Zoho implementation for Engineering Consulting and EPC
Zoho for engineering consulting and epc: manage bids, engineering projects, drawings, vendors and milestone billing for consulting and EPC firms.
Business process workflow
How engineering consulting and epc work flows in Zoho
Manage bids, engineering projects, drawings, vendors and milestone billing for consulting and EPC firms.
Common problems we fix
- Bids and approvals are tracked in email
- Vendor and drawing status is unclear
- Milestone billing is late
The process, step by step
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Zoho Sign
Zoho AnalyticsDepartment by department
How every department of a engineering consulting and epc business works in Zoho
An engineering consultancy or EPC contractor bids for projects, designs them, buys long-lead equipment, builds and commissions on site, and bills against milestones and measured work. In Zoho bids and proposals, engineering, procurement, construction, project controls, document control, accounts and HR share one project, package and milestone record, so a revised drawing, a delayed shipment and a running bill all point to the same job.
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 Bids to Engineering and Design: Contract scope and technical specifications
- 2Business Development and Bids to Project Controls and Contracts: Contract value, milestones and baseline estimate
- 3Engineering and Design to Procurement and Expediting: Approved specifications and data sheets for purchase
- 4Engineering and Design to Construction and Commissioning: Issued for construction drawings
- 5Procurement and Expediting to Construction and Commissioning: Material delivered to site
- 6Procurement and Expediting to Finance and Accounts: Vendor milestones due for payment
- 7Construction and Commissioning to Project Controls and Contracts: Measured progress for valuation
- 8Construction and Commissioning to Finance and Accounts: Certified subcontractor bills
- 9Project Controls and Contracts to Finance and Accounts: Certified client bills for invoicing
- 10Project Controls and Contracts to Management and Reporting: Monthly project status
- 11Finance and Accounts to Management and Reporting: Financial position by project
- 12HR and Payroll to Finance and Accounts: Payroll cost by project
- 13HR and Payroll to Construction and Commissioning: Mobilised staff and start dates
- 14Management and Reporting to Business Development and Bids: Target sectors and bid limits
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 BidsFinds tenders and enquiries, prepares technical and commercial bids, and wins contracts with acceptable risk.
Workflow
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Track opportunities
Tenders and client enquiries are logged with scope, value, location and bid due date.
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Decide to bid
A bid or no-bid review records risk, capacity and margin before effort is spent.
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Prepare the bid
Estimators build the cost estimate by package, and the technical and commercial bid documents are compiled.
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Submit and negotiate
Submissions, clarifications and revised prices are tracked until award or loss.
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Hand over the award
A won contract creates the project with scope, contract value, milestones and key dates.
Zoho WorkDrive
Zoho ContractsEntity diagram: Business Development and Bids
The records this team creates and updates, their key fields, and how they link.
- Zoho CRM
- Zoho Creator
- Zoho Contracts
Read the relationships as text
- Opportunity assessed in Bid Review (1:1)
- Opportunity priced by Cost Estimate (1:N)
- Opportunity won as Contract (1:1)
Who does the work
- Business development manager
- Estimator
- Bid manager
Approvals and controls
- Bids above a set value or below the target margin need director approval
- Contract deviations from standard terms need legal review
Reports they watch
- Bid pipeline by value and stage
- Win rate by sector and client
- Order backlog
Hands over to
- Engineering and Design: Contract scope and technical specifications
- Project Controls and Contracts: Contract value, milestones and baseline estimate
Engineering and DesignProduces design calculations, drawings and specifications, gets client approvals and controls revisions.
Workflow
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Plan deliverables
The master deliverables list sets every drawing and document with discipline, due date and hours.
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Design and check
Engineers prepare drawings and calculations, which are checked and approved internally.
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Submit for client approval
Documents are sent to the client with transmittals, and comment codes are tracked.
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Issue for construction
Approved revisions are issued to site and procurement, and older versions are superseded.
