Zoho implementation for Robotics and Automation Integrators
Zoho for robotics and automation integrators: handle project quotes, engineering, procurement, commissioning and service for automation integrators.
Business process workflow
How robotics and automation integrators work flows in Zoho
Handle project quotes, engineering, procurement, commissioning and service for automation integrators.
Common problems we fix
- Quotes need many revisions
- Procurement lead times are missed
- Commissioning punch lists are informal
The process, step by step
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Zoho FSM
Zoho DeskDepartment by department
How every department of a robotics and automation integrators business works in Zoho
A robotics and automation integrator runs applications sales, project engineering, procurement, the build shop, site commissioning, service, accounts and HR around one project. In Zoho the project links the spec, design, BOM, FAT, SAT and milestones, so margin and progress are clear at every stage.
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 Applications Engineering to Project Engineering and Design: Signed spec, concept layout and cost estimate
- 2Sales and Applications Engineering to Finance and Accounts: Contract value and milestone payment terms
- 3Project Engineering and Design to Procurement and Stores: Released BOM with need-by dates
- 4Project Engineering and Design to Assembly and Factory Acceptance: Approved drawings and programs for assembly
- 5Procurement and Stores to Assembly and Factory Acceptance: Kitted material by sub-assembly
- 6Procurement and Stores to Finance and Accounts: Goods receipts and vendor bills by project
- 7Assembly and Factory Acceptance to Site Installation and Commissioning: Shipped system with FAT record and punch status
- 8Assembly and Factory Acceptance to Finance and Accounts: FAT sign-off for milestone billing
- 9Site Installation and Commissioning to Service and Support: Installed system with serials, programs and warranty start
- 10Site Installation and Commissioning to Finance and Accounts: SAT sign-off for final billing
- 11Service and Support to Finance and Accounts: AMC invoices and chargeable visits
- 12Service and Support to Sales and Applications Engineering: Upgrade and expansion leads
- 13Finance and Accounts to Management and Reporting: Project margins and cash
- 14HR and Payroll to Finance and Accounts: Payroll and travel cost by project
- 15HR and Payroll to Project Engineering and Design: Engineer skills and availability
- 16Management and Reporting to Sales and Applications Engineering: Focus applications and industries
- 17Management and Reporting to Project Engineering and Design: Resourcing priorities across projects
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 Applications EngineeringQualifies automation opportunities, proves feasibility and wins cell and line projects at a price that covers the risk.
Workflow
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Capture automation enquiries
Enquiries for welding cells, palletising, machine tending and inspection land in CRM with part, cycle time and plant.
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Study the application
Applications engineers record part samples, takt time, payload and reach, and run a concept or simulation.
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Estimate and propose
Hardware, engineering hours, build, commissioning and risk contingency are costed into the proposal.
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Agree specs and terms
The functional specification, acceptance criteria and payment milestones are agreed and signed.
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Hand over to projects
The won deal, spec, layout and customer contacts are handed to the project team at kick-off.
Entity diagram: Sales and Applications Engineering
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
- Opportunity studied in Application Study (1:1)
- Application Study costed in Cost Estimate (1:N)
- Opportunity agreed as Functional Spec (1:1)
Who does the work
- Sales engineer
- Applications engineer
- Sales director
Approvals and controls
- Proposals with margin below target or contingency below policy need the sales director
- Cycle time guarantees need the applications lead to sign off
Reports they watch
- Pipeline by application and industry
- Proposal win rate
- Estimate accuracy on closed projects
Hands over to
- Project Engineering and Design: Signed spec, concept layout and cost estimate
- Finance and Accounts: Contract value and milestone payment terms
Zoho CRM
Zoho Forms
Zoho SalesIQ
Zoho Creator
Zoho WorkDrive
Zoho Contracts
Zoho Sign
Zoho ProjectsProject Engineering and DesignRuns each project and produces the mechanical, electrical and software design for the cell or line.
Workflow
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Plan the project
Milestones for design, procurement, build, FAT, shipping and commissioning are set with owners.
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Design mechanical and electrical
Fixtures, guarding, panels and wiring are designed, and drawings are stored by revision.
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Release the BOM
The bill of materials for robots, PLCs, sensors and fabricated parts is released to purchase.
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Program PLC and robots
PLC, HMI and robot programs are written and versioned against the project.
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Manage design changes
Customer changes are logged as change requests with cost and time impact.
Entity diagram: Project Engineering and Design
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
- Automation Project includes Design Release (1:N)
- Design Release produces Project BOM (1:N)
- Automation Project may have Change Request (1:N)
Who does the work
- Project manager
- Mechanical designer
- Controls engineer
Approvals and controls
- Design reviews must be signed off before BOM release
- Change requests with cost impact need customer approval before work starts
Reports they watch
- Project progress against milestones
- Engineering hours versus budget
- Open change requests
Hands over to
- Procurement and Stores: Released BOM with need-by dates
- Assembly and Factory Acceptance: Approved drawings and programs for assembly
Procurement and StoresBuys robots, controls, sensors and fabricated parts against each project and keeps spares stock.
