Zoho implementation for Game and Interactive Studios
Zoho for game and interactive studios: manage publisher deals, project milestones, team capacity, contractors and invoicing for game studios.
Business process workflow
How game and interactive studios work flows in Zoho
Manage publisher deals, project milestones, team capacity, contractors and invoicing for game studios.
Common problems we fix
- Milestone payments are tracked loosely
- Team capacity is unclear
- Contractor costs are late to book
The process, step by step
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Zoho SignDepartment by department
How every department of a game and interactive studios business works in Zoho
A game or interactive studio builds titles in sprints, ships builds to stores and platforms, runs live operations after launch and often does work-for-hire for publishers. In Zoho, business development, production, art and engineering, QA, live ops and player support, finance and HR share one project, one milestone plan and one build record.
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 Publishing to Production and Project Management: Signed milestone schedule and deliverables
- 2Business Development and Publishing to Finance and Accounts: Payment milestones and royalty terms
- 3Production and Project Management to Art, Design and Engineering: Sprint backlog with priorities
- 4Production and Project Management to Quality Assurance and Certification: Milestone build plan and test focus
- 5Art, Design and Engineering to Quality Assurance and Certification: Builds ready for testing with change notes
- 6Quality Assurance and Certification to Live Operations and Community: Approved release builds
- 7Quality Assurance and Certification to Production and Project Management: Quality status for milestone sign-off
- 8Live Operations and Community to Player Support: Release notes and known issues
- 9Live Operations and Community to Finance and Accounts: Store and ad revenue reports
- 10Player Support to Quality Assurance and Certification: Player-reported bugs with repro steps
- 11Player Support to Live Operations and Community: Player sentiment after updates
- 12Finance and Accounts to Management and Reporting: Revenue, cost by project and runway
- 13HR and Payroll to Finance and Accounts: Payroll and contractor costs
- 14Management and Reporting to Business Development and Publishing: Capacity available for new deals
- 15Management and Reporting to HR and Payroll: Hiring plan by discipline
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 PublishingWins work-for-hire, co-development and publishing deals, and manages milestone contracts with partners.
Workflow
- 1
Track partners and pitches
Publishers, platform holders, brands and investors are tracked in CRM with deal type and stage.
- 2
Pitch the game or service
Pitch decks, vertical slice builds and budgets are prepared and shared with each partner.
- 3
Agree milestones and terms
The deal sets milestones, deliverables, payments, IP ownership and royalty or revenue share.
- 4
Sign and hand over
The signed agreement and milestone schedule are handed to production as a project.
Zoho WorkDrive
Zoho ContractsEntity diagram: Business Development and Publishing
The records this team creates and updates, their key fields, and how they link.
- Zoho CRM
- Zoho Contracts
- Zoho Projects
Read the relationships as text
- Partner has Deal (1:N)
- Deal signed as Agreement (1:1)
- Agreement defines Milestone Schedule (1:1)
Who does the work
- Business development lead
- Studio head
Approvals and controls
- Deals that transfer IP or include exclusivity need the studio head and legal review
- Budgets below the cost estimate need the finance head
Reports they watch
- Deal pipeline by type
- Signed backlog by quarter
- Win rate on pitches
Hands over to
- Production and Project Management: Signed milestone schedule and deliverables
- Finance and Accounts: Payment milestones and royalty terms
Production and Project ManagementPlans the game into milestones and sprints, tracks scope and makes sure each milestone ships on time.
Workflow
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Build the roadmap
Features, content and milestones are laid out in a roadmap with owners.
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Manage scope changes
Change requests from partners or the creative director are estimated and approved before work starts.
- 4
Submit milestones
Milestone builds and reports go to the partner, and acceptance is recorded.
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Track cost to complete
Logged hours by discipline are compared with the budget to spot overruns early.
Zoho Sprints
Zoho CreatorEntity diagram: Production and Project Management
The records this team creates and updates, their key fields, and how they link.
