Zoho implementation for Solar EPC and Installers
Zoho for solar epc and installers: run solar leads, site surveys, quotes, installation projects, materials and subsidy paperwork in one flow.
Business process workflow
How solar epc and installers work flows in Zoho
Run solar leads, site surveys, quotes, installation projects, materials and subsidy paperwork in one flow.
Common problems we fix
- Site surveys and quotes live in separate files
- Material needs per project are guessed
- Subsidy and commissioning paperwork is chased manually
The process, step by step
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Zoho ProjectsDepartment by department
How every department of a solar epc and installers business works in Zoho
A solar installer runs sales and survey, design, procurement, installation, net metering approvals, service, accounts and HR around one customer job. In Zoho the job links the survey, design, serial numbers, approvals and invoices, so anyone can see where a system stands.
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 Site Survey to Design and Engineering: Signed order with survey data and photos
- 2Sales and Site Survey to Net Metering and Approvals: Customer documents for net metering and subsidy where applicable
- 3Design and Engineering to Procurement and Stores: Approved BOM per job
- 4Design and Engineering to Installation and Commissioning: Approved drawings and layout
- 5Design and Engineering to Net Metering and Approvals: SLD and system details for applications
- 6Procurement and Stores to Installation and Commissioning: Job kit with serial numbers
- 7Procurement and Stores to Finance and Accounts: Goods receipts for supplier bills
- 8Installation and Commissioning to Net Metering and Approvals: Commissioning report for meter installation
- 9Installation and Commissioning to Service and AMC: Handed-over systems with serials and warranty
- 10Installation and Commissioning to Finance and Accounts: Completed jobs for final invoice
- 11Net Metering and Approvals to Finance and Accounts: Subsidy claims approved and paid
- 12Net Metering and Approvals to Service and AMC: Net meter details for monitoring
- 13Service and AMC to Finance and Accounts: AMC invoices and chargeable visits
- 14Service and AMC to Sales and Site Survey: Customers interested in expansion or batteries
- 15Finance and Accounts to Management and Reporting: Job margins and cash position
- 16HR and Payroll to Finance and Accounts: Payroll summary
- 17HR and Payroll to Installation and Commissioning: Certified crew availability
- 18Management and Reporting to Sales and Site Survey: Pricing and target segments
- 19Management and Reporting to Procurement and Stores: Stocking decisions for panels and inverters
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 Site SurveyTurns rooftop and ground-mount enquiries into signed orders with a system size the roof and the bills support.
Workflow
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Capture solar enquiries
Enquiries from ads, the website, referrals and channel partners land in CRM with monthly bill, roof type and location.
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Book the site survey
A surveyor visit is booked, and roof area, shading, structure and meter details are captured with photos.
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Size and price the system
Capacity, panel and inverter choice, expected generation and payback are worked out for the proposal.
- 4
Send the proposal
The proposal with system size, price, subsidy or incentive estimate where applicable and payment plan goes out from CRM.
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Sign and collect advance
The customer signs the order and pays the advance, which releases the job to design.
Entity diagram: Sales and Site Survey
The records this team creates and updates, their key fields, and how they link.
- Zoho CRM
- Zoho Creator
Read the relationships as text
- Solar Lead gets Site Survey (1:1)
- Site Survey sizes System Proposal (1:N)
- System Proposal becomes Solar Order (1:1)
Who does the work
- Sales executive
- Site surveyor
- Sales manager
Approvals and controls
- Prices below the minimum per kWp need the sales manager
- Orders go to design only after the advance is received
Reports they watch
- Leads, surveys and orders by city
- Survey to order conversion
- kWp sold against target
Hands over to
- Design and Engineering: Signed order with survey data and photos
- Net Metering and Approvals: Customer documents for net metering and subsidy where applicable
Zoho CRM
Zoho Forms
Zoho SalesIQ
Zoho Bookings
Zoho Creator
Zoho WorkDrive
Zoho Sign
Zoho BooksDesign and EngineeringPrepares the layout, single-line diagram and bill of materials for each system.
Workflow
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Draw the panel layout
Engineers place panels on the roof with setbacks and walkways from the survey drawing.
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Design structure and electrical
Mounting structure, string design, cable sizing and protection are worked out and drawn.
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Build the bill of materials
Panels, inverter, structure, cables, earthing and balance of system items are listed for the job.
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Get customer approval
The layout and SLD are shared with the customer and approved before material is issued.
