Zoho implementation for Import and Export Trading
Zoho for importers, exporters and trading companies: enquiries, quotes, shipments, documents, multi-currency and payments.
Business process workflow
How import and export trading work flows in Zoho
Handle enquiries, proforma invoices, shipments, documentation and multi-currency accounting.
Common problems we fix
- Shipment documents are scattered
- Multi-currency receivables are unclear
- Supplier and buyer follow-ups are manual
The process, step by step
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Zoho WorkDriveEntity diagram: the data behind import and export trading 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 Inventory
- Zoho Creator
- Zoho WorkDrive
- Zoho Books
Read the relationships as text
- Buyer places Order (1:N)
- Order shipped as Shipment (1:N)
- Shipment needs Document (1:N)
- Supplier supplies Order (N:N)
- Order billed by Invoice (1:N)
Department by department
How every department of a import and export trading business works in Zoho
An import and export trader runs sales, sourcing, documentation, shipping, warehouse, accounts and HR around one shipment. In Zoho the shipment links the buyer order, the supplier PO, the documents and the costs, so profit per shipment is known without a spreadsheet.
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.
- 1Trade Sales to Sourcing and Purchase: Confirmed sales order with specification, quantity and shipment window
- 2Trade Sales to Finance and Accounts: Payment terms, advance or LC details
- 3Sourcing and Purchase to Shipping, Freight and Customs: Goods ready date, packing list and pickup location
- 4Sourcing and Purchase to Documentation and Compliance: Supplier invoice and certificates for shipping documents
- 5Documentation and Compliance to Finance and Accounts: Bank submission details for LC payment
- 6Documentation and Compliance to Shipping, Freight and Customs: Cleared documents for customs filing
- 7Shipping, Freight and Customs to Warehouse and Inventory: Inbound cargo arrival and cleared quantities
- 8Shipping, Freight and Customs to Finance and Accounts: Freight, duty and clearing bills
- 9Warehouse and Inventory to Finance and Accounts: Receipt notes for supplier and insurance claims
- 10Warehouse and Inventory to Trade Sales: Available stock by lot for local sale
- 11Finance and Accounts to Management and Reporting: Shipment profit and cash position
- 12Finance and Accounts to Trade Sales: Buyer credit and payment status
- 13HR and Payroll to Finance and Accounts: Payroll and commission summary
- 14Management and Reporting to Trade Sales: Market and product priorities
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.
Trade SalesFinds overseas and local buyers, agrees price and Incoterms, and confirms orders the business can source and ship.
Workflow
- 1
Capture buyer enquiries
Enquiries from trade portals, exhibitions, agents and the website land in CRM with product, quantity and destination port.
- 2
Price with landed cost
Sales builds the offer from supplier cost, freight, insurance, duty and margin for the agreed Incoterm.
- 3
Send proforma invoice
The proforma with price, Incoterm, payment terms and shipment window goes to the buyer for acceptance.
- 4
Confirm the order
On the buyer's PO, advance or LC, the sales contract is signed and a sales order is created.
- 5
Update the buyer
Buyers get updates at sourcing, inspection, loading and arrival without chasing the team.
Entity diagram: Trade Sales
The records this team creates and updates, their key fields, and how they link.
- Zoho CRM
- Zoho Books
- Zoho Sign
Read the relationships as text
- Buyer sends Enquiry (1:N)
- Enquiry quoted in Proforma (1:N)
- Proforma confirmed by Sales Contract (1:1)
Who does the work
- Export sales executive
- Import sales executive
- Sales manager
Approvals and controls
- Prices below the minimum margin need the sales manager
- Open credit terms for a new buyer need finance to approve the limit
Reports they watch
- Enquiries and conversion by country
- Order book by shipment month
- Margin by product and buyer
Hands over to
- Sourcing and Purchase: Confirmed sales order with specification, quantity and shipment window
- Finance and Accounts: Payment terms, advance or LC details
Zoho CRM
Zoho Forms
Zoho SalesIQ
Zoho Creator
Zoho Books
Zoho Sign
Zoho Inventory
Zoho CampaignsSourcing and PurchaseBuys the right goods from qualified suppliers at the agreed price and quality, in time for the shipment.
Workflow
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Find and qualify suppliers
Supplier details, certificates, factory audits and past performance are kept on each supplier record.
- 2
Get quotes and compare
Quotes for each order are compared on price, lead time, minimum quantity and payment terms.
- 3
Raise the purchase order
A purchase order with specification, packing and marking instructions goes to the chosen supplier.
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Book pre-shipment inspection
An inspection is booked before goods leave the supplier, and the report is attached to the PO.
