Zoho for Logistics & Supply Chain
In logistics, the question that actually matters is "where is it right now" — and too many operators can only answer that with a phone call to the driver. Flowpeak connects warehouse, dispatch and billing on Zoho so that answer is a screen away.
Discuss Your ProcessWhat we usually find
Blind Tracking
Shipment status only known by calling the driver or the warehouse directly.
Inaccurate Stock
Multi-warehouse stock counts that don’t reconcile with what’s actually on the shelf.
Missing PODs
Proof of delivery collected on paper dockets that go missing before billing.
What we'll ask you first
Before we build, we understand. Your answers shape the architecture of your Zoho logistics stack.
Start with these answers- 1
How many warehouses or hubs are part of your network?
- 2
Is proof of delivery currently captured digitally or on paper?
- 3
Is freight billed per shipment, per contract, or both?
Where Zoho fits, function by function
We map every critical stage of your process to a specific, optimized Zoho tool.
Multi-warehouse Inventory
Stock visibility across every warehouse or hub, updated as goods move.
Customer & Vendor CRM
Booking history and rate agreements tracked per customer.
Dispatch & Fleet
Driver assignment and route status tracked from one board.
Proof of Delivery
Digital PODs captured at the point of delivery, not chased afterward.
Freight Billing
Invoicing generated from confirmed delivery, not from memory.
Ops Analytics
On-time delivery and cost-per-shipment reporting in one dashboard.
The process, end to end
A seamless flow of data throughout your entire lifecycle.
Booking Received
Warehouse Allocation
Dispatch & Route
Delivery & POD
Freight Invoicing
Ops Analytics
Ready to talk?
Tell us your current tools, your team size and your top priority — that's all we need to scope a first conversation. No generic sales pitch, no obligation.
Zoho services for logistics companies
All Zoho services →- Zoho ERP implementationBooks, Inventory, CRM and HR connected as one system
- Zoho integration servicesConnect Zoho to payments, ads, telephony, e-commerce and more
- 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
Business process workflow
How logistics work flows in Zoho
Track shipments, vehicles, vendors and freight billing from booking to proof of delivery.
Common problems we fix
- Shipment status is shared over calls and messages
- Vendor and driver payments are delayed
- Freight invoices are raised late
The process, step by step
- 1
Enquiry and rate quote
Capture shipment enquiries and send rate quotes against the customer's agreed rates.
- 2
Booking
Create the shipment with consignee, route and the stock it draws from each warehouse.
- 3
- 4
- 5
Proof of delivery
Capture the signature or photo at the door and close the shipment.
- 6
Billing and vendor payments
Raise freight invoices from confirmed deliveries and settle vendor bills.
- 7
Entity diagram: the data behind logistics 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 Creator
- Zoho Books
- Zoho Inventory
Read the relationships as text
- Customer books Shipment (1:N)
- Shipment assigned to Trip (N:N)
- Vehicle runs Trip (1:N)
- Vendor supplies Vehicle (1:N)
- Shipment billed by Invoice (1:N)
- Warehouse dispatches Shipment (1:N)
Department by department
How every department of a logistics business works in Zoho
A logistics company runs on one shipment moving through booking, dispatch, the warehouse, the fleet, billing and claims. In Zoho every department works its own screens but they share one customer, one rate card and one shipment record, so a booking never has to be retyped.
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 to Booking and Dispatch Control: Signed rate card, lanes, pickup addresses and service levels
- 2Business Development to Finance and Accounts: Customer billing details, tax ID and credit terms
- 3Booking and Dispatch Control to Finance and Accounts: Closed trips with POD, extra charges and detention hours for invoicing
- 4Booking and Dispatch Control to Fleet and Maintenance: Vehicle kilometres and trip faults reported by drivers
- 5Booking and Dispatch Control to Customer Service and Claims: Shortage or damage remarks noted on the POD
- 6Warehouse and Cross-dock to Booking and Dispatch Control: Packed and staged loads with manifest
- 7Warehouse and Cross-dock to Finance and Accounts: Monthly pallet days and handling counts per client
- 8Fleet and Maintenance to Booking and Dispatch Control: Vehicle availability and workshop blocks
- 9Fleet and Maintenance to Procurement and Vendor Management: Spares, tyres and lubricant requirements
- 10Procurement and Vendor Management to Finance and Accounts: Approved vendor and transporter bills for payment
- 11Procurement and Vendor Management to Warehouse and Cross-dock: Expected deliveries of packing material
- 12Customer Service and Claims to Finance and Accounts: Approved claim settlements as credit notes
- 13Customer Service and Claims to Booking and Dispatch Control: Root causes of repeat damage or delay on a lane
- 14Finance and Accounts to Management and Reporting: Monthly revenue, margin by lane and cash position
- 15Finance and Accounts to HR and Payroll: Driver advance recoveries for payroll
- 16HR and Payroll to Finance and Accounts: Approved payroll totals and statutory deductions
- 17HR and Payroll to Booking and Dispatch Control: Available drivers per branch
- 18Management and Reporting to Business Development: Lanes to reprice or grow
- 19Management and Reporting to Booking and Dispatch Control: Service targets per branch
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 DevelopmentWins contract and spot customers on lanes the company can serve profitably and hands operations an agreed rate card.