Entity diagram: Design and Engineering
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho WorkDrive
Read the relationships as text
- Design Package includes Panel Layout (1:1)
- Design Package includes SLD (1:1)
- Design Package lists Job BOM (1:N)
Who does the work
- Design engineer
- Design lead
Approvals and controls
- Design changes after customer approval need a new approval
Reports they watch
- Designs pending and turnaround time
- Design revisions per job
- BOM cost against quoted cost
Hands over to
- Procurement and Stores: Approved BOM per job
- Installation and Commissioning: Approved drawings and layout
- Net Metering and Approvals: SLD and system details for applications
Procurement and StoresBuys panels, inverters and balance-of-system items and kits material for each job.
Workflow
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Plan material by job
Approved BOMs are totalled against stock to show what to buy.
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Order from suppliers
POs for panels, inverters and structure go to suppliers with delivery dates.
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Receive with serials
Panels and inverters are received with serial numbers recorded for warranty.
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Kit and dispatch to site
Material is kitted per job and dispatched to site with a delivery challan.
Entity diagram: Procurement and Stores
The records this team creates and updates, their key fields, and how they link.
- Zoho Inventory
- Zoho Books
Read the relationships as text
- Supplier receives Purchase Order (1:N)
- Purchase Order delivers Serial Item (1:N)
- Serial Item packed in Job Kit (N:N)
Who does the work
- Purchase executive
- Storekeeper
Approvals and controls
- Substituting a panel or inverter model needs the design lead and customer consent
Reports they watch
- Stock of panels and inverters
- Jobs waiting for material
- Supplier delivery delays
Hands over to
- Installation and Commissioning: Job kit with serial numbers
- Finance and Accounts: Goods receipts for supplier bills
Installation and CommissioningInstalls, tests and commissions each system safely and hands it over to the customer.
Workflow
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Schedule the crew
Jobs are scheduled to install crews by area, size and material readiness.
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Install structure and panels
Crews log progress with photos for structure, panel mounting, wiring and earthing.
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Test and commission
Insulation, string voltage and inverter tests are recorded, and the system is switched on.
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Entity diagram: Installation and Commissioning
The records this team creates and updates, their key fields, and how they link.
- Zoho FSM
- Zoho Creator
- Zoho Sign
Read the relationships as text
- Install Job records Progress Log (1:N)
- Install Job checked by Commissioning Test (1:N)
- Install Job closes with Handover (1:1)
Who does the work
- Installation technician
- Site supervisor
- Projects manager
Approvals and controls
- Roof work starts only with a safety checklist and harness check
- A job is closed only after commissioning tests pass
Reports they watch
- Jobs installed per week
- Installation time by system size
- Snags open
Hands over to
- Net Metering and Approvals: Commissioning report for meter installation
- Service and AMC: Handed-over systems with serials and warranty
- Finance and Accounts: Completed jobs for final invoice
Net Metering and ApprovalsGets utility and authority approvals, net meter installation and subsidy or incentive claims done for each job.
Workflow
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File the utility application
Net metering or grid connection applications are filed with customer documents and the SLD.
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Track inspections
Utility inspection dates and outcomes are tracked, and any remarks are fixed.
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Get the net meter installed
Meter installation and the agreement with the utility are recorded with dates.
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Claim subsidy or incentive
Where a subsidy or incentive scheme applies, the claim is filed and tracked to payment.
Entity diagram: Net Metering and Approvals
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Utility Application needs Inspection (1:N)
- Utility Application results in Net Meter (1:1)
- Utility Application may lead to Subsidy Claim (1:1)
Who does the work
- Liaison executive
- Liaison manager
Approvals and controls
- Applications are filed only with complete and verified customer documents
Reports they watch
- Applications pending by utility and age
- Net meters installed this month
- Subsidy claims pending
Hands over to
- Finance and Accounts: Subsidy claims approved and paid
- Service and AMC: Net meter details for monitoring
Service and AMCMonitors installed systems, runs cleaning and maintenance contracts and handles warranty faults.
Workflow
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Monitor generation
Systems with low generation from the monitoring portal are flagged for a check.
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Log service requests
Customer calls for low output, inverter errors or damage become tickets.
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Visit and fix
Technicians visit, fix the fault and record parts used and photos.
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Run AMC visits
Cleaning and preventive visits are scheduled under each annual maintenance contract.
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Claim warranties
Faulty panels and inverters under warranty are claimed with the manufacturer by serial.