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Follow up production
Buyers track supplier readiness against the shipment window and flag delays to sales.
Zoho CliqEntity diagram: Sourcing and Purchase
The records this team creates and updates, their key fields, and how they link.
- Zoho Books
- Zoho Creator
- Zoho Inventory
Read the relationships as text
- Supplier submits Supplier Quote (1:N)
- Supplier Quote selected for Purchase Order (1:1)
- Purchase Order checked by Inspection Report (1:N)
Who does the work
- Sourcing executive
- Merchandiser
- Purchase manager
Approvals and controls
- New suppliers need the purchase manager before the first PO
- Goods that fail inspection ship only with buyer consent in writing
Reports they watch
- Open POs against shipment window
- Supplier on-time and inspection pass rate
- Price trend by product
Hands over to
- Shipping, Freight and Customs: Goods ready date, packing list and pickup location
- Documentation and Compliance: Supplier invoice and certificates for shipping documents
Documentation and CompliancePrepares and checks every trade document so goods clear customs and the bank pays.
Workflow
- 1
Check licences and restrictions
HS codes, import or export licences, sanctions screening and product registrations are checked before shipping.
- 2
Prepare shipping documents
Commercial invoice, packing list and certificate of origin are generated from the sales order.
- 3
Match documents to LC terms
Each document is checked against the letter of credit so the bank does not find discrepancies.
- 4
Send documents to bank or buyer
Original or electronic documents go to the bank or buyer, and courier and bank references are logged.
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File the shipment record
The full document set is kept per shipment for audits and customs queries.
Entity diagram: Documentation and Compliance
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho WorkDrive
Read the relationships as text
- Document Set contains Trade Document (1:N)
- Document Set checked against LC Checklist (1:1)
- Licence cited in Document Set (N:N)
Who does the work
- Documentation executive
- Compliance officer
- Documentation manager
Approvals and controls
- Documents under LC are checked by a second person before going to the bank
- Shipments for restricted goods need the compliance officer to clear them
Reports they watch
- Document sets pending by shipment
- LC discrepancies by cause
- Licences expiring in 60 days
Hands over to
- Finance and Accounts: Bank submission details for LC payment
- Shipping, Freight and Customs: Cleared documents for customs filing
Shipping, Freight and CustomsBooks freight, moves cargo from supplier to buyer and clears customs at both ends.
Workflow
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Get freight quotes and book
Forwarder quotes are compared by route, transit time and free days, then the booking is confirmed.
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Plan container loading
Container type, load plan and seal numbers are recorded against the shipment.
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File customs entries
The customs broker files the export or import declaration, and duty and fees are logged.
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Track the voyage
Bill of lading, vessel, ETD and ETA are tracked, and buyers get arrival notices.
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Close the shipment
Delivery is confirmed, demurrage or detention is logged, and freight bills go to accounts.
Entity diagram: Shipping, Freight and Customs
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Shipment booked as Freight Booking (1:1)
- Shipment loaded in Container (1:N)
- Shipment cleared by Customs Entry (1:N)
Who does the work
- Logistics coordinator
- Customs executive
- Logistics manager
Approvals and controls
- Freight bookings above the quoted rate need the logistics manager
- Demurrage and detention charges need a reason before they are paid
Reports they watch
- Shipments in transit by ETA
- Freight cost per container by route
- Demurrage and detention by cause
Hands over to
- Warehouse and Inventory: Inbound cargo arrival and cleared quantities
- Finance and Accounts: Freight, duty and clearing bills
Warehouse and InventoryReceives imported cargo, stores it, and picks and dispatches local orders and re-exports.
Workflow
- 1
Receive cleared cargo
Cargo is counted against the packing list and any shortage or damage is recorded with photos.
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Put away by lot
Stock is stored by lot or container with landed cost so margins are right later.
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Pick and dispatch
Local sales orders and re-export orders are picked by lot and dispatched with delivery notes.
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Count and reconcile
Regular counts are reconciled to Zoho Inventory and differences investigated.
Entity diagram: Warehouse and Inventory
The records this team creates and updates, their key fields, and how they link.
- Zoho Inventory
Read the relationships as text
- Receipt Note creates Stock Lot (1:N)
- Stock Lot shipped in Delivery Note (N:N)
Who does the work
- Warehouse supervisor
- Storekeeper
Approvals and controls
- Stock adjustments need the warehouse supervisor and finance
Reports they watch
- Stock by lot and age
- Shortage and damage claims
- Dispatches pending
Hands over to
- Finance and Accounts: Receipt notes for supplier and insurance claims
- Trade Sales: Available stock by lot for local sale
Finance and AccountsHandles LCs, advances and forex, pays suppliers and logistics, and reports profit per shipment.
