Zoho implementation for Mining and Metals
Zoho for mining, metals and heavy industry: customers, contracts, material tracking, equipment and compliance.
Business process workflow
How mining and metals work flows in Zoho
Manage buyers, contracts, material movement, equipment maintenance and compliance records.
Common problems we fix
- Material movement is recorded on paper
- Equipment maintenance is reactive
- Contract pricing is complex
The process, step by step
- 1
- 2
- 3
- 4
- 5
- 6
Zoho FSM
Zoho VaultEntity diagram: the data behind mining and metals 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 Inventory
- Zoho Creator
- Zoho FSM
- Zoho Books
Read the relationships as text
- Customer places Sales Order (1:N)
- Sales Order drawn from Stock Lot (N:N)
- Sales Order shipped by Dispatch (1:N)
- Equipment moves Dispatch (N:N)
- Sales Order billed by Invoice (1:N)
Department by department
How every department of a mining and metals business works in Zoho
A mining or metals company plans what to dig, runs the pit, processes ore into concentrate or metal, keeps a heavy fleet running and sells by grade and weight. In Zoho sales, mine planning, pit operations, the plant and lab, maintenance, stores, accounts and HR share one record for each block, stockpile, lot and contract, so tonnes and grades are traced from face to invoice.
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 Contracts to Processing Plant and Lab: Lifting plan with grade and tonnage per lot
- 2Sales and Contracts to Finance and Accounts: Contract prices and final assay adjustments for invoicing
- 3Mine Planning and Geology to Mine Operations: Approved monthly plan with blocks and targets
- 4Mine Operations to Processing Plant and Lab: Ore delivered to the crusher and stockpile balances
- 5Mine Operations to Fleet and Plant Maintenance: Equipment breakdowns and hours run
- 6Processing Plant and Lab to Sales and Contracts: Despatched lots with assay and weights
- 7Processing Plant and Lab to Finance and Accounts: Weighbridge tickets for invoicing
- 8Fleet and Plant Maintenance to Procurement and Stores: Spare part requests and critical spares list
- 9Fleet and Plant Maintenance to Mine Operations: Equipment available for the next shift
- 10Procurement and Stores to Finance and Accounts: Goods receipts for vendor bill matching
- 11Finance and Accounts to Management and Reporting: Monthly results and cost per tonne
- 12HR and Payroll to Finance and Accounts: Payroll summary for posting
- 13HR and Payroll to Mine Operations: Certified manpower by shift
- 14Management and Reporting to Mine Planning and Geology: Production targets for the next period
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 ContractsSells ore, concentrate or metal to buyers on grade-based contracts and schedules lifting against each contract.
Workflow
- 1
Manage buyer enquiries
Enquiries from steel plants, smelters, traders and tenders are logged in Zoho CRM with product, grade range and quantity.
- 2
Agree contract terms
Contracts record base price, grade bonus and penalty table, moisture limits, quantity and delivery schedule.
- 3
Plan liftings
Monthly lifting plans set the lots, rakes, trucks or vessels for each contract.
- 4
Final price on assay
Provisional invoices are settled to a final price once the agreed lab or umpire assay is in.
Zoho ContractsEntity diagram: Sales and Contracts
The records this team creates and updates, their key fields, and how they link.
- Zoho CRM
- Zoho Contracts
- Zoho Creator
Read the relationships as text
- Buyer signs Sales Contract (1:N)
- Sales Contract scheduled in Lifting Plan (1:N)
- Lifting Plan settled by Price Adjustment (1:1)
Who does the work
- Sales manager
- Contracts executive
- Commercial head
Approvals and controls
- Prices below the floor price or changes to the penalty table need the commercial head
- No lifting is released for buyers over their credit limit without finance approval
Reports they watch
- Contracted versus lifted tonnes by buyer
- Average realised price by grade
- Bonus and penalty paid by contract
Hands over to
- Processing Plant and Lab: Lifting plan with grade and tonnage per lot
- Finance and Accounts: Contract prices and final assay adjustments for invoicing
Mine Planning and GeologyModels the deposit, plans which blocks to mine and blend, and checks that mining follows the approved plan.
Workflow
- 1
Record drilling and assays
Exploration and blast hole samples are logged with location, depth and assay results.
- 2
- 3
Make the monthly plan
Blocks to mine are chosen to meet sales grades and plant feed, with ore and waste targets per bench.
- 4
Reconcile plan against actual
Tonnes and grades mined are compared with the plan and the block model each month.
