Zoho implementation for Digital Marketing Agencies
Zoho for digital marketing agencies: manage clients, campaigns, tasks, approvals, timesheets and retainers.
Business process workflow
How digital marketing agencies work flows in Zoho
Manage clients, campaigns, tasks, approvals, timesheets and retainers.
Common problems we fix
- Client work lives in chats
- Timesheets and billing do not match
- Reporting takes days
The process, step by step
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Zoho Billing
Zoho AnalyticsDepartment by department
How every department of a digital marketing agencies business works in Zoho
A digital agency's new business, client services, traffic, creative, media, finance and people teams all work on the same client and the same hours. In Zoho the client account links scope, tasks, timesheets, ad spend and invoices, so profit per client is visible each month.
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.
- 1New Business to Client Services: Signed scope, contacts and kick-off date
- 2New Business to Finance and Accounts: Fee, billing cycle and payment terms
- 3Client Services to Project and Traffic Management: Approved briefs with deadlines
- 4Client Services to Finance and Accounts: Approved change orders for billing
- 5Project and Traffic Management to Creative and Content: Scheduled design and content tasks
- 6Project and Traffic Management to Performance Media and SEO: Scheduled campaign set-up and optimisation tasks
- 7Project and Traffic Management to Finance and Accounts: Approved timesheets
- 8Creative and Content to Performance Media and SEO: Approved ad creatives and copy
- 9Creative and Content to Client Services: Drafts for client approval
- 10Performance Media and SEO to Finance and Accounts: Monthly ad spend by client for rebilling
- 11Performance Media and SEO to Client Services: Campaign results for the monthly report
- 12Finance and Accounts to Management and Reporting: Client profitability and cash
- 13Finance and Accounts to Client Services: Overdue clients and credit holds
- 14People and Payroll to Finance and Accounts: Payroll summary and freelancer contracts
- 15People and Payroll to Project and Traffic Management: Team availability and leave
- 16Management and Reporting to New Business: Target industries and service focus
- 17Management and Reporting to Client Services: Clients needing a pricing review
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.
New BusinessWins new clients through pitches and proposals, and agrees a scope the agency can deliver at a profit.
Workflow
- 1
Capture inbound and outbound leads
Leads from the website, referrals, LinkedIn and events land in CRM with budget, services wanted and industry.
- 2
Run the discovery call
Goals, current channels, ad spend and decision makers are recorded on the deal.
- 3
Prepare the pitch
Credentials, audit findings and a draft plan are put together, with hours estimated by service.
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Hand over to client services
The signed scope, brand assets, logins list and kick-off date move to the account team.
Entity diagram: New Business
The records this team creates and updates, their key fields, and how they link.
- Zoho CRM
- Zoho Creator
Read the relationships as text
- Lead converts to Deal (1:1)
- Deal estimated in Scope Estimate (1:N)
- Deal sent as Proposal (1:N)
Who does the work
- Business development manager
- Strategist
- Agency director
Approvals and controls
- Fees below the target margin on the hours estimate need the agency director
- Pitches needing spec creative work need director approval
Reports they watch
- Pipeline by service and stage
- Pitch win rate
- New monthly retainer value signed
Hands over to
- Client Services: Signed scope, contacts and kick-off date
- Finance and Accounts: Fee, billing cycle and payment terms
Zoho CRM
Zoho Forms
Zoho SalesIQ
Zoho Bookings
Zoho WorkDrive
Zoho Creator
Zoho Sign
Zoho ProjectsClient ServicesOwns each client relationship, sets priorities each month and keeps work within the agreed scope.
Workflow
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Run the kick-off
Goals, KPIs, approval contacts and brand rules are agreed and recorded on the client account.
- 2
Raise work requests
Client asks become briefs with deliverable, channel, deadline and whether they are in scope.
- 3
Manage approvals
Drafts are shared for client feedback, with each round and the final approval recorded.
- 4
Report results monthly
A monthly report pulls ad, SEO and social numbers into one client dashboard.
- 5
Handle scope changes
Requests outside scope are raised as change orders with extra fee before work starts.
Zoho DeskEntity diagram: Client Services
The records this team creates and updates, their key fields, and how they link.