Workflow
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Manage advances and LCs
Buyer advances and LCs received, and LCs opened for suppliers, are tracked with expiry and amount.
- 2
Invoice with the right tax
Export invoices are raised zero-rated where the rules allow, and local sales with GST in India or VAT in the UAE and UK.
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Book forex and realisation
Foreign currency invoices and receipts are booked at the right rates, with exchange gain or loss posted.
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Pay suppliers and service bills
Supplier, freight, duty and clearing bills are matched to the shipment before payment.
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Report shipment profit
Sales value against purchase, freight, duty and charges gives profit for each shipment.
Zoho AnalyticsEntity diagram: Finance and Accounts
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho Books
Read the relationships as text
- Letter of Credit secures Invoice (1:N)
- Invoice settled by Forex Receipt (N:N)
- Shipment Costing compared with Invoice (1:1)
Who does the work
- Accountant
- Trade finance officer
- Finance manager
Approvals and controls
- Opening an LC for a supplier needs the finance manager
- Releasing goods before payment on open terms needs finance approval
Reports they watch
- Receivables by buyer and currency
- LCs expiring
- Profit by shipment and product
Hands over to
- Management and Reporting: Shipment profit and cash position
- Trade Sales: Buyer credit and payment status
HR and PayrollHires and pays the trading, documentation and warehouse teams, including sales commission.
Workflow
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Hire staff
Openings for sales, documentation and warehouse roles are tracked from posting to joining.
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Onboard and train
New joiners learn Incoterms, documentation rules and system use, with training recorded.
- 3
Track attendance and leave
Office and warehouse staff attendance and leave are managed in Zoho People.
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Calculate commission
Sales commission is worked out from realised shipments, not just orders booked.
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Run payroll
Salary and commission go through Zoho Payroll where it is available, or your local payroll 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 applies Leave Record (1:N)
- Employee earns Commission (1:N)
- Commission added to Payslip (N:N)
Who does the work
- HR executive
- HR manager
Approvals and controls
- Commission is paid only after finance confirms the shipment payment is realised
Reports they watch
- Headcount and cost by team
- Commission earned versus paid
- Training completed
Hands over to
- Finance and Accounts: Payroll and commission summary
Management and ReportingGives owners one view of orders, shipments, margin, forex exposure and cash.
Workflow
- 1
Combine trade data
Zoho Analytics pulls CRM, Inventory, Creator shipment records and Books into one model.
- 2
Weekly shipment review
Orders due to ship, shipments in transit and delays are reviewed with sales and logistics.
- 3
Watch margin and currency
Margin by product and buyer, and open foreign currency receivables, are reviewed each month.
- 4
Escalate exceptions
Alerts for LC expiry, missed shipment windows and overdue buyers go to owners.
Zoho FlowEntity 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
- General manager
Approvals and controls
- Credit limits for large buyers and new markets are approved by management
Reports they watch
- Order book and shipments by month
- Margin by product, buyer and country
- Foreign currency receivables
Hands over to
- Trade Sales: Market and product priorities
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 import and export trading process from "Buyer enquiry" to "Payments", 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 Books 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 "Buyer enquiry" and one for "Payments".
- Going live without checking reports against numbers you already trust.
A good first win
Start with the problem that hurts most: Shipment documents are scattered. Fixing one visible problem in the first month builds trust and adoption for everything after it.
What you can measure
- Quote-to-order rate
- Shipment delays
- Receivable days
Questions about Zoho for import and export trading
Which Zoho apps suit import and export trading businesses?
A typical import and export trading setup uses Zoho CRM, Zoho Books, Zoho Inventory, Zoho Creator, Zoho WorkDrive. We confirm the exact apps after mapping your own process in a discovery call.
How does the business process flow in Zoho for import and export trading?
1. Buyer enquiry; 2. Proforma and order; 3. Procurement; 4. Shipment and documents; 5. Invoicing; 6. Payments.
Which departments does a Zoho setup for import and export trading cover?
A full setup covers Trade Sales, Sourcing and Purchase, Documentation and Compliance, Shipping, Freight and Customs, Warehouse and Inventory, 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 import and export trading
- Zoho CRM
- Zoho Books
- Zoho Inventory
- Zoho Creator
Not sure which apps fit your business? Book a free 30-minute call or see all Zoho products we implement
Zoho services for import and export trading
All Zoho services →- Data migration to ZohoMove from Salesforce, HubSpot, Tally, QuickBooks or spreadsheets
- 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
- 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.