Zoho Flow
Zoho Desk
Zoho BillingEntity diagram: Service and AMC
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 Service Visit (1:N)
- Installed System covered by AMC Contract (1:1)
Who does the work
- Service technician
- Service coordinator
- Service manager
Approvals and controls
- Free replacements outside warranty need the service manager
Reports they watch
- Tickets and resolution time
- AMC renewals due
- Low-generation systems
Hands over to
- Finance and Accounts: AMC invoices and chargeable visits
- Sales and Site Survey: Customers interested in expansion or batteries
Finance and AccountsBills milestones and AMCs, collects payments and subsidies, pays suppliers and reports margin per kW.
Workflow
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Bill by milestone
Advance, material delivery and commissioning invoices are raised from the order, with GST in India or VAT in the UAE and UK.
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Collect and chase
Reminders go out for each milestone, and customer financing disbursals are matched.
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Track subsidy receivables
Subsidy or incentive amounts due are tracked until paid where they apply.
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Pay suppliers and contractors
Supplier and installation subcontractor bills are matched to POs and completed jobs.
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Report job margin
Revenue per job is compared with material and installation cost, per kWp.
Zoho AnalyticsEntity 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
- Milestone Invoice settled by Customer Payment (N:N)
- Supplier Bill costs Job Margin (N:N)
- Milestone Invoice feeds Job Margin (N:N)
Who does the work
- Accountant
- Collections executive
- Finance manager
Approvals and controls
- Handover of the system needs the final milestone paid unless finance approves credit
Reports they watch
- Collections by milestone
- Margin per kWp
- Subsidy receivables
Hands over to
- Management and Reporting: Job margins and cash position
HR and PayrollHires and certifies installers and engineers and pays salaries, site allowances and incentives.
Workflow
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Hire crews and engineers
Openings for technicians, electricians and surveyors are tracked from posting to joining.
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Certify for safe work
Working at height, electrical licences and first aid are recorded with expiry.
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Run payroll
Salary, site allowances and sales incentives go through 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 Learn
- Zoho Payroll
Read the relationships as text
- Employee holds Safety Certificate (1:N)
- Employee records Attendance (1:N)
- Attendance feeds Payslip (N:N)
Who does the work
- HR executive
- HR manager
Approvals and controls
- Crew members without valid height safety training cannot be scheduled on roofs
Reports they watch
- Crew headcount by region
- Certificates expiring
- Overtime and allowances
Hands over to
- Finance and Accounts: Payroll summary
- Installation and Commissioning: Certified crew availability
Management and ReportingGives the owners one view of kWp sold, installed and commissioned, approvals, cash and margin.
Workflow
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Combine job data
Zoho Analytics pulls CRM, Creator, FSM, Inventory and Books into one model by job.
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Weekly pipeline to commissioning review
Orders by stage from survey to net meter are reviewed with delays called out.
- 3
Monthly margin review
Margin per kWp, collections and subsidy receivables are reviewed.
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Act on exceptions
Alerts for stuck approvals, jobs waiting for material and overdue payments go to owners.
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
- Founder
- Operations head
Approvals and controls
- Price per kWp and product choices are set by management each quarter
Reports they watch
- kWp sold, installed and commissioned
- Days from order to commissioning
- Margin per kWp
Hands over to
- Sales and Site Survey: Pricing and target segments
- Procurement and Stores: Stocking decisions for panels and inverters
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 solar epc and installers process from "Lead and site survey" to "AMC and service", 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 FSM 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 "Lead and site survey" and one for "AMC and service".
- Going live without checking reports against numbers you already trust.
A good first win
Start with the problem that hurts most: Site surveys and quotes live in separate files. Fixing one visible problem in the first month builds trust and adoption for everything after it.
What you can measure
- Quote to order rate
- Install lead time
- AMC renewals
Questions about Zoho for solar epc and installers
Which Zoho apps suit solar epc and installers businesses?
A typical solar epc and installers setup uses Zoho CRM, Zoho FSM, Zoho Creator, Zoho Inventory, Zoho Projects, 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 solar epc and installers?
1. Lead and site survey; 2. Design and quote; 3. Procurement; 4. Installation project; 5. Billing by milestone; 6. AMC and service.
Which departments does a Zoho setup for solar epc and installers cover?
A full setup covers Sales and Site Survey, Design and Engineering, Procurement and Stores, Installation and Commissioning, Net Metering and Approvals, Service and AMC, 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 solar epc and installers
- 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 solar epc and installers
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.