- Zoho CRM
- Zoho Creator
- Zoho Analytics
Read the relationships as text
- Client Account raises Brief (1:N)
- Client Account agrees Change Order (1:N)
- Client Account receives Client Report (1:N)
Who does the work
- Account executive
- Account manager
- Client services director
Approvals and controls
- Out-of-scope work starts only after the client approves a change order
- Retainer discounts or free work need the client services director
Reports they watch
- Retainer hours used versus agreed
- Client health and renewal date
- Open briefs by client
Hands over to
- Project and Traffic Management: Approved briefs with deadlines
- Finance and Accounts: Approved change orders for billing
Project and Traffic ManagementPlans who works on what, keeps deadlines and tracks hours against each client.
Workflow
- 1
Turn briefs into tasks
Each brief becomes a project or task list with owners, due dates and dependencies.
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Balance team capacity
Resource views show who is overbooked so work is moved before deadlines slip.
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Run the weekly status
Late tasks, blockers and waiting-on-client items are reviewed each week.
Zoho CliqEntity diagram: Project and Traffic Management
The records this team creates and updates, their key fields, and how they link.
- Zoho Projects
- Zoho Creator
Read the relationships as text
- Project contains Task (1:N)
- Task logged in Timesheet (1:N)
- Capacity Plan allocates Task (N:N)
Who does the work
- Traffic manager
- Project manager
Approvals and controls
- Rush jobs that bump other client work need the client services director
Reports they watch
- Deadlines met by client
- Utilisation by person and team
- Hours over estimate by project
Hands over to
- Creative and Content: Scheduled design and content tasks
- Performance Media and SEO: Scheduled campaign set-up and optimisation tasks
- Finance and Accounts: Approved timesheets
Creative and ContentProduces ads, social posts, videos, blogs and landing pages on brand and on time.
Workflow
- 1
Read the brief
Designers and writers get the brief, brand guide and past assets in one place.
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Create first drafts
Copy and designs are made and uploaded to the task for internal review.
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Review internally
The creative lead checks brand fit, spelling and specs before the client sees it.
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Revise and finalise
Client feedback rounds are logged, and final files are stored by client and campaign.
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Publish or hand to media
Approved social posts are scheduled, and ad creatives go to the media team.
Zoho SocialEntity diagram: Creative and Content
The records this team creates and updates, their key fields, and how they link.
- Zoho WorkDrive
- Zoho Creator
- Zoho Projects
Read the relationships as text
- Brand Guide governs Creative Asset (1:N)
- Creative Asset goes through Revision Round (1:N)
- Content Piece uses Creative Asset (N:N)
Who does the work
- Designer
- Copywriter
- Video editor
- Creative lead
Approvals and controls
- Nothing goes to the client without the creative lead's review
- Revisions beyond the agreed rounds are charged after client services agrees
Reports they watch
- Assets delivered by client
- Revision rounds per deliverable
- Content calendar for the month
Hands over to
- Performance Media and SEO: Approved ad creatives and copy
- Client Services: Drafts for client approval
Performance Media and SEORuns paid campaigns and SEO for clients and improves results against agreed KPIs.
Workflow
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Plan channels and budget
Media plans set channel, monthly ad spend, targeting and KPIs for each client.
- 2
Launch campaigns
Campaigns are set up on ad platforms, and launch details and tracking checks are logged.
- 3
Track leads to revenue
Leads from campaigns flow into the client's CRM where connected, so cost per lead and sale can be measured.
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Optimise weekly
Bids, audiences and creatives are changed based on results, and each change is logged.
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Run SEO work
Keyword targets, technical fixes, content and links are tracked per client each month.
Zoho Marketing AutomationEntity diagram: Performance Media and SEO
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Media Plan runs Campaign (1:N)
- Campaign changed by Optimisation Log (1:N)
- Media Plan includes SEO Target (1:N)
Who does the work
- Performance marketer
- SEO specialist
- Media lead
Approvals and controls
- Spend above the approved monthly budget needs written client approval
- New channels for a client need the media lead and account manager
Reports they watch
- Spend versus budget by client
- Cost per lead and ROAS by campaign
- Keyword rank movement
Hands over to
- Finance and Accounts: Monthly ad spend by client for rebilling
- Client Services: Campaign results for the monthly report
Finance and AccountsBills retainers, projects and media, pays freelancers and tools, and reports profit by client.
Workflow
- 1
Bill retainers and projects
Monthly retainers go out as recurring invoices, and project fees are billed by milestone.
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Rebill media spend
Ad spend paid on the client's behalf is invoiced with the agreed management fee.
