Zoho implementation for Aviation and Aerospace Services
Zoho for aviation services, ground handling, charter and MRO: customers, work orders, crew, documents and billing.
Business process workflow
How aviation and aerospace services work flows in Zoho
Coordinate customers, work orders, crew, parts and compliance documents.
Common problems we fix
- Work orders and certificates are scattered
- Crew and shift planning is manual
- Parts stock is hard to trace
The process, step by step
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Zoho VaultEntity diagram: the data behind aviation and aerospace services 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 Creator
- Zoho Inventory
- Zoho People
- Zoho Books
Read the relationships as text
- Customer operates Aircraft (1:N)
- Aircraft requires Maintenance Task (1:N)
- Maintenance Task uses Spare Part (N:N)
- Technician performs Maintenance Task (N:N)
- Customer billed by Invoice (1:N)
Department by department
How every department of a aviation and aerospace services business works in Zoho
An aviation services business, such as an MRO shop, charter operator or ground handler, lives by work orders, airworthiness records and tight turnaround times. In Zoho sales, maintenance planning, the hangar, quality, stores, accounts and HR share one aircraft record and one work order, so the paperwork follows the aircraft.
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.
- 1Business Development and Customer Contracts to Maintenance Planning: Signed work agreement with scope, aircraft and slot
- 2Business Development and Customer Contracts to Finance and Accounts: Operator billing details, currency and terms
- 3Maintenance Planning to Hangar and Line Maintenance: Released work package with task cards and reserved parts
- 4Maintenance Planning to Stores and Procurement: Parts and consumable shortages with required date
- 5Hangar and Line Maintenance to Quality and Safety: Completed work order pack for audit
- 6Hangar and Line Maintenance to Finance and Accounts: Labour hours, parts used and approved extra work for billing
- 7Quality and Safety to HR, Training and Payroll: Training needs from findings and expiring authorisations
- 8Quality and Safety to Management and Reporting: Compliance status for leadership review
- 9Stores and Procurement to Hangar and Line Maintenance: Serviceable parts with certificates
- 10Stores and Procurement to Finance and Accounts: Supplier bills matched to PO and receipt
- 11Finance and Accounts to Management and Reporting: Revenue, margin and cash by business line
- 12HR, Training and Payroll to Quality and Safety: Completed training records for authorisation renewal
- 13HR, Training and Payroll to Finance and Accounts: Payroll totals and cost by department
- 14Management and Reporting to Business Development and Customer Contracts: Slots to fill and pricing guidance
- 15Management and Reporting to Quality and Safety: Management review actions
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.
Business Development and Customer ContractsWins maintenance, charter and handling contracts from airlines, operators and owners and agrees the scope and rates.
Workflow
- 1
Log customer requests
Requests for checks, AOG support, charters or handling come into Zoho CRM with aircraft type, registration and required date.
- 2
Estimate the work
Planning provides man-hours and parts estimates so sales can quote labour, materials and hangar slot.
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Manage long-term contracts
Power-by-the-hour or annual handling contracts are stored with rates, SLAs and renewal dates.
Zoho Forms
Zoho Sign
Zoho ContractsEntity diagram: Business Development and Customer Contracts
The records this team creates and updates, their key fields, and how they link.
- Zoho CRM
- Zoho Contracts
Read the relationships as text
- Operator operates Aircraft (1:N)
- Aircraft needs Work Request (1:N)
- Work Request priced in Quote (1:1)
- Operator signs Service Contract (1:N)
Who does the work
- Business development manager
- Customer account manager
- Commercial director
Approvals and controls
- Quotes below the labour rate floor or with fixed-price checks need commercial director approval
- New operators are checked for credit and sanctions before work starts
Reports they watch
- Pipeline by operator and check type
- Hangar slots sold for the next 90 days
- Contract renewals due
Hands over to
- Maintenance Planning: Signed work agreement with scope, aircraft and slot
- Finance and Accounts: Operator billing details, currency and terms
Maintenance PlanningTurns each check or defect into a planned work package with task cards, parts and man-hours.
Workflow
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Build the work package
Task cards from the maintenance programme, ADs and service bulletins are grouped into a work package per aircraft.
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Check parts and tooling
Required parts and calibrated tools are checked against stock and reserved, with shortages sent to purchasing.
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Plan manpower and slot
Licensed engineers and mechanics are planned by shift against the hangar slot.
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Track due items
Component life limits and recurring inspections are tracked by hours, cycles and calendar.