Zoho AnalyticsEntity diagram: Mine Planning and Geology
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Mining Block sampled by Drill Sample (1:N)
- Mine Plan includes Mining Block (N:N)
Who does the work
- Mine planner
- Geologist
- Chief mining engineer
Approvals and controls
- The monthly mine plan is approved by the chief mining engineer
- Mining outside approved blocks is not allowed without a plan change
Reports they watch
- Plan versus actual tonnes and grade
- Strip ratio by month
- Ore reserves remaining by pit
Hands over to
- Mine Operations: Approved monthly plan with blocks and targets
Mine OperationsDrills, blasts, loads and hauls ore and waste safely to plan, and records every trip and stockpile.
Workflow
- 1
Plan the shift
Shift supervisors assign excavators, dumpers and crews to blocks and benches.
- 2
- 3
Log haul trips
Trips from face to crusher, stockpile or dump are logged by truck with weighbridge or estimated tonnes.
- 4
Manage stockpiles
Ore stockpiles are tracked by grade band and tonnes, ready for blending.
- 5
Zoho ShiftsEntity diagram: Mine Operations
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Shift Report includes Blast Record (1:N)
- Shift Report records Haul Trip (1:N)
- Haul Trip adds to Stockpile (N:N)
Who does the work
- Mine manager
- Shift supervisor
- Blaster
- Safety officer
Approvals and controls
- Blasts proceed only after the safety officer clears the area
- Explosive issues are matched to the blast record by the magazine keeper
Reports they watch
- Ore and waste moved per shift
- Trips per truck and cycle time
- Safety incidents by area
Hands over to
- Processing Plant and Lab: Ore delivered to the crusher and stockpile balances
- Fleet and Plant Maintenance: Equipment breakdowns and hours run
Processing Plant and LabCrushes, beneficiates or smelts ore into saleable product, tests every lot, and loads it for despatch.
Workflow
- 1
- 2
Log production
Product output, recovery and tailings or slag are logged per shift.
- 3
Test samples
The lab records grade, moisture and size for each lot, and lots are released or held.
- 4
Load and weigh
Released lots are loaded with weighbridge tickets and sample seals for the buyer.
Entity diagram: Processing Plant and Lab
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho Inventory
Read the relationships as text
- Production Log produces Product Lot (1:N)
- Product Lot tested by Lab Assay (1:1)
- Product Lot despatched by Weighbridge Ticket (1:N)
Who does the work
- Plant manager
- Lab chemist
- Despatch supervisor
Approvals and controls
- Lots outside contract grade cannot be loaded without the commercial head
- Re-assays need the lab in-charge
Reports they watch
- Production and recovery by shift
- Product stock by grade
- Despatched tonnes against lifting plan
Hands over to
- Sales and Contracts: Despatched lots with assay and weights
- Finance and Accounts: Weighbridge tickets for invoicing
Fleet and Plant MaintenanceKeeps excavators, dumpers, drills and plant equipment available through planned and breakdown maintenance.
Workflow
- 1
Track equipment hours
Hour meter readings and fuel issued are logged for each machine every shift.
- 2
- 3
Repair breakdowns
Breakdown job cards record the fault, spares used and downtime.
- 4
Review availability
Availability and cost per hour are reviewed per machine to plan overhauls.
Entity diagram: Fleet and Plant Maintenance
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Equipment serviced by Job Card (1:N)
- Equipment consumes Fuel Log (1:N)
Who does the work
- Maintenance manager
- Mechanic
- Electrical engineer
Approvals and controls
- Major overhauls and outside repairs above a set value need the mine manager
Reports they watch
- Equipment availability by fleet
- Fuel per tonne moved
- Maintenance cost per machine hour
Hands over to
- Procurement and Stores: Spare part requests and critical spares list
- Mine Operations: Equipment available for the next shift
Procurement and StoresBuys spares, explosives, fuel, reagents and consumables, and controls stores at the mine and plant.
Workflow
- 1
Raise requisitions
Requests from maintenance, the mine and the plant are approved and grouped for buying.
- 2
Order from vendors
Purchase orders go out after quotes are compared on price and delivery.
- 3
Receive and store
Goods are received with batch details, and explosives go to the licensed magazine register.