Workflow
- 1
Capture freight enquiries
Enquiries from the website, email and calls come into Zoho CRM as leads with origin, destination, load type and monthly volume.
- 2
Check lane and capacity
Sales checks fleet and partner capacity on the lane and the cost per trip before quoting.
- 3
Build the rate quote
A quote is built per lane with freight per trip or per kg, fuel surcharge, loading charges and validity date.
- 4
Agree the contract
Accepted rates become a signed rate agreement with payment terms, detention rules and liability limits.
- 5
Onboard the customer
The customer account, billing contacts and rate card are set up so bookings can start the same day.
Zoho SalesIQ
Zoho Creator
Zoho ContractsEntity diagram: Business Development
The records this team creates and updates, their key fields, and how they link.
- Zoho CRM
- Zoho Contracts
Read the relationships as text
- Lead converts to Account (1:1)
- Account receives Rate Quote (1:N)
- Rate Quote becomes Rate Agreement (1:1)
Who does the work
- Business development executive
- Key account manager
- Commercial head
Approvals and controls
- Rates below the lane cost floor go to the commercial head before the quote is sent
- New customers asking for credit terms are approved by accounts first
Reports they watch
- Pipeline by lane and stage
- Quote win rate by lane
- Revenue per key account against target
Hands over to
- Booking and Dispatch Control: Signed rate card, lanes, pickup addresses and service levels
- Finance and Accounts: Customer billing details, tax ID and credit terms
Booking and Dispatch ControlTakes each booking, assigns a vehicle and driver, and tracks the trip until proof of delivery comes back.
Workflow
- 1
Take the booking
Customers book through a portal or email and a shipment record is created with consignor, consignee, weight and pickup slot.
- 2
Plan the trip
The control desk groups shipments into a trip and assigns an own vehicle or a market vehicle from a partner transporter.
- 3
Issue the consignment note
A consignment note (LR or waybill) is generated with a number, declared value and e-way bill reference where needed.
- 4
Track in transit
Drivers or the desk update milestones such as loaded, departed, at checkpoint and arrived, and the customer gets status messages.
- 5
Close with proof of delivery
The signed POD is photographed and attached, and the trip is closed so it can be billed.
Zoho WorkDrive
Zoho CliqEntity diagram: Booking and Dispatch Control
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Trip carries Shipment (1:N)
- Shipment documented by Consignment Note (1:1)
- Trip logs Milestone (1:N)
- Shipment closed by POD (1:1)
Who does the work
- Control desk executive
- Dispatch supervisor
- Branch manager
Approvals and controls
- Hiring a market vehicle above the lane budget needs branch manager approval
- Trips cannot be closed without a POD image attached
Reports they watch
- Trips in transit and delayed
- On-time delivery by customer and lane
- Pending PODs by branch
Hands over to
- Finance and Accounts: Closed trips with POD, extra charges and detention hours for invoicing
- Fleet and Maintenance: Vehicle kilometres and trip faults reported by drivers
- Customer Service and Claims: Shortage or damage remarks noted on the POD
Warehouse and Cross-dockReceives, stores, picks and loads customer goods accurately and bills storage and handling.
Workflow
- 1
Receive against ASN
Inbound goods are checked against the advance shipping notice and put away to bins with batch and expiry where relevant.
- 2
Store and count
Stock is held per client and bin, with cycle counts scheduled so client stock reports stay correct.
- 3
Pick and pack orders
Client orders become pick lists by bin, then packed, labelled and staged at the dock.
- 4
Load and hand to dispatch
Staged orders are loaded on the planned trip and the load is confirmed against the manifest.
- 5
Bill storage and handling
Pallet days, inbound and outbound handling counts are totalled each month per client.
Entity diagram: Warehouse and Cross-dock
The records this team creates and updates, their key fields, and how they link.