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Collect and chase
Reminders go out automatically, and work on long-overdue accounts is flagged to client services.
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Pay freelancers and tools
Freelancer invoices are matched to approved hours, and software subscriptions are tracked.
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Report client profit
Fees are compared with time cost and freelancer spend for each client.
Zoho ExpenseEntity diagram: Finance and Accounts
The records this team creates and updates, their key fields, and how they link.
- Zoho Billing
- Zoho Books
- Zoho Creator
Read the relationships as text
- Retainer generates Invoice (1:N)
- Media Rebill billed in Invoice (1:1)
- Freelancer Bill costed against Invoice (N:N)
Who does the work
- Accounts executive
- Finance manager
Approvals and controls
- Credit notes and write-offs need the agency director
- Media spend is only fronted for clients with approved credit
Reports they watch
- Monthly recurring revenue
- Receivables by client
- Profit by client after time cost
Hands over to
- Management and Reporting: Client profitability and cash
- Client Services: Overdue clients and credit holds
People and PayrollHires and grows the team, manages freelancers, and pays salaries and bonuses.
Workflow
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Hire talent
Openings for designers, marketers and account staff are tracked, with portfolios attached.
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Onboard and upskill
New joiners get tool access and platform certifications, which are tracked with expiry.
- 3
Manage freelancers
Freelancer contracts, rates and NDAs are kept, and their hours are tracked like staff.
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Run payroll
Salary and bonuses go through Zoho Payroll where it is available, or your local payroll provider.
Zoho Recruit
Zoho People
Zoho Learn
Zoho PayrollEntity diagram: People and Payroll
The records this team creates and updates, their key fields, and how they link.
- Zoho People
- Zoho Creator
- Zoho Learn
- Zoho Payroll
Read the relationships as text
- Employee holds Certification (1:N)
- Employee paid by Payslip (1:N)
- Freelancer may hold Certification (1:N)
Who does the work
- People partner
- Operations manager
Approvals and controls
- Freelancer rates above the standard band need the agency director
Reports they watch
- Utilisation and headcount by team
- Freelancer spend by month
- Attrition
Hands over to
- Finance and Accounts: Payroll summary and freelancer contracts
- Project and Traffic Management: Team availability and leave
Management and ReportingGives the founders one view of new business, client health, utilisation and profit.
Workflow
- 1
Combine agency data
Zoho Analytics pulls CRM, Projects, Books and People into one agency model.
- 2
Weekly leadership review
Pipeline, deadlines at risk and utilisation are reviewed each week.
- 3
Monthly client profit review
Clients below the target margin are reviewed for scope or price changes.
- 4
Act on exceptions
Alerts for clients at risk, overdue invoices and overloaded staff go to leadership.
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 KPI (N:N)
- Client Health feeds KPI (1:N)
Who does the work
- Founder
- Operations director
Approvals and controls
- Rate card changes and new service lines are approved by the founders
Reports they watch
- Revenue and margin by service line
- Client retention
- Utilisation trend
Hands over to
- New Business: Target industries and service focus
- Client Services: Clients needing a pricing review
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 digital marketing agencies process from "Pitch and proposal" to "Client 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 "Pitch and proposal" and one for "Client reports".
- Going live without checking reports against numbers you already trust.
A good first win
Start with the problem that hurts most: Client work lives in chats. Fixing one visible problem in the first month builds trust and adoption for everything after it.
What you can measure
- Utilisation
- Retainer renewal rate
- Margin by client
Questions about Zoho for digital marketing agencies
Which Zoho apps suit digital marketing agencies businesses?
A typical digital marketing agencies setup uses Zoho CRM, Zoho Sign, Zoho Projects, Zoho WorkDrive, Zoho Books, Zoho Billing, 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 digital marketing agencies?
1. Pitch and proposal; 2. Client onboarding; 3. Campaign tasks; 4. Timesheets; 5. Retainer billing; 6. Client reports.
Which departments does a Zoho setup for digital marketing agencies cover?
A full setup covers New Business, Client Services, Project and Traffic Management, Creative and Content, Performance Media and SEO, Finance and Accounts, People 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 digital marketing agencies
- Zoho CRM
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 digital marketing agencies
All Zoho services →- Zoho workflow automationBlueprints, approvals and Deluge scripts that remove manual steps
- Zoho managed servicesOngoing Zoho administration after go-live
- 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
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.