Zoho implementation for Biotech and Research Labs
Zoho for biotech and research labs: track projects, grants, samples, equipment, orders and collaborators.
Business process workflow
How biotech and research labs work flows in Zoho
Track projects, grants, samples, equipment, orders and collaborators.
Common problems we fix
- Sample and reagent tracking is manual
- Grant milestones are missed
- Equipment use is unplanned
The process, step by step
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Zoho Bookings
Zoho AnalyticsDepartment by department
How every department of a biotech and research labs business works in Zoho
A biotech or contract research lab runs business development, study management, bench research, sample and biobank management, lab quality, procurement, grants and finance, and HR around the same study and the same sample IDs. In Zoho a study code links the client contract or grant, the protocol, every sample and assay, and the costs charged to it.
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 Grants to Study Management: Signed work order or grant with scope, budget and milestones
- 2Business Development and Grants to Finance and Grants Accounting: Billing milestones and grant reporting rules
- 3Study Management to Research and Bench Work: Approved protocol and assay plan
- 4Study Management to Sample Management and Biobank: Sample collection and storage plan
- 5Research and Bench Work to Study Management: Reviewed results for sponsor reports
- 6Research and Bench Work to Procurement and Lab Stores: Reagent usage and upcoming needs
- 7Sample Management and Biobank to Research and Bench Work: Issued samples for experiments
- 8Sample Management and Biobank to Lab Quality and Compliance: Chain of custody records for audits
- 9Lab Quality and Compliance to HR and Payroll: Training needs from SOP changes
- 10Lab Quality and Compliance to Leadership and Reporting: Audit outcomes and compliance status
- 11Procurement and Lab Stores to Finance and Grants Accounting: Purchase orders and bills coded to study or grant
- 12Finance and Grants Accounting to Leadership and Reporting: Study profitability and grant status
- 13HR and Payroll to Finance and Grants Accounting: Payroll cost by study and grant
- 14Leadership and Reporting to Business Development and Grants: Research areas to grow and capacity available
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 GrantsWins contract research work and research grants and gives study management an agreed scope and budget.
Workflow
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Track sponsors and funders
Pharma sponsors, academic partners and grant bodies are kept in Zoho CRM with research area and contacts.
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Scope and price the study
Assays, sample numbers, timelines and FTE effort are costed into a quote or grant budget.
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Sign the agreement
The master service agreement, work order or grant award is signed with milestones and IP terms.
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Open the study
A signed work order creates a study project with code, budget and milestones.
Zoho Sign
Zoho ContractsEntity diagram: Business Development and Grants
The records this team creates and updates, their key fields, and how they link.
- Zoho CRM
- Zoho Sign
- Zoho Contracts
Read the relationships as text
- Sponsor signs NDA (1:N)
- Sponsor receives Study Proposal (1:N)
- Study Proposal becomes Work Order (1:1)
Who does the work
- Business development scientist
- Grants officer
- Head of research
Approvals and controls
- Proposals are reviewed by the head of research for scientific feasibility before pricing
- IP and publication terms need legal review before signing
Reports they watch
- Proposal pipeline by research area
- Grant applications and outcomes
- Work order value by sponsor
Hands over to
- Study Management: Signed work order or grant with scope, budget and milestones
- Finance and Grants Accounting: Billing milestones and grant reporting rules
Study ManagementPlans each study against its protocol, keeps it on time and reports progress to sponsors.
Workflow
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Approve the protocol
The study protocol and any ethics or biosafety approvals are recorded with version and approval date.
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Plan tasks and milestones
Study tasks, assays and milestones are planned in Zoho Projects with assigned scientists.
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Track protocol changes
Amendments and deviations are logged with reason and sponsor approval.
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Report to the sponsor
Progress reports and interim data are shared with the sponsor on the agreed schedule.
Zoho WorkDriveEntity diagram: Study Management
The records this team creates and updates, their key fields, and how they link.
- Zoho Projects
- Zoho Creator
- Zoho WorkDrive
Read the relationships as text
- Study follows Protocol (1:N)
- Protocol may have Protocol Deviation (1:N)
- Study shares Progress Report (1:N)
Who does the work
- Study director
- Principal investigator
- Project coordinator
Approvals and controls
- Protocol amendments need sponsor and study director sign-off before use
- Human or animal work starts only after ethics approval is on file
Reports they watch
- Studies by stage and milestone
- Overdue deliverables
- Deviations by study
Hands over to
- Research and Bench Work: Approved protocol and assay plan
- Sample Management and Biobank: Sample collection and storage plan
Research and Bench WorkRuns experiments and assays to protocol and records methods, data and results.
