Zoho implementation for Media and Advertising
Zoho for agencies, media and marketing firms: clients, campaigns, projects, approvals, timesheets and billing.
Business process workflow
How media and advertising work flows in Zoho
Manage clients, briefs, campaign projects, approvals and retainer billing for agencies and media firms.
Common problems we fix
- Briefs and approvals are in email
- Retainers and hours are not tracked against scope
- Reporting to clients is manual
The process, step by step
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Zoho Projects
Zoho WorkDrive
Zoho AnalyticsEntity diagram: the data behind media and advertising 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 Projects
- Zoho Creator
- Zoho Books
Read the relationships as text
- Client commissions Campaign (1:N)
- Campaign breaks into Creative Task (1:N)
- Campaign buys Media Plan (1:N)
- Vendor delivers Media Plan (1:N)
- Campaign billed by Invoice (1:N)
Department by department
How every department of a media and advertising business works in Zoho
An advertising or media agency wins briefs, plans campaigns, produces creative, buys media and reports results, often for many clients at once. In Zoho, new business, account management, creative, media, finance and HR share one client, one campaign and one job number, so hours, media spend and billing all tie back to the brief.
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.
- 1New Business and Pitches to Client Servicing: Signed scope, fee model and client contacts
- 2New Business and Pitches to Finance and Accounts: Retainer value and billing terms
- 3Client Servicing to Creative and Studio: Approved brief and job number
- 4Client Servicing to Media Planning and Buying: Media brief with budget, audience and dates
- 5Creative and Studio to Client Servicing: Approved creative for client review
- 6Creative and Studio to Media Planning and Buying: Final assets and specs for each placement
- 7Media Planning and Buying to Finance and Accounts: Release orders and verified publisher bills
- 8Media Planning and Buying to Performance and Insights: Delivery data for campaign reports
- 9Performance and Insights to Client Servicing: Campaign results for client meetings
- 10Finance and Accounts to Management and Reporting: Monthly client profitability and cash
- 11HR and Payroll to Finance and Accounts: Payroll and freelancer cost summary
- 12Management and Reporting to New Business and Pitches: Target categories and growth goals
- 13Management and Reporting to HR and Payroll: Hiring plan from capacity review
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.
New Business and PitchesFinds and wins new clients and retainers through pitches and credentials.
Workflow
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Track prospects
Brands, briefs from consultants and inbound enquiries are logged in CRM with category, budget and decision makers.
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Qualify the brief
The team checks fit, conflicts with existing clients in the same category, and the pitch effort required.
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Prepare the pitch
A pitch project holds the strategy, creative routes, media plan and credentials deck with owners and dates.
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Sign the retainer or SOW
The agreed scope, fee model and term are signed and the client is set up for account management.
Zoho ContractsEntity diagram: New Business and Pitches
The records this team creates and updates, their key fields, and how they link.
- Zoho CRM
- Zoho Projects
- Zoho Contracts
Read the relationships as text
- Prospect invites Pitch (1:N)
- Pitch run as Pitch Project (1:1)
- Pitch becomes Agreement (1:1)
Who does the work
- New business director
- Strategy planner
Approvals and controls
- Pitches for a brand in a category the agency already serves need leadership clearance
- Pitch spend above the set budget needs the managing partner
Reports they watch
- Pitch pipeline by stage and category
- Win rate by pitch type
- Pitch cost against won fees
Hands over to
- Client Servicing: Signed scope, fee model and client contacts
- Finance and Accounts: Retainer value and billing terms
Client ServicingOwns the client relationship, turns requests into briefs and keeps every job on time and on budget.
Workflow
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Take the brief
Client requests are written into a brief with objective, deliverables, budget and deadline.
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Open a job number
Each brief gets a job number and estimate so hours and costs are tracked against it.
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Get estimate approval
The estimate is sent to the client and work starts only after written approval or a PO.
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Manage feedback rounds
Client feedback on drafts is logged with round number so extra rounds can be charged as agreed.