- Zoho Inventory
Read the relationships as text
- Inbound Receipt adds Stock Item (1:N)
- Bin holds Stock Item (1:N)
- Pick List draws Stock Item (1:N)
Who does the work
- Warehouse supervisor
- Inventory controller
- Picker and loader
Approvals and controls
- Stock adjustments after a count need the warehouse manager to approve
- Releasing goods for a client on credit hold needs accounts clearance
Reports they watch
- Stock by client and ageing
- Dock-to-stock time
- Pick accuracy and count variances
Hands over to
- Booking and Dispatch Control: Packed and staged loads with manifest
- Finance and Accounts: Monthly pallet days and handling counts per client
Fleet and MaintenanceKeeps own trucks roadworthy, legal and fuel-efficient.
Workflow
- 1
Maintain the vehicle register
Each vehicle has its registration, permit, insurance, fitness and tax expiry dates on one record.
- 2
Schedule preventive service
Service jobs are scheduled by kilometres or days, and the vehicle is blocked from trips while in the workshop.
- 3
Record fuel and tyres
Fuel fills and tyre fitments are logged against the vehicle so mileage and tyre life can be tracked.
- 4
Handle breakdowns
Breakdowns are logged with location and repair cost, and the desk replans affected shipments.
- 5
Renew documents
Reminders go out before permits, insurance and fitness certificates expire.
Zoho ExpenseEntity diagram: Fleet and Maintenance
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Vehicle undergoes Service Job (1:N)
- Vehicle records Fuel Log (1:N)
- Vehicle holds Vehicle Document (1:N)
Who does the work
- Fleet manager
- Workshop supervisor
- Fleet executive
Approvals and controls
- Repairs above the set amount need fleet manager approval before work starts
- Vehicles with expired documents are blocked from trip assignment
Reports they watch
- Fuel efficiency by vehicle and driver
- Maintenance cost per kilometre
- Documents expiring in 30 days
Hands over to
- Booking and Dispatch Control: Vehicle availability and workshop blocks
- Procurement and Vendor Management: Spares, tyres and lubricant requirements
Procurement and Vendor ManagementBuys spares, fuel cards and packing material and manages partner transporters and their bills.
Workflow
- 1
Raise purchase requests
Fleet and warehouse raise requests for spares, tyres, pallets and stretch film.
- 2
Compare and order
Quotes from two or three vendors are compared and a purchase order is issued.
- 3
Onboard partner transporters
Market vehicle owners are added as vendors with PAN, bank details and vehicle papers.
- 4
Match transporter bills
Partner bills are matched with the trip, the agreed hire and advances already paid.
Entity diagram: Procurement and Vendor Management
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho Inventory
- Zoho Books
Read the relationships as text
- Purchase Request raises Purchase Order (1:N)
- Vendor receives Purchase Order (1:N)
- Vendor submits Transporter Bill (1:N)
Who does the work
- Purchase executive
- Vendor coordinator
- Purchase manager
Approvals and controls
- Purchase orders above the limit need the purchase manager to approve
- Transporter bills that differ from the agreed hire are held for review
Reports they watch
- Spend by vendor and category
- Open purchase orders
- Transporter bills pending match
Hands over to
- Finance and Accounts: Approved vendor and transporter bills for payment
- Warehouse and Cross-dock: Expected deliveries of packing material
Customer Service and ClaimsAnswers shipment queries and settles shortage, damage and delay claims fairly and on time.
Workflow
- 1
Log queries and complaints
Calls and emails become tickets linked to the shipment number so agents see trip status at once.
- 2
Register a claim
Shortage or damage claims record the item, quantity, value and photos from delivery.
- 3
Investigate
The team checks the POD remarks, loading photos and driver statement to decide liability.
- 4
Settle and close
Approved claims become a credit note or payment, within the liability limit in the contract.
Zoho DeskEntity diagram: Customer Service and Claims
The records this team creates and updates, their key fields, and how they link.
- Zoho Desk
- Zoho Creator
- Zoho Books
Read the relationships as text
- Ticket raises Claim (1:1)
- Claim reviewed in Investigation (1:1)
- Claim closed by Settlement (1:1)
Who does the work
- Customer service agent
- Claims officer
- Customer service manager
Approvals and controls
- Claims above the contract liability limit go to the commercial head
- Every settlement needs claims officer and accounts sign-off
Reports they watch
- Open tickets by age and customer
- Claims value by lane and cause
- First response and resolution time
Hands over to
- Finance and Accounts: Approved claim settlements as credit notes
- Booking and Dispatch Control: Root causes of repeat damage or delay on a lane
Finance and AccountsBills every trip and storage month correctly, collects on time and pays drivers, vendors and partners.
Workflow
- 1
Raise freight invoices
Closed trips are invoiced per the rate card, with detention, loading and fuel surcharge lines and GST in India or VAT in the UAE and UK.
- 2
Attach PODs
Each invoice carries its POD and consignment note so customers do not hold payment for missing papers.