Workflow
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Book instruments
Scientists book shared instruments such as sequencers, flow cytometers and plate readers by slot.
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Record experiments
Each experiment records method, reagents with lot numbers, samples used and raw data files.
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Entity diagram: Research and Bench Work
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho Bookings
- Zoho WorkDrive
- Zoho Inventory
Read the relationships as text
- Experiment uses Instrument Booking (1:N)
- Experiment produces Data File (1:N)
- Experiment consumes Reagent Use (1:N)
Who does the work
- Research scientist
- Research associate
- Principal investigator
Approvals and controls
- Results are marked final only after PI review
- Instruments overdue for calibration cannot be booked
Reports they watch
- Experiments by study and status
- Instrument utilisation
- Repeat rate by assay
Hands over to
- Study Management: Reviewed results for sponsor reports
- Procurement and Lab Stores: Reagent usage and upcoming needs
Sample Management and BiobankReceives, labels, stores and tracks every sample with full chain of custody.
Workflow
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Receive and accession
Incoming samples are logged with ID, source, consent reference and condition on arrival.
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Store by location
Each sample gets a freezer, rack and box position, and storage temperatures are logged.
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Issue and return
Samples taken out for testing are issued to a scientist and returned or consumed.
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Dispose or ship
Samples are destroyed or shipped back as the protocol or sponsor instructs, with records kept.
Entity diagram: Sample Management and Biobank
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Sample stored at Storage Location (1:1)
- Sample tracked by Custody Log (1:N)
- Storage Location monitored by Freezer Log (N:N)
Who does the work
- Sample manager
- Biobank technician
Approvals and controls
- Samples without a valid consent reference are quarantined
- Disposal needs the study director's written instruction
Reports they watch
- Samples by study and location
- Freezer temperature excursions
- Samples awaiting disposal
Hands over to
- Research and Bench Work: Issued samples for experiments
- Lab Quality and Compliance: Chain of custody records for audits
Lab Quality and ComplianceKeeps the lab audit-ready under GLP or ISO rules, with SOPs, calibration, training and safety under control.
Workflow
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Control SOPs
SOPs are versioned and released, and staff must read and acknowledge each new version.
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Calibrate equipment
Instrument calibration and maintenance schedules are tracked with certificates.
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Run audits
Internal and sponsor audits are scheduled, findings logged and CAPA tracked to closure.
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Manage biosafety
Biosafety and chemical safety incidents are reported and investigated.
Zoho Learn
Zoho FSM
Zoho DeskEntity diagram: Lab Quality and Compliance
The records this team creates and updates, their key fields, and how they link.
- Zoho WorkDrive
- Zoho Creator
Read the relationships as text
- SOP checked in Audit Finding (N:N)
- Calibration Record checked in Audit Finding (N:N)
- Audit Finding closed by CAPA (1:N)
Who does the work
- Quality assurance manager
- Lab safety officer
Approvals and controls
- New SOP versions are released only after QA approval
- Critical audit findings need a CAPA plan within the agreed days
Reports they watch
- Open CAPA by age
- Calibrations due
- SOP training compliance
Hands over to
- HR and Payroll: Training needs from SOP changes
- Leadership and Reporting: Audit outcomes and compliance status
Procurement and Lab StoresBuys reagents, consumables and equipment against study and grant budgets and tracks lots and expiry.
Workflow
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Approve against budget
Requisitions are checked against the study or grant budget before a purchase order is raised.
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Receive and store
Items are received by lot and expiry, with cold-chain items checked on arrival.
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Track hazardous items
Hazardous chemicals are recorded with safety data sheets and storage class.
Zoho BooksEntity diagram: Procurement and Lab Stores
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho Inventory
Read the relationships as text
- Requisition becomes Purchase Order (N:N)
- Purchase Order delivers Stock Lot (1:N)
- Stock Lot classified by Hazard Record (N:N)
Who does the work
- Procurement officer
- Lab store keeper
Approvals and controls
- Spend that exceeds the study or grant budget line needs the PI and finance
- Equipment purchases above the capital limit need the head of research
Reports they watch
- Spend by study and grant
- Stock expiring in 60 days
- Open purchase orders
Hands over to
- Finance and Grants Accounting: Purchase orders and bills coded to study or grant
Finance and Grants AccountingBills sponsors by milestone, accounts for grant spend by rule and tracks cost per study.