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Close the job
Final files are delivered, the job is marked complete and passed for billing.
Entity diagram: Client Servicing
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho Projects
- Zoho Books
Read the relationships as text
- Brief opens Job (1:1)
- Job priced by Estimate (1:N)
- Job goes through Feedback Round (1:N)
Who does the work
- Account executive
- Account manager
- Account director
Approvals and controls
- No job starts without an approved estimate or client PO
- Work beyond the included feedback rounds needs a change estimate
Reports they watch
- Open jobs by client and status
- Jobs over estimate
- Client retainer usage
Hands over to
- Creative and Studio: Approved brief and job number
- Media Planning and Buying: Media brief with budget, audience and dates
Creative and StudioProduces concepts, copy, design, video and digital assets against each brief.
Workflow
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Plan the work
The creative lead breaks the job into tasks such as concept, copy, design and edit, and assigns people.
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Internal review
Work is reviewed by the creative director before it goes to the client.
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Manage assets
Final artworks, raw footage, fonts and stock licences are stored with usage rights and expiry.
Entity diagram: Creative and Studio
The records this team creates and updates, their key fields, and how they link.
- Zoho Projects
- Zoho WorkDrive
- Zoho Creator
Read the relationships as text
- Task logs Timesheet (1:N)
- Task produces Asset (1:N)
- Asset licensed under Usage Right (1:1)
Who does the work
- Copywriter
- Designer
- Video editor
- Creative director
Approvals and controls
- Nothing goes to the client without creative director approval
- Stock and music purchases need account manager approval against the job
Reports they watch
- Studio load by person for the next two weeks
- Hours by job against estimate
- Usage rights expiring soon
Hands over to
- Client Servicing: Approved creative for client review
- Media Planning and Buying: Final assets and specs for each placement
Media Planning and BuyingPlans and books media across print, TV, outdoor and digital, then tracks delivery and spend.
Workflow
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Build the media plan
Channels, publishers, dates, formats, reach goals and budget split are planned per campaign.
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Release insertion orders
Insertion or release orders go to publishers and platforms with rate, size and dates.
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Track delivery
Spots aired, impressions, clicks and spend are logged and compared with the plan.
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Reconcile vendor bills
Publisher invoices are checked against proof of airing or delivery before payment.
Entity diagram: Media Planning and Buying
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho Books
Read the relationships as text
- Media Plan books Release Order (1:N)
- Release Order tracked by Delivery Log (1:N)
- Publisher receives Release Order (1:N)
Who does the work
- Media planner
- Media buyer
- Media director
Approvals and controls
- Release orders above the client-approved plan need a revised sign-off
- Vendor bills without proof of delivery are held
Reports they watch
- Plan versus actual by channel
- Spend pacing by campaign
- Publisher bills pending proof
Hands over to
- Finance and Accounts: Release orders and verified publisher bills
- Performance and Insights: Delivery data for campaign reports
Performance and InsightsReports campaign results to clients and feeds learnings back into planning.
Workflow
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Set campaign KPIs
Reach, clicks, leads, cost per result and brand lift goals are agreed per campaign.
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Collect results
Platform and publisher data are brought into Zoho Analytics on a schedule.
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Build client dashboards
Each client gets a dashboard of spend, results and trend that they can view.
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Write the wrap report
At the end of a campaign the team writes learnings and recommendations for the next plan.
Zoho FlowEntity diagram: Performance and Insights
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho Analytics
- Zoho WorkDrive
Read the relationships as text
- Campaign KPI shown on Client Dashboard (N:N)
- Client Dashboard summarised in Wrap Report (1:N)
Who does the work
- Data analyst
- Insights lead
Approvals and controls
- Client dashboards are checked by the account director before they are shared
Reports they watch
- Cost per result by campaign
- KPI attainment by client
Hands over to
- Client Servicing: Campaign results for client meetings
Finance and AccountsBills retainers, fees and media, pays publishers and freelancers, and tracks job profit.