- Zoho Projects
- Zoho Sprints
- Zoho Creator
Read the relationships as text
- Game Project runs Sprint (1:N)
- Sprint includes Backlog Item (1:N)
- Game Project may have Change Request (1:N)
Who does the work
- Producer
- Associate producer
- Creative director
Approvals and controls
- Scope changes need the producer and, for partner work, written partner approval
- Milestone submissions are approved by the producer and creative director
Reports they watch
- Burndown by sprint
- Milestones on track or at risk
- Hours by discipline against budget
Hands over to
- Art, Design and Engineering: Sprint backlog with priorities
- Quality Assurance and Certification: Milestone build plan and test focus
Art, Design and EngineeringBuilds the game: design documents, art and audio assets, code and builds.
Workflow
- 1
Write design specs
Game design, level design and economy specs are written and linked to backlog items.
- 2
Produce assets
Concept art, models, animation and audio go through review stages before they are marked final.
- 3
Write and review code
Engineers pick tasks, commit code and link commits to backlog items through integrations.
- 4
Make builds
Nightly and milestone builds are logged with version, platform and changes included.
Entity diagram: Art, Design and Engineering
The records this team creates and updates, their key fields, and how they link.
- Zoho WorkDrive
- Zoho Creator
- Zoho Sprints
Read the relationships as text
- Design Doc drives Task (1:N)
- Task produces Asset (1:N)
- Task included in Build (N:N)
Who does the work
- Game designer
- Artist
- Engineer
- Tech lead
Approvals and controls
- Assets move to final only after the art director signs off
- Builds sent outside the studio need the tech lead
Reports they watch
- Asset pipeline by stage
- Tasks completed per sprint
- Build success rate
Hands over to
- Quality Assurance and Certification: Builds ready for testing with change notes
Quality Assurance and CertificationTests every build, tracks bugs to closure and prepares builds for platform and store certification.
Workflow
- 1
Plan test passes
Test plans cover features, regression, devices and platform requirements for each build.
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Log bugs
Bugs are logged with severity, steps, build and video and assigned to the right team.
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Prepare certification
Platform and store checklists are completed before submission, and results are logged.
Entity diagram: Quality Assurance and Certification
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho Sprints
Read the relationships as text
- Test Plan finds Bug (1:N)
- Bug blocks Cert Submission (N:N)
Who does the work
- QA tester
- QA lead
- Release manager
Approvals and controls
- No build goes to certification with open blocker or critical bugs
- Waivers for known issues need the producer
Reports they watch
- Open bugs by severity and team
- Bug find and fix rate
- Certification pass rate
Hands over to
- Live Operations and Community: Approved release builds
- Production and Project Management: Quality status for milestone sign-off
Live Operations and CommunityRuns the game after launch with events, updates, store listings and community engagement.
Workflow
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Plan the live calendar
Events, seasons, offers and content drops are planned on a calendar.
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Release updates
Patches and content updates are released to stores with notes and rollout status.
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Run community channels
Social posts, announcements and community feedback are managed and tracked.
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Watch player metrics
Active users, retention, session length and revenue are tracked after each update.
Zoho Social
Zoho CampaignsEntity diagram: Live Operations and Community
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho Analytics
Read the relationships as text
- Live Event ships in Release (N:N)
- Release measured by Player Metric (1:N)
Who does the work
- Live ops manager
- Community manager
- Data analyst
Approvals and controls
- Store pricing and offer changes need the live ops manager and finance
- Hotfix releases need the release manager
Reports they watch
- Retention and active users by version
- Event participation and revenue
- Store ratings trend
Hands over to
- Player Support: Release notes and known issues
- Finance and Accounts: Store and ad revenue reports
Player SupportHelps players with account, purchase and bug issues and feeds problems back to the team.
Workflow
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Take tickets
In-game reports, emails and store reviews become Desk tickets with player ID, platform and version.
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Escalate bugs
Reproducible bugs are passed to QA with details, and the ticket is linked to the bug.
- 4
Handle purchase issues
Missing purchases and refund requests are checked against store records and resolved per policy.
Zoho DeskEntity diagram: Player Support
The records this team creates and updates, their key fields, and how they link.
