Zoho implementation for Testing and Calibration Laboratories
Zoho for testing and calibration laboratories: manage sample intake, test jobs, reports, certificates and customer billing for testing labs.
Business process workflow
How testing and calibration laboratories work flows in Zoho
Manage sample intake, test jobs, reports, certificates and customer billing for testing labs.
Common problems we fix
- Sample tracking relies on registers
- Report approval cycles are slow
- Recurring clients are billed manually
The process, step by step
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Department by department
How every department of a testing and calibration laboratories business works in Zoho
In a testing or calibration laboratory, business development, sample receipt, the testing sections, calibration, quality and accreditation, accounts and HR all work on the same job and the same sample or instrument. In Zoho each team has its own screens, but they share one customer, one job and one chain of custody, so every certificate traces back to the method, the analyst and the reference standard used.
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 Customer Service to Sample Receipt and Registration: Accepted quote and expected samples or instruments
- 2Business Development and Customer Service to Finance and Accounts: Customer terms and rate contract
- 3Sample Receipt and Registration to Testing Sections: Registered samples with test list and due date
- 4Sample Receipt and Registration to Calibration Lab and On-site Calibration: Registered instruments with ranges and points
- 5Testing Sections to Quality and Accreditation: Checked results for report authorisation
- 6Calibration Lab and On-site Calibration to Quality and Accreditation: Calibration results for certificate authorisation
- 7Quality and Accreditation to Business Development and Customer Service: Issued reports and certificates for the customer
- 8Quality and Accreditation to Finance and Accounts: Completed jobs ready to invoice
- 9Equipment, Reagents and Stores to Finance and Accounts: Supplier bills and receipts
- 10Equipment, Reagents and Stores to Testing Sections: Equipment status and available reagents
- 11Finance and Accounts to Management and Reporting: Monthly revenue and margin by section
- 12HR, Competence and Payroll to Quality and Accreditation: Competence and authorisation records for audits
- 13HR, Competence and Payroll to Finance and Accounts: Payroll totals
- 14Management and Reporting to Business Development and Customer Service: New tests and scope added for sale
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 Customer ServiceWins testing and calibration work from manufacturers, exporters and regulators and quotes from the lab's scope and price list.
Workflow
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Capture enquiries
Enquiries come with product or instrument type, tests or ranges needed, standard and turnaround.
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Review against scope
The team checks that tests or ranges fall within the lab's accredited scope before quoting.
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Quote
Quotes list each test or calibration point, method, price and turnaround, with urgent charges where asked.
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Agree annual contracts
Regular customers get rate contracts and on-site calibration schedules.
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Answer status queries
Customers check job status and download certificates from a portal.
Zoho Forms
Zoho SalesIQ
Zoho Contracts
Zoho DeskEntity diagram: Business Development and Customer Service
The records this team creates and updates, their key fields, and how they link.
- Zoho CRM
- Zoho Contracts
Read the relationships as text
- Customer sends Enquiry (1:N)
- Enquiry answered by Test Quote (1:N)
- Customer holds Rate Contract (1:N)
Who does the work
- Business development executive
- Customer service executive
- Technical sales manager
Approvals and controls
- Work outside the accredited scope must be marked as non-accredited on the quote
- Discounts beyond the rate card need the lab manager
Reports they watch
- Enquiries and quote conversion by industry
- Revenue by customer and test type
- Jobs due this week
Hands over to
- Sample Receipt and Registration: Accepted quote and expected samples or instruments
- Finance and Accounts: Customer terms and rate contract
Sample Receipt and RegistrationReceives samples and instruments, checks their condition and registers each one with a unique ID and chain of custody.
Workflow
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Receive and inspect
Samples or instruments are checked for condition, quantity, seals and storage needs on arrival.
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Register the job
Each item gets a lab ID, barcode and test or calibration list from the quote.
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Confirm the contract review
The customer request, method and turnaround are confirmed before work starts.
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Assign to sections
Items are routed to the testing section or calibration bench with due date.
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Store and retain
Retained samples are stored by location and disposed of after the retention period.
