Zoho implementation for Construction and Contracting
Zoho for construction and contracting: tenders, projects, subcontractors, site stock, progress billing and cost control.
Business process workflow
How construction and contracting work flows in Zoho
Control tenders, project costs, subcontractors, site materials and progress billing from one system.
Common problems we fix
- Project costs are known only after the project
- Site material requests go by phone
- Progress billing and retention are tracked manually
The process, step by step
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Zoho AnalyticsEntity diagram: the data behind construction and contracting 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 Projects
- Zoho Books
- Zoho Inventory
- Zoho Creator
Read the relationships as text
- Client awards Project (1:N)
- Project needs Material Request (1:N)
- Subcontractor works on Project (N:N)
- Project logs Daily Progress (1:N)
- Project billed by Running Bill (1:N)
Department by department
How every department of a construction and contracting business works in Zoho
A contractor's tendering, site, quality, billing, stores, accounts and HR teams all work from the same project and the same bill of quantities. In Zoho the BOQ item links the bid rate, the measured quantity, the running bill and the cost, so margin is visible while the job is live.
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 to Estimation and Tendering: Approved tender with documents and bid date
- 2Estimation and Tendering to Project Execution: Project budget from the priced BOQ
- 3Estimation and Tendering to Contracts and Billing: Signed contract value, BOQ and payment terms
- 4Project Execution to Contracts and Billing: Measured quantities and site instructions for billing
- 5Project Execution to Procurement, Stores and Plant: Material requests with need-by dates
- 6Project Execution to QA/QC and HSE: Work ready for inspection
- 7QA/QC and HSE to Project Execution: Approved inspections and NCR actions
- 8QA/QC and HSE to Management and Reporting: Safety and quality statistics
- 9Contracts and Billing to Finance and Accounts: Certified bills, retention and subcontractor payables
- 10Procurement, Stores and Plant to Finance and Accounts: Goods receipts and plant hire bills
- 11Procurement, Stores and Plant to Project Execution: Material and plant availability
- 12Finance and Accounts to Management and Reporting: Job profit and cash position by project
- 13Finance and Accounts to Contracts and Billing: Payment received against each bill
- 14HR and Payroll to Finance and Accounts: Payroll cost by project for posting
- 15HR and Payroll to Project Execution: Available manpower by trade
- 16Management and Reporting to Business Development: Bidding priorities by sector and value
- 17Management and Reporting to Project Execution: Recovery actions for slipping projects
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 DevelopmentFinds tenders and private enquiries worth bidding and keeps relationships with clients, consultants and main contractors.
Workflow
- 1
Track tender notices
Tenders from government portals, consultants and client invites are logged in CRM with scope, value and bid date.
- 2
Decide bid or no bid
A short review of scope, location, eligibility and current workload decides whether to bid.
- 3
Buy documents and register
Tender documents, pre-bid queries and site visit dates are tracked on the opportunity.
- 4
Follow up after submission
After the bid goes in, BD tracks clarifications, negotiation meetings and the award result.
- 5
Record win or loss
Won bids create a project, and lost bids record the winning price and reason where known.
Zoho Forms
Zoho WorkDriveEntity diagram: Business Development
The records this team creates and updates, their key fields, and how they link.
- Zoho CRM
- Zoho Creator
Read the relationships as text
- Client issues Tender (1:N)
- Tender reviewed in Bid Decision (1:1)
- Tender closes with Award Result (1:1)
Who does the work
- BD executive
- BD manager
- Director
Approvals and controls
- A bid or no bid decision for tenders above the set value needs a director
Reports they watch
- Tenders in hand by bid date
- Win rate by client type and value band
- Order book added this quarter
Hands over to
- Estimation and Tendering: Approved tender with documents and bid date
Estimation and TenderingPrices the bill of quantities accurately and submits compliant bids on time.
Workflow
- 1
Take off quantities
Estimators check drawings and the BOQ, and record quantities and any gaps for pre-bid queries.
- 2
Build rate analysis
Each BOQ item is priced from material, labour, plant and subcontract rates, with overheads and margin added.
- 3
Get supplier and subcontract quotes
Quotes for steel, concrete, MEP and finishing packages are requested and compared.
- 4
Review and submit
The priced BOQ goes through an internal review before the technical and commercial bid is submitted.
- 5
Hand over on award
On award, the priced BOQ becomes the project budget for execution.
Entity diagram: Estimation and Tendering
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Priced BOQ built from Rate Analysis (1:1)
- Rate Analysis uses Package Quote (N:N)
- Priced BOQ checked in Bid Review (1:N)
Who does the work
- Estimator
- Quantity surveyor
- Estimation manager
Approvals and controls
- Bid margin below the minimum needs a director
- The final bid price is approved by the estimation manager and a director
Reports they watch
- Bids due this week
- Estimated versus awarded rates
- Estimator workload
Hands over to
- Project Execution: Project budget from the priced BOQ
- Contracts and Billing: Signed contract value, BOQ and payment terms
Project ExecutionBuilds the work to programme, budget and specification, and records what was done each day.