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Entity diagram: Engineering and Design
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho WorkDrive
- Zoho Projects
Read the relationships as text
- Deliverable has Revision (1:N)
- Revision sent in Transmittal (N:N)
- Deliverable booked by Timesheet (1:N)
Who does the work
- Lead engineer
- Design engineer
- Checker
Approvals and controls
- Drawings go to the client only after internal check and lead engineer approval
- Only approved for construction revisions can be used at site
Reports they watch
- Deliverables planned versus issued
- Client comment cycles per document
- Engineering hours versus budget
Hands over to
- Procurement and Expediting: Approved specifications and data sheets for purchase
- Construction and Commissioning: Issued for construction drawings
Procurement and ExpeditingBuys equipment and bulk materials to specification, inspects them and gets them to site on time.
Workflow
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Enquire and evaluate
Enquiries go to approved vendors, and bids are evaluated on technical and commercial terms.
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Place purchase orders
Purchase orders are raised with delivery terms, inspection requirements and payment milestones.
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Review vendor documents
Vendor drawings and data sheets are reviewed by engineering before manufacture.
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Inspect and expedite
Factory inspections and progress updates are logged, and late items are flagged.
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Receive at site
Material arriving at site is checked against the packing list and stored.
Entity diagram: Procurement and Expediting
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho Inventory
Read the relationships as text
- Requisition ordered in Purchase Order (N:N)
- Purchase Order requires Vendor Document (1:N)
- Purchase Order released by Inspection Release (1:N)
Who does the work
- Procurement manager
- Buyer
- Expeditor
Approvals and controls
- Purchase orders above a set value need the project director
- Vendors outside the approved list need client consent where the contract requires it
Reports they watch
- Purchase orders by status and delivery date
- Long-lead items at risk
- Vendor document review status
Hands over to
- Construction and Commissioning: Material delivered to site
- Finance and Accounts: Vendor milestones due for payment
Construction and CommissioningBuilds, installs and commissions the works safely, measures progress and hands over to the client.
Workflow
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Mobilise the site
Site setup, subcontractors and resources are mobilised against the schedule.
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Record daily progress
Daily reports record quantities installed, manpower, equipment and hold-ups with photos.
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Run quality inspections
Inspection and test plans are followed, and inspection requests are signed by the client.
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Measure subcontractor work
Subcontractor quantities are measured and certified for their running bills.
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Commission and hand over
Punch lists are closed, systems tested and handover certificates signed.
Entity diagram: Construction and Commissioning
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Daily Report raises Inspection Request (1:N)
- Daily Report feeds Subcontract Measure (1:N)
- Inspection Request may create Punch Item (1:N)
Who does the work
- Construction manager
- Site engineer
- HSE officer
- Commissioning engineer
Approvals and controls
- Work proceeds past hold points only after client inspection
- Subcontractor bills need the construction manager's measurement sign-off
Reports they watch
- Physical progress by area and discipline
- Inspection requests passed first time
- Open punch items
Hands over to
- Project Controls and Contracts: Measured progress for valuation
- Finance and Accounts: Certified subcontractor bills
Project Controls and ContractsTracks schedule, cost and change, and prepares client billing and claims.
Workflow
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Set the baseline
The schedule and cost budget by package are baselined at the start.
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Measure progress
Weighted progress from engineering, procurement and construction rolls up to overall percent complete.
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Manage variations
Client changes are logged as variation requests with cost and time impact, and approvals tracked.
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Prepare client bills
Milestone or measured running bills are prepared with retention and advance recovery.
Entity diagram: Project Controls and Contracts
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Cost Budget measured in Progress Snapshot (1:N)
- Variation revises Cost Budget (N:N)
- Progress Snapshot supports Client Bill (1:1)
Who does the work
- Project controls manager
- Planner
- Contracts manager
- Quantity surveyor
Approvals and controls
- Variations are executed only after written client approval or a recorded instruction
- Client bills are reviewed by the project director before submission
Reports they watch
- Schedule and cost performance by package
- Variations pending approval
- Cost to complete
Hands over to
- Finance and Accounts: Certified client bills for invoicing
- Management and Reporting: Monthly project status
Finance and AccountsInvoices clients, pays vendors and subcontractors with retention, manages bank guarantees and tracks project margin.
