Zoho implementation for Marine and Shipping
Zoho for freight forwarders, shipping agents and marine services: bookings, containers, documents, vendors and billing.
Business process workflow
How marine and shipping work flows in Zoho
Coordinate bookings, container status, documents, vendors and multi-currency billing.
Common problems we fix
- Container status is shared by email
- Documents are scattered
- Multi-currency billing is manual
The process, step by step
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Zoho FlowEntity diagram: the data behind marine and shipping 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
Read the relationships as text
- Charterer books Voyage (1:N)
- Vessel sails Voyage (1:N)
- Voyage carries Cargo (1:N)
- Voyage incurs Port Cost (1:N)
- Voyage billed by Invoice (1:N)
Department by department
How every department of a marine and shipping business works in Zoho
In a ship operator or shipping agency, chartering, voyage operations, port agency, technical, purchasing, crewing, finance and HSEQ all work on the same vessel and voyage. In Zoho each team keeps its own records, but they share one vessel master, one voyage number and one port call, so costs land on the right voyage.
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.
- 1Commercial and Chartering to Voyage Operations: Fixture recap and charter party terms for the voyage
- 2Commercial and Chartering to Finance and Accounts: Freight terms and charterer details for invoicing
- 3Voyage Operations to Port Agency and Husbandry: Port call details and nominated agents
- 4Voyage Operations to Finance and Accounts: Laytime results, demurrage claims and voyage costs
- 5Port Agency and Husbandry to Finance and Accounts: Proforma funds and final disbursement accounts
- 6Port Agency and Husbandry to Voyage Operations: Clearance and berthing updates
- 7Technical and Fleet Maintenance to Purchasing and Ship Stores: Spares and service requisitions with vessel and port
- 8Technical and Fleet Maintenance to HSEQ and Compliance: Defects affecting safety or class
- 9Purchasing and Ship Stores to Finance and Accounts: Supplier bills matched to purchase orders
- 10Purchasing and Ship Stores to Technical and Fleet Maintenance: Delivery confirmations
- 11Crewing and HR to Port Agency and Husbandry: Crew change travel and port details
- 12Crewing and HR to Finance and Accounts: Crew and shore payroll for posting
- 13HSEQ and Compliance to Management and Reporting: Fleet safety and inspection status
- 14HSEQ and Compliance to Technical and Fleet Maintenance: Findings needing repair
- 15Finance and Accounts to Management and Reporting: Fleet results and cash position
- 16Finance and Accounts to Commercial and Chartering: Charterers with overdue freight or demurrage
- 17Management and Reporting to Commercial and Chartering: Fleet deployment 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.
Commercial and CharteringFixes cargoes and charters for the fleet and hands operations a clear fixture with terms, laycan and freight.
Workflow
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Log cargo enquiries
Cargo orders and charter enquiries from brokers and shippers are logged in Zoho CRM with cargo, quantity, load and discharge ports and laycan.
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Estimate the voyage
Chartering runs a voyage estimate with bunkers, port costs, canal dues and days to compare against the offered freight.
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Negotiate and fix
Offers and counters are tracked on the deal until the fixture is agreed and the recap is saved.
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Sign the charter party
The charter party and riders are prepared and signed digitally.
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Hand over to operations
The fixture creates a voyage with cargo, ports, laytime terms and freight terms.
Zoho Contracts
Zoho SignEntity diagram: Commercial and Chartering
The records this team creates and updates, their key fields, and how they link.
- Zoho CRM
- Zoho Creator
- Zoho Contracts
Read the relationships as text
- Cargo Enquiry evaluated in Voyage Estimate (1:N)
- Voyage Estimate becomes Fixture (1:1)
- Fixture recorded in Charter Party (1:1)
Who does the work
- Chartering manager
- Chartering broker
- Commercial director
Approvals and controls
- Fixtures below the minimum time charter equivalent need the commercial director
- New charterers need a credit check by finance before fixing
Reports they watch
- Fixtures by vessel and month
- Estimate versus actual voyage result
- Open vessel positions
Hands over to
- Voyage Operations: Fixture recap and charter party terms for the voyage
- Finance and Accounts: Freight terms and charterer details for invoicing
Voyage OperationsRuns each voyage from fixture to discharge, keeps charterers informed and records laytime.
Workflow
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Open the voyage
Operations sets up the voyage with port rotation, cargo, agents and voyage instructions to the master.
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Track the vessel
Noon reports with position, speed, consumption and remaining bunkers are logged daily.
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Appoint port agents
Agents are nominated for each port and proforma disbursements are requested.
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Record port events
Arrival, notice of readiness, berthing, loading start and completion times are logged for the statement of facts.
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Calculate laytime
Laytime and demurrage or despatch are calculated from the statement of facts and charter terms.