Zoho FlowEntity diagram: Sample Receipt and Registration
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Lab Job contains Sample (1:N)
- Sample moves in Custody Log (1:N)
- Sample retained as Retention Record (1:1)
Who does the work
- Sample receipt officer
- Store and retention clerk
Approvals and controls
- Samples in poor condition are tested only after the customer confirms in writing
- Disposing of retained samples needs the quality manager's list sign-off
Reports they watch
- Samples received by day and section
- Jobs waiting for contract review
- Retained samples due for disposal
Hands over to
- Testing Sections: Registered samples with test list and due date
- Calibration Lab and On-site Calibration: Registered instruments with ranges and points
Testing SectionsRuns chemical, mechanical, microbiological or electrical tests to the stated method and records raw data.
Workflow
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Run the test
The analyst records method, equipment used, environmental conditions and raw readings.
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Calculate and check
Results are calculated with uncertainty where needed and checked by a second person.
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Flag out-of-spec results
Results outside specification are flagged and may be retested as per procedure.
Zoho CliqEntity diagram: Testing Sections
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Test Run records Raw Data (1:N)
- Test Run produces Test Result (1:N)
- Test Result may trigger Retest Request (1:N)
Who does the work
- Analyst
- Section in-charge
- Technical manager
Approvals and controls
- Results are released only after a second-person check
- Retests need the section in-charge and a reason
Reports they watch
- Turnaround by section
- Retests by reason
- Analyst workload
Hands over to
- Quality and Accreditation: Checked results for report authorisation
Calibration Lab and On-site CalibrationCalibrates customer instruments in the lab or on site against traceable reference standards.
Workflow
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Schedule on-site visits
On-site calibration visits are booked with engineers and reference kit.
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Calibrate
The engineer records points, readings, reference standard used and conditions.
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Calculate errors and uncertainty
Error and measurement uncertainty are calculated for each point.
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Track reference standards
Each reference standard has a certificate, due date and intermediate check record.
Zoho FSMEntity diagram: Calibration Lab and On-site Calibration
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Calibration Job records Calibration Point (1:N)
- Reference Standard used in Calibration Job (N:N)
- Reference Standard verified by Intermediate Check (1:N)
Who does the work
- Calibration engineer
- Calibration lab in-charge
Approvals and controls
- Reference standards past due cannot be selected
- Out-of-tolerance instruments are reported to the customer before adjustment
Reports they watch
- Calibrations due by customer
- Reference standards due for recalibration
- On-site visit productivity
Hands over to
- Quality and Accreditation: Calibration results for certificate authorisation
Quality and AccreditationAuthorises reports and certificates and keeps the lab's management system and accreditation in order.
Workflow
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Authorise and issue
Authorised signatories review results and issue reports or certificates with the accreditation mark where in scope.
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Control documents
Methods, procedures and forms are version-controlled and only current versions are used.
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Run proficiency tests
Proficiency testing and inter-lab comparisons are scheduled and results reviewed.
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Handle nonconforming work
Complaints and nonconforming work are logged with corrective action.
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Prepare for audits
Internal audits and accreditation body assessments are planned and findings closed.
Zoho WorkDrive
Zoho ProjectsEntity diagram: Quality and Accreditation
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho WorkDrive
Read the relationships as text
- Test Report follows Controlled Document (N:N)
- Proficiency Test may raise Nonconformity (1:N)
- Test Report may raise Nonconformity (1:N)
Who does the work
- Quality manager
- Authorised signatory
- Technical manager
Approvals and controls
- Only authorised signatories in their area may sign reports
- Amended reports need a new report number and reason
Reports they watch
- Reports issued and pending authorisation
- Open nonconformities
- Proficiency test performance
Hands over to
- Business Development and Customer Service: Issued reports and certificates for the customer
- Finance and Accounts: Completed jobs ready to invoice
Equipment, Reagents and StoresBuys reagents, consumables and reference materials and keeps lab equipment maintained and calibrated.
Workflow
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Buy reagents and consumables
Reorder levels drive POs for reagents, media and consumables.
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Receive with certificates
Reference materials and reagents are received with certificates of analysis and expiry.
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Maintain equipment
Each instrument has a maintenance and calibration schedule with history.
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Zoho InventoryEntity diagram: Equipment, Reagents and Stores
The records this team creates and updates, their key fields, and how they link.