Workflow
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Order long-lead items first
Robots, PLCs and drives with long lead times are ordered as soon as the design allows.
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Buy and subcontract
Bought-out items go to distributors, and fixtures and frames go to fabrication vendors.
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Receive against the project
Items are received with serial numbers and kept in project-wise bins.
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Issue kits to the build
Material is issued as kits for each sub-assembly of the cell.
Zoho BooksEntity diagram: Procurement and Stores
The records this team creates and updates, their key fields, and how they link.
- Zoho Inventory
- Zoho Creator
Read the relationships as text
- Purchase Order delivers Serial Item (1:N)
- Fab Subcontract supplies Build Kit (1:N)
- Serial Item packed in Build Kit (N:N)
Who does the work
- Buyer
- Storekeeper
- Procurement manager
Approvals and controls
- Purchases above the project budget line need the project manager
- Substitutes for specified brands need customer approval
Reports they watch
- Long-lead items by ETA
- Project spend versus BOM budget
- Shortages blocking the build
Hands over to
- Assembly and Factory Acceptance: Kitted material by sub-assembly
- Finance and Accounts: Goods receipts and vendor bills by project
Assembly and Factory AcceptanceBuilds and tests the system in the workshop and passes the factory acceptance test with the customer.
Workflow
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Assemble and wire
Mechanical assembly and panel wiring are logged by sub-assembly with photos.
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Dry run and debug
The cell is powered and run with sample parts, and issues are logged and fixed.
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Run the FAT
The customer witnesses the factory acceptance test against the agreed checklist and cycle time.
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Close the punch list
Points from the FAT are closed before the system is packed and shipped.
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Pack and ship
The system is split, crated and shipped with a packing list by crate.
Entity diagram: Assembly and Factory Acceptance
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Build Log raises Debug Issue (1:N)
- FAT Record raises Punch Item (1:N)
- Build Log leads to FAT Record (1:N)
Who does the work
- Assembly technician
- Controls engineer
- Build supervisor
Approvals and controls
- Shipping needs a signed FAT or a written customer waiver
- Open safety punch points must be closed before shipping
Reports they watch
- Build progress by project
- Debug issues open
- FAT first-time pass rate
Hands over to
- Site Installation and Commissioning: Shipped system with FAT record and punch status
- Finance and Accounts: FAT sign-off for milestone billing
Site Installation and CommissioningInstalls the system at the customer plant, proves it in production and hands it over.
Workflow
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Plan the site visit
Engineers, tools, permits and the customer's shutdown window are planned.
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Install and connect
Mechanical installation, utilities and interfaces to the customer's line are logged daily.
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Run the SAT
The site acceptance test checks cycle time, safety functions and output over the agreed run.
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Train operators
Operators and maintenance staff are trained and attendance is recorded.
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Hand over
Manuals, drawings, programs and backups are handed over with the signed acceptance.
Zoho LearnEntity diagram: Site Installation and Commissioning
The records this team creates and updates, their key fields, and how they link.
- Zoho FSM
- Zoho Creator
- Zoho WorkDrive
Read the relationships as text
- Site Visit logged in Site Diary (1:N)
- Site Visit ends with SAT Record (1:1)
- SAT Record releases Handover Pack (1:1)
Who does the work
- Commissioning engineer
- Project manager
Approvals and controls
- Final acceptance is recorded only with the customer's signed SAT
Reports they watch
- Days on site versus plan
- SAT results
- Handover packs pending
Hands over to
- Service and Support: Installed system with serials, programs and warranty start
- Finance and Accounts: SAT sign-off for final billing
Service and SupportSupports installed systems with remote help, site visits, spares and annual maintenance contracts.
Workflow
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Log breakdown calls
Customer calls for robot faults or line stops become tickets with priority.
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Help remotely
Engineers connect remotely where the customer allows it, to diagnose and fix.
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Visit and repair
Field engineers visit, replace parts and record the root cause.
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Run AMC visits
Preventive maintenance visits are scheduled under each annual maintenance contract.
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Sell spares and upgrades
Spares quotes and upgrade proposals go to installed customers.
Zoho Assist
Zoho BillingEntity diagram: Service and Support
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho Desk
- Zoho FSM
- Zoho Billing
Read the relationships as text
- Installed System raises Service Ticket (1:N)
- Service Ticket resolved by Field Visit (1:N)
- Installed System covered by AMC (1:1)
Who does the work
- Service engineer
- Service coordinator
- Service manager
Approvals and controls
- Chargeable visits need a customer PO unless covered by warranty or AMC
Reports they watch
- Response and resolution time
- Repeat faults by system
- AMC renewals and spares revenue
Hands over to
- Finance and Accounts: AMC invoices and chargeable visits
- Sales and Applications Engineering: Upgrade and expansion leads
Finance and AccountsBills by milestone, tracks cost per project, manages guarantees and reports project margin.