Zoho FormsEntity diagram: Voyage Operations
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Voyage reports Noon Report (1:N)
- Voyage calls at Port Call (1:N)
- Port Call records Statement of Facts (1:1)
- Statement of Facts feeds Laytime Calc (1:1)
Who does the work
- Operations manager
- Voyage operator
- Bunker trader
Approvals and controls
- Deviation from the voyage instructions needs the operations manager and charterer consent
- Demurrage claims are checked by a second operator before they are sent
Reports they watch
- Vessels at sea and in port
- Bunker consumption against warranty
- Demurrage claims outstanding
Hands over to
- Port Agency and Husbandry: Port call details and nominated agents
- Finance and Accounts: Laytime results, demurrage claims and voyage costs
Port Agency and HusbandryHandles vessel calls in port, from proforma to final disbursement account, and husbandry for owners.
Workflow
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Send the proforma
The agent issues a proforma disbursement account with estimated port dues, pilotage and towage, and asks for funds.
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Clear the vessel
Arrival and departure clearances with port, customs and immigration are tracked by checklist.
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Arrange husbandry
Crew changes, provisions, spares delivery and medical needs are arranged and logged.
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Close the final account
Actual costs with supporting invoices form the final disbursement account sent to the principal.
Zoho DeskEntity diagram: Port Agency and Husbandry
The records this team creates and updates, their key fields, and how they link.
- Zoho Books
- Zoho Creator
- Zoho Desk
Read the relationships as text
- Disbursement Account supported by Cost Invoice (1:N)
- Husbandry Request billed by Cost Invoice (1:N)
- Clearance costed in Disbursement Account (N:N)
Who does the work
- Port agent
- Boarding officer
- Agency manager
Approvals and controls
- Final accounts that exceed the proforma by more than an agreed amount need the agency manager to explain the difference
Reports they watch
- Port calls this week
- Funds received versus proforma
- Final accounts pending
Hands over to
- Finance and Accounts: Proforma funds and final disbursement accounts
- Voyage Operations: Clearance and berthing updates
Technical and Fleet MaintenanceKeeps each vessel seaworthy and in class through planned maintenance, repairs and surveys.
Workflow
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Run planned maintenance
Maintenance jobs for engines and equipment are scheduled by running hours or calendar.
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Report defects
Defects from the vessel are logged with photos and priority, and repair jobs are raised.
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Track surveys and certificates
Class, flag and statutory certificates are tracked with expiry and survey windows.
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Plan dry dock
Dry dock work lists, yard quotes and budgets are prepared and followed through.
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Request spares
Spares needs from maintenance and defects become requisitions to purchasing.
Zoho Projects
Zoho InventoryEntity diagram: Technical and Fleet Maintenance
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho WorkDrive
- Zoho Projects
Read the relationships as text
- Maintenance Job may find Defect (1:N)
- Defect closed by Maintenance Job (N:N)
- Dry Dock Project includes Maintenance Job (1:N)
- Certificate renewed in Dry Dock Project (N:N)
Who does the work
- Technical superintendent
- Chief engineer
- Fleet manager
Approvals and controls
- Unplanned repair costs above a set amount need the fleet manager
- Overdue critical maintenance must be reported to the fleet manager and the designated person ashore
Reports they watch
- Overdue maintenance by vessel
- Certificates expiring in 90 days
- Repair cost by vessel
Hands over to
- Purchasing and Ship Stores: Spares and service requisitions with vessel and port
- HSEQ and Compliance: Defects affecting safety or class
Purchasing and Ship StoresBuys spares, stores, lubes and services and gets them to the vessel at the right port.
Workflow
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Receive requisitions
Requisitions from vessels and superintendents arrive with part numbers, quantities and required port.
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Get quotes
Quotes from suppliers near the delivery port are compared on price and lead time.
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Order and track
Purchase orders are raised and the forwarder delivery to the vessel is tracked.
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Confirm receipt on board
The vessel confirms receipt, and stock on board is updated.
Entity diagram: Purchasing and Ship Stores
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho Books
- Zoho Inventory
Read the relationships as text
- Requisition quoted by Supplier Quote (1:N)
- Supplier Quote becomes Purchase Order (1:1)
- Purchase Order adds to Onboard Stock (1:N)
Who does the work
- Purchase officer
- Fleet manager
Approvals and controls
- Orders above a set value need the fleet manager
Reports they watch
- Open requisitions by vessel and age
- Spend by vessel against budget
Hands over to
- Finance and Accounts: Supplier bills matched to purchase orders
- Technical and Fleet Maintenance: Delivery confirmations
Crewing and HRRecruits and manages seafarers and shore staff, plans crew changes and runs payroll.
Workflow
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Keep the crew pool
Seafarers are kept with rank, certificates of competency, medicals and visa validity.