Zoho ShiftsEntity diagram: Maintenance Planning
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho Inventory
Read the relationships as text
- Work Package contains Task Card (1:N)
- Task Card reserves Parts Reservation (1:N)
- Component due under Task Card (1:N)
Who does the work
- Maintenance planner
- Technical records officer
- Planning manager
Approvals and controls
- Deferring a task card needs approval from the planning manager and quality within the allowed limits
Reports they watch
- Due list by aircraft for the next 30 days
- Parts shortages per work package
- Planned versus available man-hours
Hands over to
- Hangar and Line Maintenance: Released work package with task cards and reserved parts
- Stores and Procurement: Parts and consumable shortages with required date
Hangar and Line MaintenanceCarries out task cards and defect rectification safely, on time and with every step signed.
Workflow
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Open the work order
The aircraft is inducted and the work order opened with arrival hours and cycles.
- 2
Work and sign task cards
Mechanics record work done and time spent, and certifying staff sign each task card.
- 3
Raise non-routine findings
Defects found during inspection become non-routine cards with photos and a customer approval request.
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Issue parts to the aircraft
Parts are issued from stores against the task card, with serial numbers recorded on and off.
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Close and release
When all cards are closed the certificate of release to service is issued and the aircraft handed back.
Zoho WorkDriveEntity diagram: Hangar and Line Maintenance
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Work Order logs Labour Entry (1:N)
- Work Order raises Non-routine Card (1:N)
- Work Order closed by Release Certificate (1:1)
Who does the work
- Licensed aircraft engineer
- Aircraft mechanic
- Shift supervisor
Approvals and controls
- Non-routine work beyond the agreed scope waits for written customer approval
- Only authorised certifying staff can sign the release to service
Reports they watch
- Open task cards by aircraft
- Turnaround time against plan
- Non-routine findings by ATA chapter
Hands over to
- Quality and Safety: Completed work order pack for audit
- Finance and Accounts: Labour hours, parts used and approved extra work for billing
Quality and SafetyKeeps the organisation compliant with its aviation authority approvals and runs audits and safety reporting.
Workflow
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Review the work pack
Quality checks each closed work pack for missing signatures and records before archiving.
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Run internal audits
Scheduled audits of hangar, stores and records raise findings with owners and due dates.
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Manage safety reports
Staff file hazard and occurrence reports, which are investigated and closed with actions.
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Control authorisations
Each engineer's licence, type ratings and company authorisation scope are kept current.
Entity diagram: Quality and Safety
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Audit raises Finding (1:N)
- Safety Report leads to Finding (1:N)
- Authorisation checked in Audit (1:N)
Who does the work
- Quality manager
- Quality auditor
- Safety officer
Approvals and controls
- Level 1 findings stop the affected work until the quality manager closes them
- Authorisations are issued and renewed only by the quality manager
Reports they watch
- Open findings by level and age
- Safety reports by type and trend
- Authorisations expiring in 60 days
Hands over to
- HR, Training and Payroll: Training needs from findings and expiring authorisations
- Management and Reporting: Compliance status for leadership review
Stores and ProcurementBuys, receives and controls parts with full traceability and certificates.
Workflow
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Source parts
Shortages go to approved suppliers for quotes on new, overhauled or exchange parts.
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Order and expedite
Purchase orders are issued, with AOG orders flagged for urgent tracking.
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Receive with certificates
Parts are inspected on receipt and their release certificate is attached before they can be issued.
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Control shelf life and tools
Shelf-life items and tool calibration dates are tracked with alerts.
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Manage repairs and exchanges
Unserviceable parts sent for repair or exchange are tracked until they return.
Entity diagram: Stores and Procurement
The records this team creates and updates, their key fields, and how they link.
- Zoho Inventory
- Zoho WorkDrive
- Zoho Creator
Read the relationships as text
- Purchase Order supplies Part (1:N)
- Part certified by Release Cert (1:1)
- Part sent on Repair Order (1:N)
Who does the work
- Storekeeper
- Purchase officer
- Stores manager
Approvals and controls
- Parts without a valid release certificate stay in quarantine
- Purchases from suppliers not on the approved list are blocked
Reports they watch
- AOG orders open
- Parts in quarantine
- Shelf-life and calibration due
Hands over to
- Hangar and Line Maintenance: Serviceable parts with certificates
- Finance and Accounts: Supplier bills matched to PO and receipt
Finance and AccountsBills each work order and contract correctly in the customer's currency and controls costs.
Workflow
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Invoice the work order
Labour, parts with handling fee and approved non-routine work are billed from the closed work order.
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Bill contracts
Hourly or flight-hour contracts are billed monthly from reported utilisation.
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Handle multi-currency
Invoices go out in USD, EUR or local currency with VAT in the UK and UAE or GST in India where it applies.
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Cost the work order
Actual labour and parts cost are compared with the quote to show margin per check.