- 3
Settle driver advances
Trip advances for fuel, tolls and food are settled against receipts when the driver returns.
- 4
Collect receivables
Reminders follow due dates and the team tracks deductions customers take against claims.
- 5
Pay vendors and partners
Approved transporter and vendor bills are paid in batches with tax deducted where required.
Entity diagram: Finance and Accounts
The records this team creates and updates, their key fields, and how they link.
- Zoho Books
- Zoho Expense
Read the relationships as text
- Freight Invoice settled by Customer Payment (1:N)
- Driver Advance costs against Freight Invoice (1:N)
- Vendor Payment matched to Freight Invoice (1:N)
Who does the work
- Billing executive
- Accounts executive
- Finance manager
Approvals and controls
- Credit notes and write-offs need finance manager approval
- Driver advances above the trip norm need branch manager approval
Reports they watch
- Receivables ageing by customer
- Profit per trip and lane
- Unbilled closed trips
Hands over to
- Management and Reporting: Monthly revenue, margin by lane and cash position
- HR and Payroll: Driver advance recoveries for payroll
HR and PayrollHires and pays drivers, loaders and office staff and keeps driver licences and trip allowances in order.
Workflow
- 1
Hire drivers and staff
Openings for drivers, loaders and desk staff are posted and candidates tracked to offer.
- 2
Verify licences
Driver licence, badge and medical expiry dates are stored with reminders before they lapse.
- 3
Track attendance and trips
Office staff use shift attendance and drivers are paid trip allowances from closed trips.
- 4
Run payroll
Salary, trip allowance and overtime are processed in Zoho Payroll where it is available, or your local payroll provider, with advance recoveries deducted.
Zoho Recruit
Zoho People
Zoho Shifts
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 holds Driver Licence (1:1)
- Employee earns Trip Allowance (1:N)
- Employee receives Payslip (1:N)
Who does the work
- HR executive
- Payroll officer
- HR manager
Approvals and controls
- Drivers with expired licences cannot be assigned to trips
- Payroll is released only after the HR manager signs off
Reports they watch
- Driver headcount and attrition
- Licences expiring this month
- Payroll cost by branch
Hands over to
- Finance and Accounts: Approved payroll totals and statutory deductions
- Booking and Dispatch Control: Available drivers per branch
Management and ReportingGives owners one view of volume, service, margin and cash across branches.
Workflow
- 1
Pull data together
Trips, invoices, fleet costs and claims sync into Zoho Analytics on a schedule.
- 2
Review the daily board
Leaders check trips in transit, delays, pending PODs and collections each morning.
- 3
Review lane profitability
Monthly reviews compare revenue and cost per lane and customer to decide where to reprice.
- 4
Act on exceptions
Alerts for delayed trips, overdue invoices and expiring documents go to the owner in Cliq.
Zoho FlowEntity 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
- Branch measured by KPI (1:N)
- Branch earns Lane Margin (1:N)
- KPI triggers Alert (1:N)
Who does the work
- Managing director
- Operations head
- Finance controller
Approvals and controls
- Lane price changes need sign-off from the managing director and commercial head
Reports they watch
- On-time delivery and claims ratio by branch
- Margin per lane and customer
- Fleet utilisation and empty kilometres
- Cash and receivables summary
Hands over to
- Business Development: Lanes to reprice or grow
- Booking and Dispatch Control: Service targets per branch
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 logistics process from "Enquiry and rate quote" to "Performance review", 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 Inventory 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 rate quote" and one for "Performance review".
- Going live without checking reports against numbers you already trust.
A good first win
Start with the problem that hurts most: Shipment status is shared over calls and messages. Fixing one visible problem in the first month builds trust and adoption for everything after it.
What you can measure
- On-time delivery
- Invoice lag after delivery
- Vendor payment cycle
Questions about Zoho for logistics
Which Zoho apps suit logistics businesses?
A typical logistics setup uses Zoho CRM, Zoho Inventory, Zoho FSM, Zoho Forms, 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 logistics?
1. Enquiry and rate quote; 2. Booking; 3. Dispatch; 4. In-transit tracking; 5. Proof of delivery; 6. Billing and vendor payments; 7. Performance review.
Which departments does a Zoho setup for logistics cover?
A full setup covers Business Development, Booking and Dispatch Control, Warehouse and Cross-dock, Fleet and Maintenance, Procurement and Vendor Management, Customer Service and Claims, 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 Logistics
Zoho CRM
Zoho Inventory
Zoho FSM
Zoho Forms
Zoho Sign
Zoho Books
Zoho Analytics
Not sure which apps fit your business? Book a free 30-minute call or see all Zoho products we implement
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.