- 4
Entity diagram: Procurement and Stores
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho Inventory
Read the relationships as text
- Requisition ordered in Purchase Order (N:N)
- Purchase Order replenishes Stock Item (N:N)
- Purchase Order records Magazine Register (1:N)
Who does the work
- Purchase officer
- Storekeeper
- Magazine keeper
Approvals and controls
- Purchase orders above the set value need the general manager
- Explosive issues need a signed requisition from the blaster
Reports they watch
- Stock below reorder level
- Consumption by cost centre
- Explosive stock and reconciliation
Hands over to
- Finance and Accounts: Goods receipts for vendor bill matching
Finance and AccountsInvoices by weight and assay, tracks cost per tonne, pays vendors and royalties, and closes the books.
Workflow
- 1
Invoice despatches
Provisional invoices are raised on weighbridge weights, then adjusted for final assay with GST in India or VAT where it applies.
- 2
Pay royalties and levies
Royalties and statutory levies per tonne despatched are calculated and paid.
- 3
Pay vendors and contractors
Mining contractors are paid on measured tonnes and vendors on matched bills.
- 4
Track cost per tonne
Fuel, explosives, spares, labour and contractor costs are rolled up per tonne mined and produced.
Entity diagram: Finance and Accounts
The records this team creates and updates, their key fields, and how they link.
- Zoho Books
- Zoho Analytics
Read the relationships as text
- Sales Invoice triggers Royalty (N:N)
- Contractor Bill adds to Cost Sheet (N:N)
- Sales Invoice compared with Cost Sheet (N:N)
Who does the work
- Accountant
- Finance manager
- CFO
Approvals and controls
- Contractor bills need measured tonnes certified by the mine manager
- Payments above a set value need two approvers
Reports they watch
- Cost per tonne by area
- Royalty paid against tonnes despatched
- Receivables by buyer
Hands over to
- Management and Reporting: Monthly results and cost per tonne
HR and PayrollHires and certifies miners and operators, runs shift attendance and pays wages and allowances.
Workflow
- 1
Hire and certify
Operators, blasters and supervisors are hired, with statutory certificates and medical fitness recorded.
- 2
Train for safety
Induction and refresher training are recorded, with reminders before they lapse.
- 3
Track shift attendance
Attendance by shift and section, including contract labour, is captured.
- 4
Run payroll
Wages, shift and underground allowances and statutory deductions run in Zoho Payroll where it is available or your local provider.
Zoho Recruit
Zoho People
Zoho Learn
Zoho PayrollEntity diagram: HR and Payroll
The records this team creates and updates, their key fields, and how they link.
- Zoho People
- Zoho Payroll
Read the relationships as text
- Employee holds Certificate (1:N)
- Employee records Attendance (1:N)
- Attendance feeds Payslip (N:N)
Who does the work
- HR officer
- Payroll officer
- HR manager
Approvals and controls
- Workers with lapsed certificates or medicals are not rostered until renewed
Reports they watch
- Headcount by section and shift
- Certificates expiring
- Overtime cost
Hands over to
- Finance and Accounts: Payroll summary for posting
- Mine Operations: Certified manpower by shift
Management and ReportingShows leadership tonnes, grades, costs, safety and sales in one view, every day.
Workflow
- 1
- 2
Daily production dashboard
Ore mined, plant output, despatches and equipment availability from yesterday.
- 3
Monthly review
Plan against actual, cost per tonne, realised price and safety are reviewed monthly.
- 4
Zoho Flow
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
- General manager
Approvals and controls
- Annual production and cost targets are set by leadership
Reports they watch
- Production against plan
- Cost per tonne trend
- Safety performance
Hands over to
- Mine Planning and Geology: Production targets for the next period
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 mining and metals process from "Buyer and contract" 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 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 "Buyer and contract" 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: Material movement is recorded on paper. Fixing one visible problem in the first month builds trust and adoption for everything after it.
What you can measure
- Delivery on time
- Equipment downtime
- Invoice accuracy
Questions about Zoho for mining and metals
Which Zoho apps suit mining and metals businesses?
A typical mining and metals setup uses Zoho CRM, Zoho Sign, Zoho Inventory, Zoho Creator, Zoho FSM, Zoho Vault, 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 mining and metals?
1. Buyer and contract; 2. Order; 3. Material tracking; 4. Equipment maintenance; 5. Compliance; 6. Invoicing.
Which departments does a Zoho setup for mining and metals cover?
A full setup covers Sales and Contracts, Mine Planning and Geology, Mine Operations, Processing Plant and Lab, Fleet and Plant Maintenance, Procurement and Stores, 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 mining and metals
Zoho CRM
Zoho Inventory
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 mining and metals
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.