Zoho Billing
Zoho AnalyticsEntity diagram: Finance and Accounts
The records this team creates and updates, their key fields, and how they link.
- Zoho Books
- Zoho Creator
Read the relationships as text
- Invoice settled by Payment (1:N)
- Job Cost compared with Invoice (1:1)
- Supplier Bill feeds Job Cost (1:N)
Who does the work
- Billing accountant
- Accounts payable officer
- Finance manager
Approvals and controls
- Invoices that differ from the quote by more than the set margin are reviewed before sending
- Supplier payments above the limit need finance manager approval
Reports they watch
- Margin per check and operator
- Receivables by operator and currency
- Unbilled closed work orders
Hands over to
- Management and Reporting: Revenue, margin and cash by business line
HR, Training and PayrollHires licensed staff, keeps their training current and pays shift and overtime correctly.
Workflow
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Recruit licensed staff
Engineer and mechanic roles are filled with licence and type rating checks.
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Run recurrent training
Human factors, EWIS, fuel tank safety and type courses are scheduled and recorded.
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Pay shifts and overtime
Night shift, standby and overtime are paid in Zoho Payroll where it is available, or your local payroll provider.
Zoho Recruit
Zoho Learn
Zoho PayrollEntity diagram: HR, Training and Payroll
The records this team creates and updates, their key fields, and how they link.
- Zoho People
- Zoho Learn
- Zoho Shifts
- Zoho Payroll
Read the relationships as text
- Employee completes Training Record (1:N)
- Employee assigned to Roster (1:N)
- Employee receives Payslip (1:N)
Who does the work
- HR manager
- Training coordinator
- Payroll officer
Approvals and controls
- Staff with overdue recurrent training are removed from certifying duties until complete
Reports they watch
- Training due by course
- Overtime by shift and month
- Headcount by licence category
Hands over to
- Quality and Safety: Completed training records for authorisation renewal
- Finance and Accounts: Payroll totals and cost by department
Management and ReportingGives the accountable manager and directors one view of hangar load, compliance, turnaround and profit.
Workflow
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Combine data
Work orders, quality findings, stores and accounts sync into Zoho Analytics.
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Review the daily hangar board
Aircraft in work, days to release and AOG parts are reviewed each morning.
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Hold the management review
Monthly reviews cover compliance, safety trends, turnaround and margin.
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Escalate risks
Alerts for overdue findings, AOG delays and slot overruns go to managers in Cliq.
Zoho Flow
Zoho CliqEntity diagram: Management and Reporting
The records this team creates and updates, their key fields, and how they link.
- Zoho Analytics
- Zoho Creator
Read the relationships as text
- Hangar Slot feeds KPI (1:N)
- KPI triggers Review Action (1:N)
Who does the work
- Accountable manager
- Managing director
- Finance director
Approvals and controls
- Capacity and capital spend decisions are approved by the accountable manager and directors
Reports they watch
- Hangar utilisation
- On-time release rate
- Open quality findings
- Margin by operator
Hands over to
- Business Development and Customer Contracts: Slots to fill and pricing guidance
- Quality and Safety: Management review actions
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 aviation and aerospace services process from "Customer request" to "Billing", 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 Desk 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 "Customer request" and one for "Billing".
- Going live without checking reports against numbers you already trust.
A good first win
Start with the problem that hurts most: Work orders and certificates are scattered. Fixing one visible problem in the first month builds trust and adoption for everything after it.
What you can measure
- Turnaround time
- Parts availability
- Document compliance
Questions about Zoho for aviation and aerospace services
Which Zoho apps suit aviation and aerospace services businesses?
A typical aviation and aerospace services setup uses Zoho CRM, Zoho Desk, Zoho Creator, Zoho Inventory, Zoho People, Zoho Vault, Zoho Books. We confirm the exact apps after mapping your own process in a discovery call.
How does the business process flow in Zoho for aviation and aerospace services?
1. Customer request; 2. Work order; 3. Parts and stock; 4. Crew and staff; 5. Compliance documents; 6. Billing.
Which departments does a Zoho setup for aviation and aerospace services cover?
A full setup covers Business Development and Customer Contracts, Maintenance Planning, Hangar and Line Maintenance, Quality and Safety, Stores and Procurement, Finance and Accounts, HR, Training 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 aviation and aerospace services
Zoho CRM
Zoho Creator
Zoho Inventory
Zoho People
Zoho Books
Not sure which apps fit your business? Book a free 30-minute call or see all Zoho products we implement
Zoho services for aviation and aerospace services
All Zoho services →- 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
- Zoho integration servicesConnect Zoho to payments, ads, telephony, e-commerce and more
- Zoho auditA scored review of your current Zoho setup
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.