retention
- Parts availability
Zoho apps in this workflow
Zoho CRM
Zoho SalesIQ
Zoho Bookings
Zoho BooksZoho Creator
Zoho Sign
Zoho Inventory
Zoho Campaigns
Zoho SurveyWe deliver remotely for India, the UAE, the Middle East, the USA, the UK, Canada, Australia and Europe.
Questions about Zoho for automotive dealerships
Which Zoho apps suit automotive dealerships businesses?
A typical automotive dealerships setup uses Zoho CRM, Zoho SalesIQ, Zoho Bookings, Zoho Books, Zoho Creator, Zoho Sign, Zoho Inventory, Zoho Campaigns, Zoho Survey. We confirm the exact apps after mapping your own process in a discovery call.
How does the business process flow in Zoho for automotive dealerships?
1. Enquiry; 2. Test drive; 3. Quotation and booking; 4. Delivery; 5. Service; 6. Retention.
Which departments does a Zoho setup for automotive dealerships cover?
A full setup covers Showroom Sales, Vehicle Stock and Logistics, Finance and Insurance Desk, Pre-owned Vehicles, Service Workshop, Parts and Accessories, Finance and Accounts, HR and Payroll, Management and Reporting. Each department works in its own Zoho screens, but they share the same customer, order and finance records, so work moves from one team to the next without being retyped.
Zoho apps we set up for Automotive Dealerships
- Zoho CRM
- Zoho SalesIQ
- Zoho Bookings
- Zoho Books
- Zoho Creator
- Zoho Sign
- Zoho Inventory
- Zoho Campaigns
- Zoho Survey
Not sure which apps fit your business? Book a free 30-minute call or see all Zoho products we implement
More industries we build Zoho workflows for
Zoho adapts to almost any business that has leads, orders, projects, people and money to track. A few examples are below; the industries page lists all 179 with a typical process flow and the Zoho apps behind each.
- Construction and ContractingControl tenders, project costs, subcontractors, site materials and progress billing from one system.
- Wholesale and DistributionRun orders, stock across warehouses, credit limits and collections for dealers and retailers.
- Food and BeverageTrack outlet and central kitchen stock, recipes, suppliers and daily sales with branch-wise accounts.
- Fitness and WellnessConvert enquiries into members, manage bookings and recurring fees, and keep members engaged.
- Staffing and RecruitmentManage client job orders, candidate pipelines, placements and invoicing in one flow.
- Travel and TourismTurn enquiries into itineraries, bookings and payments with supplier and customer tracking.
- Telecom and ISPsRun activation, installation, support and recurring billing for subscribers and enterprise accounts.
- Media and AdvertisingManage clients, briefs, campaign projects, approvals and retainer billing for agencies and media firms.
- Import and Export TradingHandle enquiries, proforma invoices, shipments, documentation and multi-currency accounting.