Workflow
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Invoice certified bills
Certified bills are invoiced with GST in India or VAT in the UAE and UK, and retention receivable is tracked.
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Pay vendors and subcontractors
Payments are released against milestones and certified bills, less retention and tax deductions.
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Track guarantees
Advance, performance and retention bank guarantees are tracked with expiry and release dates.
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Report project margin
Revenue recognised, cost incurred and forecast margin are reported per project.
Entity diagram: Finance and Accounts
The records this team creates and updates, their key fields, and how they link.
- Zoho Books
- Zoho Creator
- Zoho Analytics
Read the relationships as text
- Client Invoice feeds Project Margin (N:N)
- Vendor Payment costs in Project Margin (N:N)
- Bank Guarantee secures Client Invoice (N:N)
Who does the work
- Project accountant
- Finance manager
- CFO
Approvals and controls
- Payments above a set value need the project director and finance
- Guarantee extensions and releases need the CFO
Reports they watch
- Receivables and retention by client
- Guarantees expiring
- Project margin and cash flow
Hands over to
- Management and Reporting: Financial position by project
HR and PayrollStaffs projects with engineers and site teams, manages mobilisation and site allowances, and runs payroll.
Workflow
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Plan manpower
Manpower needs per project and discipline are planned against the schedule.
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Hire and mobilise
Engineers and site staff are hired and mobilised with visas, medicals and site passes where needed.
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Track timesheets and attendance
Timesheets by project and site attendance feed costing and payroll.
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Run payroll
Salaries, site and overseas allowances run in Zoho Payroll where it is available or your local provider.
Zoho People
Zoho Recruit
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 assigned in Mobilisation (1:N)
- Employee paid by Payslip (1:N)
Who does the work
- HR manager
- Mobilisation coordinator
Approvals and controls
- Mobilisation needs the project manager's request and approved manpower plan
Reports they watch
- Manpower by project and discipline
- Mobilisation lead time
- Labour cost by project
Hands over to
- Finance and Accounts: Payroll cost by project
- Construction and Commissioning: Mobilised staff and start dates
Management and ReportingGives directors one view of the bid pipeline, project health, cash and resources.
Workflow
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Portfolio dashboard
Progress, cost performance, variations and margin across all projects.
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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 Flow
Read the relationships as text
- Dashboard shows KPI (N:N)
- KPI triggers Alert (1:N)
Who does the work
- Managing director
- Project directors
Approvals and controls
- Bid strategy and risk limits are set by the board
Reports they watch
- Order backlog and burn
- Projects at risk
- Cash flow forecast
Hands over to
- Business Development and Bids: Target sectors and bid limits
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 engineering consulting and epc process from "Bids" to "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 Projects 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 "Bids" and one for "Reports".
- Going live without checking reports against numbers you already trust.
A good first win
Start with the problem that hurts most: Bids and approvals are tracked in email. Fixing one visible problem in the first month builds trust and adoption for everything after it.
What you can measure
- Bid win rate
- Schedule variance
- Billing lag
Questions about Zoho for engineering consulting and epc
Which Zoho apps suit engineering consulting and epc businesses?
A typical engineering consulting and epc setup uses Zoho CRM, Zoho Projects, Zoho Creator, Zoho Sign, 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 engineering consulting and epc?
1. Bids; 2. Project set-up; 3. Engineering and drawings; 4. Procurement and vendors; 5. Milestone billing; 6. Reports.
Which departments does a Zoho setup for engineering consulting and epc cover?
A full setup covers Business Development and Bids, Engineering and Design, Procurement and Expediting, Construction and Commissioning, Project Controls and Contracts, 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 engineering consulting and epc
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 engineering consulting and epc
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.