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Plan crew changes
Contract end dates drive reliefs, with travel and port arranged with the agency.
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Check documents
Certificates, medicals and flag endorsements are checked before joining.
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Run crew and shore payroll
Crew wages, allotments and shore salaries are processed in Zoho Payroll where it is available, or your local payroll provider.
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Zoho Recruit
Zoho People
Zoho PayrollEntity diagram: Crewing and HR
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
- Seafarer signs Crew Contract (1:N)
- Seafarer holds Seafarer Document (1:N)
- Crew Contract pays Wage Account (1:N)
Who does the work
- Crew manager
- Crewing officer
- Payroll officer
Approvals and controls
- No seafarer joins with an expired or missing certificate
- Crew payroll is released after the crew manager reviews it
Reports they watch
- Crew changes due in 60 days
- Documents expiring by rank
- Crew cost by vessel
Hands over to
- Port Agency and Husbandry: Crew change travel and port details
- Finance and Accounts: Crew and shore payroll for posting
HSEQ and ComplianceRuns the safety management system, inspections, incidents and audits for the fleet.
Workflow
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Plan inspections
Vetting, port state control readiness and internal audits are scheduled by vessel.
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Record findings
Findings from inspections are recorded with severity and corrective action.
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Report incidents
Near misses, injuries and pollution incidents are reported and investigated.
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Track corrective actions
Actions are tracked to close-out with evidence attached.
Entity diagram: HSEQ and Compliance
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Inspection raises Finding (1:N)
- Incident leads to Corrective Action (1:N)
- Finding closed by Corrective Action (1:N)
Who does the work
- HSEQ manager
- Designated person ashore
Approvals and controls
- Closing a major finding needs the HSEQ manager and evidence
Reports they watch
- Open findings by vessel
- Incident trend by type
Hands over to
- Management and Reporting: Fleet safety and inspection status
- Technical and Fleet Maintenance: Findings needing repair
Finance and AccountsInvoices freight, hire and demurrage, pays port and supplier costs, and reports results by voyage and vessel.
Workflow
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Invoice freight and hire
Freight invoices and hire statements are raised in Zoho Books from fixture terms, in the agreed currency.
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Claim demurrage
Approved laytime results become demurrage invoices with supporting documents.
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Settle port costs
Proforma funds and final disbursement accounts are reconciled and settled.
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Report voyage results
Revenue and costs are pulled together to show the result by voyage and vessel.
Zoho AnalyticsEntity 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
- Freight Invoice feeds Voyage Result (1:N)
- Demurrage Claim feeds Voyage Result (1:N)
- Port Cost charged to Voyage Result (1:N)
Who does the work
- Accountant
- Voyage accountant
- Finance manager
Approvals and controls
- Payments above a set amount need two approvals
- Write-off of demurrage claims needs the commercial director and finance manager
Reports they watch
- Receivables by charterer
- Result by voyage and vessel
- Demurrage outstanding by age
Hands over to
- Management and Reporting: Fleet results and cash position
- Commercial and Chartering: Charterers with overdue freight or demurrage
Management and ReportingGives directors one view of fleet position, voyage results, technical status, safety and cash.
Workflow
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Daily fleet view
Vessel positions, port calls and open issues are shown each morning.
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Monthly results
Voyage results, operating costs per vessel and receivables are reviewed.
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Zoho CliqEntity 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
- Fleet director
Approvals and controls
- Vessel operating budgets are set by the directors each year
Reports they watch
- Fleet utilisation and TCE by vessel
- Operating cost per vessel against budget
- Safety and inspection performance
Hands over to
- Commercial and Chartering: Fleet deployment 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 marine and shipping process from "Enquiry and rate" to "Invoicing", 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 rate" and one for "Invoicing".
- Going live without checking reports against numbers you already trust.
A good first win
Start with the problem that hurts most: Container status is shared by email. Fixing one visible problem in the first month builds trust and adoption for everything after it.
What you can measure
- Booking-to-invoice time
- Document errors
- Payable days
Questions about Zoho for marine and shipping
Which Zoho apps suit marine and shipping businesses?
A typical marine and shipping setup uses Zoho CRM, Zoho Creator, Zoho WorkDrive, Zoho Flow, 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 marine and shipping?
1. Enquiry and rate; 2. Booking; 3. Documents; 4. Tracking; 5. Vendors; 6. Invoicing.
Which departments does a Zoho setup for marine and shipping cover?
A full setup covers Commercial and Chartering, Voyage Operations, Port Agency and Husbandry, Technical and Fleet Maintenance, Purchasing and Ship Stores, Crewing and HR, HSEQ and Compliance, Finance and Accounts, 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 marine and shipping
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 marine and shipping
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.