- Zoho Desk
- Zoho Sprints
Read the relationships as text
- KB Article answers Ticket (N:N)
- Ticket may raise Bug Link (N:N)
Who does the work
- Support agent
- Support lead
Approvals and controls
- Compensation grants of in-game currency above the set amount need the live ops manager
Reports they watch
- Tickets by category and version
- First response time
- Top bugs by ticket count
Hands over to
- Quality Assurance and Certification: Player-reported bugs with repro steps
- Live Operations and Community: Player sentiment after updates
Finance and AccountsInvoices partner milestones, books store and royalty revenue, and tracks project cost and tax credits.
Workflow
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Invoice milestones
Accepted milestones are invoiced to partners with GST in India, VAT in the UK and EU, or the tax that applies.
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Book store and royalty revenue
Monthly store, platform and royalty statements are booked and reconciled to payouts.
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Track project cost
Salaries, contractors and tools are allocated to projects from timesheets.
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Support tax credits
Development cost records are kept for video game or R and D tax relief where the studio qualifies.
Entity diagram: Finance and Accounts
The records this team creates and updates, their key fields, and how they link.
- Zoho Books
Read the relationships as text
- Store Statement creates Royalty Payable (1:N)
- Milestone Invoice compared with Project Cost (N:N)
- Store Statement compared with Project Cost (N:N)
Who does the work
- Accountant
- Finance head
Approvals and controls
- Contractor payments need the producer to confirm delivery
- Royalty statements to partners are approved by the finance head
Reports they watch
- Project cost against budget
- Revenue by title and store
- Cash runway
Hands over to
- Management and Reporting: Revenue, cost by project and runway
HR and PayrollHires and keeps developers, artists and testers, manages contractors and pays the team.
Workflow
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Hire talent
Roles are filled through Recruit with art tests, code tests and portfolio reviews.
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Onboard
Contracts, NDAs, IP assignment and system access are completed on joining.
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Track time and leave
Leave is tracked in People and project time is logged in Projects for costing.
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Run payroll
Salaries are paid through Zoho Payroll where it is available, or your local payroll provider, and contractors through Books.
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 Projects
- Zoho Payroll
Read the relationships as text
- Employee logs Timesheet (1:N)
- Contractor logs Timesheet (1:N)
- Employee paid by Payslip (1:N)
Who does the work
- HR manager
- Recruiter
Approvals and controls
- New hires against the project budget need the studio head
- Crunch overtime needs the producer and HR approval
Reports they watch
- Headcount by discipline
- Overtime hours by project
- Attrition and open roles
Hands over to
- Finance and Accounts: Payroll and contractor costs
Management and ReportingGives the studio head one view of projects, quality, live game health and cash.
Workflow
- 1
Combine data
Projects, Sprints, Desk, live metrics and Books data flow into Zoho Analytics.
- 2
Review projects
Milestone status, burn and scope changes are reviewed for every project.
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Plan the portfolio
Pipeline, team capacity and runway guide which projects to take on next.
Entity diagram: Management and Reporting
The records this team creates and updates, their key fields, and how they link.
- Zoho Analytics
Read the relationships as text
- Project Health feeds Capacity Plan (N:N)
- Title KPI informs Capacity Plan (N:N)
Who does the work
- Studio head
- Finance head
Approvals and controls
- New project starts are approved by the studio head against capacity and runway
Reports they watch
- Project health across the studio
- Live title revenue and retention
- Runway and capacity
Hands over to
- Business Development and Publishing: Capacity available for new deals
- HR and Payroll: Hiring plan by discipline
Zoho AnalyticsWhat 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 game and interactive studios process from "Pipeline" 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 "Pipeline" 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: Milestone payments are tracked loosely. Fixing one visible problem in the first month builds trust and adoption for everything after it.
What you can measure
- Milestone on time
- Utilisation
- Project margin
Questions about Zoho for game and interactive studios
Which Zoho apps suit game and interactive studios businesses?
A typical game and interactive studios setup uses Zoho CRM, Zoho Projects, Zoho People, Zoho Sign, 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 game and interactive studios?
1. Pipeline; 2. Project plan; 3. Time and capacity; 4. Contractors; 5. Milestone billing; 6. Reports.
Which departments does a Zoho setup for game and interactive studios cover?
A full setup covers Business Development and Publishing, Production and Project Management, Art, Design and Engineering, Quality Assurance and Certification, Live Operations and Community, Player Support, 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 game and interactive studios
Zoho CRM
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 game and interactive studios
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.