Zoho implementation for Machine Shops and Engineering Workshops
Zoho for machine shops and engineering workshops: run job quotes, drawings, work orders, material and machine time, and invoicing for job-work shops.
Business process workflow
How machine shops and engineering workshops work flows in Zoho
Run job quotes, drawings, work orders, material and machine time, and invoicing for job-work shops.
Common problems we fix
- Quotes depend on one estimator
- Work order status is unclear
- Machine time and material cost are not captured
The process, step by step
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Zoho AnalyticsDepartment by department
How every department of a machine shops and engineering workshops business works in Zoho
In a machine shop or engineering workshop, estimating, planning, the machine floor, inspection, stores and tooling, dispatch, accounts and HR all work on the same job card and the same drawing revision. In Zoho each team has its own screens, but they share one customer, one job and one drawing, so a revision change or a rejected part is seen by everyone before more metal is cut.
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.
- 1Sales and Estimating to Production Planning: Customer PO with drawing, quantity and due date
- 2Sales and Estimating to Finance and Accounts: Customer terms and PO value
- 3Production Planning to Machine Shop Floor: Released job cards with routing and drawings
- 4Production Planning to Stores, Purchase and Tooling: Material and tooling needs
- 5Machine Shop Floor to Inspection and Quality: Machined parts for in-process and final inspection
- 6Machine Shop Floor to Production Planning: Downtime and delays affecting the schedule
- 7Inspection and Quality to Dispatch and Delivery: Accepted lots with inspection reports
- 8Inspection and Quality to Machine Shop Floor: Rework instructions
- 9Stores, Purchase and Tooling to Finance and Accounts: Supplier and subcontractor bills
- 10Stores, Purchase and Tooling to Production Planning: Material availability
- 11Dispatch and Delivery to Finance and Accounts: Shipped quantities for invoicing
- 12Finance and Accounts to Management and Reporting: Monthly profit and machine hour rate
- 13HR and Payroll to Finance and Accounts: Payroll totals
- 14Management and Reporting to Sales and Estimating: Machine hour rates and free capacity
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.
Sales and EstimatingWins job work and repeat parts from OEMs and fabricators and quotes from drawings, material and machine hours.
Workflow
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Receive RFQs and drawings
RFQs arrive with drawings, material grade, quantity and tolerances, and drawings are stored against the enquiry.
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Estimate machine time
The estimator lists operations such as turning, milling, grinding and heat treatment with setup and cycle time per part.
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Price material and outside work
Bar or plate cost, outside processes like plating or hardening and inspection cost are added.
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Book the PO
The customer PO is checked against the quote and drawing revision before a job is opened.
Zoho WorkDriveEntity diagram: Sales and Estimating
The records this team creates and updates, their key fields, and how they link.
- Zoho CRM
- Zoho Creator
Read the relationships as text
- Customer sends RFQ (1:N)
- RFQ priced in Estimate (1:1)
- Estimate won as Customer PO (1:N)
Who does the work
- Sales engineer
- Estimator
- Works manager
Approvals and controls
- POs with a drawing revision different from the quote go back to estimating
- Quotes below the minimum machine hour rate need the works manager
Reports they watch
- RFQs and win rate by customer
- Estimated versus actual hours on closed jobs
- Order book by month
Hands over to
- Production Planning: Customer PO with drawing, quantity and due date
- Finance and Accounts: Customer terms and PO value
Production PlanningConverts customer POs into job cards with routing and loads them on machines by due date.
Workflow
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Open the job card
Each PO line gets a job card with part, drawing revision, quantity and routing.
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Reserve material
Bar, plate or castings are reserved from stock or a purchase request is raised.
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Load machines
Operations are scheduled on CNC lathes, VMCs and conventional machines by capacity.
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Plan outside processes
Heat treatment, plating and grinding at vendors are planned with dates.
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Reschedule
Breakdowns and rush jobs are handled by moving operations, with sales told of date changes.
Zoho CliqEntity diagram: Production Planning
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Job Card follows Routing Step (1:N)
- Routing Step booked on Machine Load (N:N)
- Job Card may need Subcontract Order (1:N)
Who does the work
- Production planner
- Works manager
Approvals and controls
- Changing a promised date needs the works manager
- Sending parts to an unapproved vendor is blocked
Reports they watch
- Machine load for the next two weeks
- Jobs at risk of late delivery
- Parts at outside vendors
Hands over to
- Machine Shop Floor: Released job cards with routing and drawings
- Stores, Purchase and Tooling: Material and tooling needs
Machine Shop FloorMachines parts to drawing on time and records setups, output, rejection and downtime.
Workflow
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Set up the machine
The operator loads the program and fixture and logs setup time and first-off approval.
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Log tool changes
Tool breakages and insert changes are recorded against the machine.
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Log downtime
Breakdowns, waiting for material or inspection and program issues are logged with minutes.
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Move to next operation
Completed operations move the job to the next step or to inspection.
Entity diagram: Machine Shop Floor
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Operation Log starts with Setup Record (1:1)
- Operation Log records Output Entry (1:N)
- Operation Log may have Downtime Log (1:N)
Who does the work
- CNC operator
- Machinist
- Shift supervisor
Approvals and controls
- Production run starts only after first-off inspection is approved
- Program edits on the machine need the programmer's sign-off
Reports they watch
- Machine utilisation and OEE
- Setup time by machine
- Rejection by operation
Hands over to
- Inspection and Quality: Machined parts for in-process and final inspection
- Production Planning: Downtime and delays affecting the schedule
Inspection and QualityChecks parts against drawings and keeps measuring instruments calibrated.
Workflow
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First-off inspection
The first part from each setup is measured and approved before the run.