Workflow
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Bill milestones
Completed study milestones trigger invoices to sponsors, with GST in India or VAT in the UK and UAE.
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Account for grants
Grant receipts are held as deferred income and released as eligible costs are spent.
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Charge costs to studies
Staff time, reagents and instrument use are charged to each study or grant code.
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Prepare funder reports
Grant spend reports by budget head are prepared for each funder period.
Entity diagram: Finance and Grants Accounting
The records this team creates and updates, their key fields, and how they link.
- Zoho Books
- Zoho Analytics
Read the relationships as text
- Cost Allocation supports Milestone Invoice (N:N)
- Grant Fund funds Cost Allocation (1:N)
- Grant Fund reported in Funder Report (1:N)
Who does the work
- Grants accountant
- Finance manager
Approvals and controls
- Costs charged to a grant must match its eligible budget heads, checked by the grants accountant
- Funder reports are signed by the head of research and finance manager
Reports they watch
- Budget versus actual by study and grant
- Unbilled milestones
- Grant burn rate
Hands over to
- Leadership and Reporting: Study profitability and grant status
HR and PayrollHires scientists, tracks training and effort by study, and pays salaries including grant-funded posts.
Workflow
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Hire scientists
Scientist and associate roles are hired through Zoho Recruit, often funded by a named grant.
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Track training and safety
SOP, biosafety and instrument training are recorded for each person.
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Record effort by study
Staff log hours by study code so grant and sponsor effort can be reported.
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Run payroll
Salaries and fellowships are paid through Zoho Payroll where it is available, or your local payroll provider.
Zoho Recruit
Zoho People
Zoho PayrollEntity diagram: HR and Payroll
The records this team creates and updates, their key fields, and how they link.
- Zoho People
- Zoho Learn
- Zoho Projects
- Zoho Payroll
Read the relationships as text
- Employee completes Training Record (1:N)
- Employee logs Effort Log (1:N)
- Employee paid by Payslip (1:N)
Who does the work
- HR manager
- Payroll executive
Approvals and controls
- Grant-funded posts are extended only when funds are confirmed by finance
Reports they watch
- Effort by study and grant
- Training compliance
- Headcount by funding source
Hands over to
- Finance and Grants Accounting: Payroll cost by study and grant
Leadership and ReportingGives directors one view of the study pipeline, delivery, compliance and funding.
Workflow
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Combine data
CRM, Projects, Creator, Inventory and Books data sync into Zoho Analytics.
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Zoho FlowEntity diagram: Leadership 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
- KPI Dashboard feeds Portfolio Review (1:N)
- Portfolio Review raises Action Item (1:N)
Who does the work
- Chief scientific officer
- Managing director
Approvals and controls
- New research programmes are approved by the scientific leadership
Reports they watch
- Study pipeline and delivery
- Revenue and grant income
- Compliance status
- Instrument and lab capacity
Hands over to
- Business Development and Grants: Research areas to grow and capacity available
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 biotech and research labs process from "Project setup" to "Reporting", list the records and fields you really need, and agree the scope.
Week 3 to 4
Build the core
We configure Zoho Projects and Zoho CRM 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 "Project setup" and one for "Reporting".
- Going live without checking reports against numbers you already trust.
A good first win
Start with the problem that hurts most: Sample and reagent tracking is manual. Fixing one visible problem in the first month builds trust and adoption for everything after it.
What you can measure
- Milestones on time
- Reagent wastage
- Equipment utilisation
Questions about Zoho for biotech and research labs
Which Zoho apps suit biotech and research labs businesses?
A typical biotech and research labs setup uses Zoho Projects, Zoho CRM, Zoho Creator, Zoho Inventory, Zoho Bookings, Zoho Analytics. We confirm the exact apps after mapping your own process in a discovery call.
How does the business process flow in Zoho for biotech and research labs?
1. Project setup; 2. Grant and funding; 3. Sample register; 4. Reagent stock; 5. Equipment booking; 6. Reporting.
Which departments does a Zoho setup for biotech and research labs cover?
A full setup covers Business Development and Grants, Study Management, Research and Bench Work, Sample Management and Biobank, Lab Quality and Compliance, Procurement and Lab Stores, Finance and Grants Accounting, HR and Payroll, Leadership 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 biotech and research labs
Zoho CRM
Zoho Creator
Zoho Inventory
Not sure which apps fit your business? Book a free 30-minute call or see all Zoho products we implement
Zoho services for biotech and research labs
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.