Workflow
- 1
Plan the programme
The project is broken into activities and milestones with start and finish dates and dependencies.
- 2
Write the daily site report
Engineers log work done, labour on site, plant used, weather and hold-ups each day with photos.
- 3
Measure work done
Completed quantities are entered in the measurement book against BOQ items for billing.
- 4
Manage subcontractors
Subcontractor work orders, progress and measured quantities are tracked on the same project.
- 5
Raise site instructions
Client instructions and changes are recorded as they happen, so variations are not lost.
Zoho CliqEntity diagram: Project Execution
The records this team creates and updates, their key fields, and how they link.
- Zoho Projects
- Zoho Creator
Read the relationships as text
- Project logged in Daily Report (1:N)
- Project records Measurement (1:N)
- Project has Subcontract WO (1:N)
- Project receives Site Instruction (1:N)
Who does the work
- Site engineer
- Project manager
- Site supervisor
- Planning engineer
Approvals and controls
- Work beyond the BOQ starts only after a written site instruction
- Subcontract work orders above the budget line need the project manager
Reports they watch
- Programme progress and delay by activity
- Budget versus actual cost by BOQ section
- Labour and plant on site
Hands over to
- Contracts and Billing: Measured quantities and site instructions for billing
- Procurement, Stores and Plant: Material requests with need-by dates
- QA/QC and HSE: Work ready for inspection
QA/QC and HSEMakes sure work meets specification and that everyone on site works safely.
Workflow
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Raise inspection requests
Before concealing work, site raises an inspection request that the consultant or QC engineer checks.
- 2
Record material tests
Cube tests, steel test certificates and other lab results are logged with pass or fail.
- 3
Run safety inspections
Weekly safety walks, toolbox talks and permits to work are recorded on a phone.
- 4
Report incidents and near misses
Incidents are logged with photos, investigated, and corrective actions tracked to closure.
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Entity diagram: QA/QC and HSE
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Inspection Request may raise NCR (1:N)
- Inspection Request supported by Material Test (N:N)
- Safety Inspection may lead to Incident (1:N)
Who does the work
- QC engineer
- HSE officer
- QA/QC manager
Approvals and controls
- Work cannot be concealed until the inspection request is approved
- High-risk work needs a signed permit to work
Reports they watch
- Inspection requests pending and rejected
- Open NCRs by age
- Incidents and lost time by month
Hands over to
- Project Execution: Approved inspections and NCR actions
- Management and Reporting: Safety and quality statistics
Contracts and BillingBills the client for work done, manages variations and claims, and pays subcontractors against measured work.
Workflow
- 1
Prepare running bills
Monthly running account bills are built from the measurement book at contract rates.
- 2
Submit and track certification
The client or consultant certifies the bill, and certified amounts and deductions are recorded.
- 3
Price variations and claims
Site instructions are priced as variation orders and tracked until the client approves them.
- 4
Certify subcontractor bills
Subcontractor bills are checked against measured quantities before they go to finance.
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Track retention and advances
Retention money and mobilisation advance recovery are tracked bill by bill until release.
Zoho ContractsEntity diagram: Contracts and Billing
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Running Bill certified as Certification (1:1)
- Variation Order billed in Running Bill (N:N)
- Running Bill matched with Subcon Bill (N:N)
Who does the work
- Billing engineer
- Contracts manager
- Quantity surveyor
Approvals and controls
- Variation claims above the set value need the contracts manager before submission
- Subcontractor bills above the work order value need the project manager
Reports they watch
- Billed versus certified by project
- Pending variations by value
- Retention receivable by project
Hands over to
- Finance and Accounts: Certified bills, retention and subcontractor payables
Procurement, Stores and PlantBuys material, hires and maintains plant, and keeps site stores accurate.
Workflow
- 1
Receive material requests
Site requests are checked against the budgeted quantity for the BOQ item.
- 2
Compare quotes and order
Buyers compare at least three quotes and issue purchase orders with the delivery site.
- 3
Receive at site stores
Storekeepers record deliveries with quantity, delivery note and vehicle, and attach the photo.
- 4
Issue material and log plant
Material issued to activities and plant hours used are logged against the project.
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Service plant and equipment
Owned and hired plant get service schedules, breakdown logs and hire-off dates.
Entity diagram: Procurement, Stores and Plant
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho Inventory
Read the relationships as text
- Material Request raised as Purchase Order (N:N)
- Purchase Order received in Goods Receipt (1:N)
- Plant Log linked to Material Request (N:N)
Who does the work
- Buyer
- Site storekeeper
- Plant manager
- Procurement manager
Approvals and controls
- Purchases above budgeted quantity need the project manager
- Purchase orders above the set value need the procurement manager
Reports they watch
- Material reconciliation by project
- Open POs by delivery date
- Plant utilisation and idle hire
Hands over to
- Finance and Accounts: Goods receipts and plant hire bills
- Project Execution: Material and plant availability
Finance and AccountsInvoices certified work, collects payments, pays suppliers and subcontractors, and reports job profit.