Workflow
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Bill retainers and jobs
Monthly retainers and completed jobs are invoiced with GST in India or VAT in the UK and UAE.
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Bill media with commission
Media is billed to the client at cost plus commission or per the agreed fee, tied to release orders.
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Pay publishers and freelancers
Publisher bills and freelancer invoices are paid on terms after approval.
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Track job profit
Fees billed are compared with hours cost and third-party costs per job.
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Chase collections
Overdue client payments are chased, and media credit exposure per client is watched.
Entity 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
- Client Invoice settled by Receipt (1:N)
- Vendor Bill adds to Job Cost (N:N)
- Client Invoice compared with Job Cost (N:N)
Who does the work
- Billing executive
- Accountant
- Finance controller
Approvals and controls
- Media bookings for clients over their credit limit need finance approval
- Freelancer payments need the job owner to confirm the work
Reports they watch
- Job profitability by client
- Receivables and media exposure by client
- Unbilled work in progress
Hands over to
- Management and Reporting: Monthly client profitability and cash
HR and PayrollHires and keeps creative and client talent, manages freelancers and pays staff.
Workflow
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Hire talent
Roles are opened in Recruit with portfolio review and test briefs for creative candidates.
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Onboard staff and freelancers
Contracts, NDAs and system access are handled, and freelancers are set up with day rates.
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Track leave and utilisation
Leave is recorded in People and billable utilisation is read from Projects timesheets.
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Run payroll
Salaries are paid through Zoho Payroll where it is available, or your local payroll provider.
Zoho Recruit
Zoho People
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 for Leave (1:N)
- Employee paid by Payslip (1:N)
- Freelancer reports to Employee (N:N)
Who does the work
- HR manager
- Talent partner
Approvals and controls
- Freelancer engagements above the monthly cap need the department head
Reports they watch
- Billable utilisation by team
- Attrition and open roles
- Freelancer spend by department
Hands over to
- Finance and Accounts: Payroll and freelancer cost summary
Management and ReportingGives agency leadership one view of new business, client health, studio load and profit.
Workflow
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Watch client health
Revenue, margin, retainer usage and satisfaction are tracked for each client.
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Plan capacity
Studio and media workload for the coming weeks is compared with headcount and freelancers.
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Review monthly
Leadership reviews pitch pipeline, client profit and overdue receivables, and sets actions.
Zoho SurveyEntity 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
- Client Scorecard rolls into Agency KPI (N:N)
- Capacity View rolls into Agency KPI (N:N)
Who does the work
- Managing partner
- Finance controller
Approvals and controls
- Fee changes for retainers are approved by the managing partner
Reports they watch
- Revenue and margin by client
- Pitch pipeline and win rate
- Utilisation and overtime by team
Hands over to
- New Business and Pitches: Target categories and growth goals
- HR and Payroll: Hiring plan from capacity review
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 media and advertising process from "Pitch and proposal" to "Client reporting", 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 Sign 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 "Pitch and proposal" and one for "Client reporting".
- Going live without checking reports against numbers you already trust.
A good first win
Start with the problem that hurts most: Briefs and approvals are in email. Fixing one visible problem in the first month builds trust and adoption for everything after it.
What you can measure
- Approval turnaround
- Retainer utilisation
- Billing accuracy
Questions about Zoho for media and advertising
Which Zoho apps suit media and advertising businesses?
A typical media and advertising setup uses Zoho CRM, Zoho Sign, Zoho Forms, Zoho Projects, Zoho Creator, Zoho WorkDrive, 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 media and advertising?
1. Pitch and proposal; 2. Contract and brief; 3. Campaign project; 4. Approvals; 5. Time and billing; 6. Client reporting.
Which departments does a Zoho setup for media and advertising cover?
A full setup covers New Business and Pitches, Client Servicing, Creative and Studio, Media Planning and Buying, Performance and Insights, 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 media and advertising
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 media and advertising
All Zoho services →- Zoho workflow automationBlueprints, approvals and Deluge scripts that remove manual steps
- 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
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.