Workflow
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Bill milestones
Advance, design approval, FAT, delivery and SAT milestones are invoiced with GST in India or VAT in the UAE and UK.
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Track project cost
Hardware, engineering hours, travel and subcontract cost are booked to each project.
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Manage guarantees and retention
Advance and performance guarantees and retention are tracked to release.
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Collect and pay
Customer milestones are followed up, and vendor bills are matched to POs before payment.
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Report project margin
Estimated versus actual margin is reported for each project at each milestone.
Zoho Expense
Zoho AnalyticsEntity diagram: Finance and Accounts
The records this team creates and updates, their key fields, and how they link.
- Zoho Books
- Zoho Creator
- Zoho Analytics
Read the relationships as text
- Milestone Invoice feeds Project Margin (N:N)
- Project Cost feeds Project Margin (N:N)
- Guarantee secures Milestone Invoice (N:N)
Who does the work
- Project accountant
- Finance manager
Approvals and controls
- Payments above a set amount need two approvers
- Guarantee releases and renewals need the finance manager
Reports they watch
- Milestones billed and collected
- Project margin estimated versus actual
- Guarantees expiring
Hands over to
- Management and Reporting: Project margins and cash
HR and PayrollHires engineers and technicians, tracks skills and site travel, and pays salary and site allowances.
Workflow
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Hire engineers
Openings for controls, robot and mechanical engineers are tracked with technical tests.
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Track skills
Robot brand trainings, PLC platforms and safety certificates are recorded per engineer.
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Manage site travel
Site trips, per diems and travel expenses are claimed and approved.
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Run payroll
Salary and site allowances go 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 Learn
- Zoho Expense
- Zoho Payroll
Read the relationships as text
- Employee holds Skill Record (1:N)
- Employee submits Travel Claim (1:N)
- Employee paid by Payslip (1:N)
Who does the work
- HR executive
- HR manager
Approvals and controls
- Travel claims need the project manager before payment
Reports they watch
- Engineers by skill and availability
- Site days per engineer
- Attrition
Hands over to
- Finance and Accounts: Payroll and travel cost by project
- Project Engineering and Design: Engineer skills and availability
Management and ReportingGives leadership one view of pipeline, project health, margin, service and cash.
Workflow
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Combine project data
Zoho Analytics pulls CRM, Projects, Inventory, Desk and Books into one model by project.
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Weekly project review
Milestones, risks, change requests and margin at risk are reviewed for each project.
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Monthly business review
Order intake, backlog, margin, service revenue and cash are reviewed.
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Act on exceptions
Alerts for slipped milestones, cost overruns and overdue payments go to leadership.
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
- Head of projects
Approvals and controls
- Bids above the set value and new application areas are approved by leadership
Reports they watch
- Order intake and backlog
- Project margin and overruns
- Service revenue and response time
Hands over to
- Sales and Applications Engineering: Focus applications and industries
- Project Engineering and Design: Resourcing priorities across projects
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 robotics and automation integrators process from "Enquiry and scope" to "Service and AMC", 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 Projects 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 scope" and one for "Service and AMC".
- Going live without checking reports against numbers you already trust.
A good first win
Start with the problem that hurts most: Quotes need many revisions. Fixing one visible problem in the first month builds trust and adoption for everything after it.
What you can measure
- Quote to order rate
- Project margin
- Commissioning time
Questions about Zoho for robotics and automation integrators
Which Zoho apps suit robotics and automation integrators businesses?
A typical robotics and automation integrators setup uses Zoho CRM, Zoho Projects, Zoho Inventory, Zoho Creator, Zoho FSM, Zoho Desk. We confirm the exact apps after mapping your own process in a discovery call.
How does the business process flow in Zoho for robotics and automation integrators?
1. Enquiry and scope; 2. Quote; 3. Engineering and procurement; 4. Build and FAT; 5. Commissioning; 6. Service and AMC.
Which departments does a Zoho setup for robotics and automation integrators cover?
A full setup covers Sales and Applications Engineering, Project Engineering and Design, Procurement and Stores, Assembly and Factory Acceptance, Site Installation and Commissioning, Service and Support, 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 robotics and automation integrators
- Zoho CRM
Zoho Inventory- Zoho Creator
Not sure which apps fit your business? Book a free 30-minute call or see all Zoho products we implement
Zoho services for robotics and automation integrators
All Zoho services →- Zoho integration servicesConnect Zoho to payments, ads, telephony, e-commerce and more
- 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
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.