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In-process and final inspection
Critical dimensions are checked at set intervals and the final lot is inspected.
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Issue inspection reports
Dimensional reports and material certificates go with each delivery.
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Entity diagram: Inspection and Quality
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Inspection Report includes Dimension Check (1:N)
- Inspection Report may raise Rejection Note (1:N)
- Gauge used in Dimension Check (N:N)
Who does the work
- Quality inspector
- Quality engineer
Approvals and controls
- Parts outside tolerance ship only with customer deviation approval
- Gauges past due are blocked from use
Reports they watch
- First-pass yield by part
- Rejection by cause
- Gauges due for calibration
Hands over to
- Dispatch and Delivery: Accepted lots with inspection reports
- Machine Shop Floor: Rework instructions
Stores, Purchase and ToolingBuys raw material, inserts and consumables and keeps heat numbers traceable from bar to part.
Workflow
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Buy material
POs go to steel and alloy suppliers with grade, size and mill certificate requirement.
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Receive with heat numbers
Bars and plates are received with heat number and certificate stored.
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Issue to jobs
Material is issued against job cards with heat number recorded.
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Entity diagram: Stores, Purchase and Tooling
The records this team creates and updates, their key fields, and how they link.
- Zoho Inventory
- Zoho WorkDrive
Read the relationships as text
- Purchase Order received as Material Stock (1:N)
- Material Stock certified by Mill Certificate (1:1)
- Material Stock used with Tool Issue (N:N)
Who does the work
- Store keeper
- Purchase executive
Approvals and controls
- Material without a mill certificate is held from issue
- Tool spend above the monthly budget needs the works manager
Reports they watch
- Material stock by grade
- Tool consumption per machine hour
- Open POs
Hands over to
- Finance and Accounts: Supplier and subcontractor bills
- Production Planning: Material availability
Dispatch and DeliveryPacks and ships accepted parts with the right documents and tracks delivery to customer schedules.
Workflow
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Pack to customer spec
Parts are packed with rust protection and labels as the customer requires.
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Prepare documents
Invoice, delivery challan and inspection reports are generated.
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Entity diagram: Dispatch and Delivery
The records this team creates and updates, their key fields, and how they link.
- Zoho Inventory
- Zoho Creator
Read the relationships as text
- Package shipped in Shipment (1:N)
- Delivery Schedule met by Shipment (1:N)
Who does the work
- Dispatch clerk
- Logistics coordinator
Approvals and controls
- Short shipments need the customer's agreement
Reports they watch
- On-time delivery by customer
- Schedule adherence
- Dispatches by week
Hands over to
- Finance and Accounts: Shipped quantities for invoicing
Finance and AccountsInvoices parts, pays suppliers and subcontractors and tracks job profit by machine hour.
Workflow
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Invoice dispatches
Invoices are raised per shipment with GST in India or VAT in the UK and UAE.
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Pay suppliers and job workers
Material and subcontract bills are matched to POs and returns.
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Cost each job
Actual machine hours, material and outside processing are compared with the estimate.
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Entity diagram: Finance and Accounts
The records this team creates and updates, their key fields, and how they link.
- Zoho Books
- Zoho Creator
Read the relationships as text
- Job Cost recovered by Invoice (1:N)
- Job Cost includes Supplier Bill (1:N)
Who does the work
- Accountant
- Finance manager
Approvals and controls
- Payments above the limit need the owner
Reports they watch
- Job profit against estimate
- Receivables ageing
- Cost per machine hour
Hands over to
- Management and Reporting: Monthly profit and machine hour rate
HR and PayrollHires and trains machinists and pays wages, shift allowances and overtime.
Workflow
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Hire and skill-test
Operators are hired and tested on machines and drawing reading.
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Run payroll
Wages and overtime run in Zoho Payroll where it is available, or a local provider.
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 Shifts
Read the relationships as text
- Employee rated in Skill Matrix (1:N)
- Employee assigned to Shift Roster (1:N)
Who does the work
- HR executive
- Payroll officer
Approvals and controls
- Overtime needs the shift supervisor
Reports they watch
- Overtime by machine
- Skill coverage
- Wage cost
Hands over to
- Finance and Accounts: Payroll totals
Management and ReportingGives the owner one view of order book, machine use, quality and profit.
Workflow
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Review the order book
Orders are checked against machine capacity for the coming months.
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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
- Shop Dashboard compared with Order Book (1:N)
- Shop Dashboard links to Part Profit (1:N)
Who does the work
- Owner
- Works manager
Approvals and controls
- New machine purchases need the owner
Reports they watch
- OEE by machine
- Order book against capacity
- Profit by customer and part
Hands over to
- Sales and Estimating: Machine hour rates and free capacity
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 machine shops and engineering workshops process from "Enquiry and RFQ" 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 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 RFQ" 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: Quotes depend on one estimator. Fixing one visible problem in the first month builds trust and adoption for everything after it.
What you can measure
- Quote turnaround
- On-time delivery
- Job margin
Questions about Zoho for machine shops and engineering workshops
Which Zoho apps suit machine shops and engineering workshops businesses?
A typical machine shops and engineering workshops setup uses Zoho CRM, Zoho Creator, 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 machine shops and engineering workshops?
1. Enquiry and RFQ; 2. Costing and quote; 3. Work orders; 4. Material and tooling; 5. Dispatch and invoice; 6. Reports.
Which departments does a Zoho setup for machine shops and engineering workshops cover?
A full setup covers Sales and Estimating, Production Planning, Machine Shop Floor, Inspection and Quality, Stores, Purchase and Tooling, Dispatch and Delivery, 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 machine shops and engineering workshops
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 machine shops and engineering workshops
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.