- Zoho Inventory
- Zoho Creator
Read the relationships as text
- Purchase Order supplies Reagent (1:N)
- Lab Equipment has Maintenance Log (1:N)
Who does the work
- Lab store keeper
- Equipment coordinator
Approvals and controls
- Equipment past calibration due is tagged out of use
- Buying from new suppliers of critical consumables needs quality approval
Reports they watch
- Reagents near expiry
- Equipment calibration due
- Consumable cost per test
Hands over to
- Finance and Accounts: Supplier bills and receipts
- Testing Sections: Equipment status and available reagents
Finance and AccountsInvoices completed jobs, collects payments and tracks revenue and cost by section.
Workflow
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Invoice jobs
Invoices are raised per job or monthly under rate contracts, with GST in India or VAT in the UAE and UK.
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Hold reports for payment
For cash customers, reports are released when payment is received.
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Review section profit
Revenue and direct cost by section are reviewed monthly.
Zoho AnalyticsEntity 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
- Invoice settled by Payment (1:N)
- Supplier Bill paid by Payment (N:N)
Who does the work
- Accountant
- Billing executive
Approvals and controls
- Credit notes for retests caused by the lab need the quality manager
Reports they watch
- Revenue by section and customer
- Receivables ageing
- Cost per test
Hands over to
- Management and Reporting: Monthly revenue and margin by section
HR, Competence and PayrollHires and trains analysts and engineers, authorises them per method and pays salaries.
Workflow
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Train and authorise
Staff are trained on each method and authorised only after a competence check.
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Monitor competence
Competence is checked again through witnessing and proficiency results.
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Run payroll
Salaries and site allowances run in Zoho Payroll where it is available, or a local provider.
Zoho Recruit
Zoho Learn
Zoho Payroll
Zoho PeopleEntity diagram: HR, Competence and Payroll
The records this team creates and updates, their key fields, and how they link.
- Zoho People
- Zoho Creator
- Zoho Learn
Read the relationships as text
- Staff Member holds Method Authorisation (1:N)
- Staff Member completes Training Record (1:N)
Who does the work
- HR executive
- Technical manager
- Payroll officer
Approvals and controls
- Analysts can only be assigned methods they are authorised for
Reports they watch
- Authorisations by method and section
- Training due
- Payroll cost by section
Hands over to
- Quality and Accreditation: Competence and authorisation records for audits
- Finance and Accounts: Payroll totals
Management and ReportingGives the lab head one view of workload, turnaround, quality and revenue.
Workflow
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Run management review
Quality objectives, complaints and audit results are reviewed periodically.
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Plan scope growth
Demand for tests outside scope guides new method validation and accreditation plans.
Entity diagram: Management and Reporting
The records this team creates and updates, their key fields, and how they link.
- Zoho Analytics
- Zoho Creator
- Zoho Projects
Read the relationships as text
- Lab Dashboard feeds Management Review (1:N)
- Management Review approves Scope Plan (1:N)
Who does the work
- Lab director
- Quality manager
Approvals and controls
- New method validation and scope extension need the lab director
Reports they watch
- Turnaround and backlog by section
- Revenue by section
- Complaints and nonconformities trend
Hands over to
- Business Development and Customer Service: New tests and scope added for sale
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 testing and calibration laboratories process from "Enquiry and quote" to "Client portal", 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 Creator 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 "Enquiry and quote" and one for "Client portal".
- Going live without checking reports against numbers you already trust.
A good first win
Start with the problem that hurts most: Sample tracking relies on registers. Fixing one visible problem in the first month builds trust and adoption for everything after it.
What you can measure
- Turnaround time
- Reports on time
- Repeat clients
Questions about Zoho for testing and calibration laboratories
Which Zoho apps suit testing and calibration laboratories businesses?
A typical testing and calibration laboratories setup uses Zoho CRM, Zoho Creator, Zoho Sign, Zoho Books. We confirm the exact apps after mapping your own process in a discovery call.
How does the business process flow in Zoho for testing and calibration laboratories?
1. Enquiry and quote; 2. Sample intake; 3. Test execution; 4. Report approval; 5. Invoicing; 6. Client portal.
Which departments does a Zoho setup for testing and calibration laboratories cover?
A full setup covers Business Development and Customer Service, Sample Receipt and Registration, Testing Sections, Calibration Lab and On-site Calibration, Quality and Accreditation, Equipment, Reagents and Stores, Finance and Accounts, HR, Competence 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 testing and calibration laboratories
Zoho CRM
Zoho Creator
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 testing and calibration laboratories
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.