Workflow
- 1
Invoice certified bills
Certified amounts are invoiced in Zoho Books with GST in India or VAT in the UAE and UK, net of retention.
- 2
Collect from clients
Client payments and any tax withheld are matched to invoices, and overdue certificates are chased.
- 3
Pay suppliers and subcontractors
Bills are matched to POs, goods receipts and certified subcontract bills before payment.
- 4
Manage guarantees
Performance and advance bank guarantees are tracked with expiry dates and renewals.
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Report job cost
Cost and revenue are reported by project to show margin against the bid.
Entity 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 Client Payment (N:N)
- Bank Guarantee secures Invoice (N:N)
- Vendor Bill costed against Invoice (N:N)
Who does the work
- Project accountant
- Accounts manager
- Finance controller
Approvals and controls
- Payments above a set amount need two approvers
- Guarantee renewals and releases need the finance controller
Reports they watch
- Receivables by project including retention
- Project margin versus bid
- Guarantees expiring in 60 days
Hands over to
- Management and Reporting: Job profit and cash position by project
- Contracts and Billing: Payment received against each bill
HR and PayrollHires engineers and site staff, manages site attendance and camps, and pays wages and allowances.
Workflow
- 1
Hire for new projects
Manpower plans for each award drive openings for engineers, foremen and skilled trades.
- 2
Mobilise to site
Joiners get safety induction, ID cards and site allocation, with visas and permits tracked where needed.
- 3
Record site attendance
Supervisors mark daily attendance by project so labour cost lands on the right job.
- 4
Track overtime and allowances
Overtime, site allowances and camp deductions are recorded for each worker.
- 5
Run payroll
Wages are processed in Zoho Payroll where it is available, or your local payroll or WPS provider.
Zoho Recruit
Zoho People
Zoho Learn
Zoho PayrollEntity diagram: HR and Payroll
The records this team creates and updates, their key fields, and how they link.
- Zoho People
- Zoho Creator
- Zoho Payroll
Read the relationships as text
- Employee records Attendance (1:N)
- Employee holds Site Permit (1:N)
- Attendance feeds Payslip (N:N)
Who does the work
- HR executive
- Payroll officer
- HR manager
Approvals and controls
- Overtime above the weekly limit needs the project manager
- Transfers between projects need both project managers
Reports they watch
- Manpower by project and trade
- Labour cost per project
- Permits and visas expiring
Hands over to
- Finance and Accounts: Payroll cost by project for posting
- Project Execution: Available manpower by trade
Management and ReportingGives directors one view of the order book, project progress, margin, cash and safety.
Workflow
- 1
Combine project data
Zoho Analytics pulls CRM, Projects, Creator, Books and People into one model by project.
- 2
Monthly project review
Progress, billing, cost to complete and margin are reviewed for each project.
- 3
Watch cash and guarantees
Certified but unpaid bills, retention and guarantees are reviewed with the cash forecast.
- 4
Escalate exceptions
Projects slipping on programme or margin trigger alerts to the director in charge.
Zoho FlowEntity 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
- Dashboard shows Project KPI (N:N)
- Cost to Complete updates Project KPI (1:N)
Who does the work
- Managing director
- Projects director
Approvals and controls
- Cost to complete forecasts are signed off by the projects director each month
Reports they watch
- Order book and backlog
- Margin by project versus bid
- Cash, receivables and retention
Hands over to
- Business Development: Bidding priorities by sector and value
- Project Execution: Recovery actions for slipping projects
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 construction and contracting process from "Tender and estimate" to "Cost reports", 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 Sign 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 "Tender and estimate" and one for "Cost reports".
- Going live without checking reports against numbers you already trust.
A good first win
Start with the problem that hurts most: Project costs are known only after the project. Fixing one visible problem in the first month builds trust and adoption for everything after it.
What you can measure
- Cost variance
- Milestones on time
- Billing cycle
Questions about Zoho for construction and contracting
Which Zoho apps suit construction and contracting businesses?
A typical construction and contracting setup uses Zoho CRM, Zoho Sign, Zoho Projects, Zoho Creator, Zoho Inventory, Zoho Books, 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 construction and contracting?
1. Tender and estimate; 2. Contract and budget; 3. Site planning; 4. Material requests; 5. Progress billing; 6. Cost reports.
Which departments does a Zoho setup for construction and contracting cover?
A full setup covers Business Development, Estimation and Tendering, Project Execution, QA/QC and HSE, Contracts and Billing, Procurement, Stores and Plant, 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 construction and contracting
Zoho CRM
Zoho Creator
Zoho Inventory
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 construction and contracting
All Zoho services →- Zoho ERP implementationBooks, Inventory, CRM and HR connected as one system
- 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
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.