Zoho implementation for Steel and Metal Fabrication
Zoho for steel and metal fabrication: quote by drawing and weight, track material and job progress, and bill by stage.
Business process workflow
How steel and metal fabrication work flows in Zoho
Quote by drawing and weight, track material and job progress, and bill by stage.
Common problems we fix
- Drawing changes are not tracked
- Material is issued without job linkage
- Billing is delayed until dispatch
The process, step by step
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Zoho AnalyticsDepartment by department
How every department of a steel and metal fabrication business works in Zoho
A steel fabricator runs estimating, detailing, plate and section stores, cutting and welding, inspection, dispatch and erection, billing and HR around the same job and the same drawing marks. In Zoho a job number links the tonnage quoted, the heat numbers used, the welds inspected and the running bills raised.
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.
- 1Estimating and Sales to Detailing and Engineering: Contract drawings, tonnage and delivery schedule
- 2Estimating and Sales to Finance and Accounts: Contract value, retention and billing milestones
- 3Detailing and Engineering to Purchase and Steel Stores: Material required by section, grade and length
- 4Detailing and Engineering to Fabrication Shop: Released cutting lists and assembly drawings
- 5Purchase and Steel Stores to Fabrication Shop: Issued material with heat numbers
- 6Purchase and Steel Stores to Finance and Accounts: Goods receipts for bill matching
- 7Fabrication Shop to Quality Control and Inspection: Finished marks for inspection
- 8Quality Control and Inspection to Dispatch and Site Erection: Released marks with quality dossier
- 9Dispatch and Site Erection to Finance and Accounts: Agreed measurements for running bills
- 10Finance and Accounts to Management and Reporting: Job margin, receivables and cash
- 11HR, Safety and Payroll to Fabrication Shop: Qualified welders available
- 12HR, Safety and Payroll to Finance and Accounts: Payroll journal by job
- 13Management and Reporting to Estimating and Sales: Capacity and target margin for new bids
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.
Estimating and SalesPrices structural and fabrication jobs from drawings and tonnage and wins orders at a workable margin.
Workflow
- 1
Register the enquiry
Tender drawings and specifications from contractors and EPC firms are logged in Zoho CRM with due date and scope.
- 2
Take off quantities
Estimators work out tonnage by section, plate thickness and connection type from the drawings.
- 3
Build the estimate
Steel cost, fabrication hours per tonne, painting or galvanising, transport and erection are costed into a rate per tonne.
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Submit and negotiate
The quote goes out with exclusions and payment terms, and revisions are tracked on the deal.
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Book the job
A won order becomes a job with contract tonnage, rate, retention and delivery schedule.
Zoho ProjectsEntity diagram: Estimating and Sales
The records this team creates and updates, their key fields, and how they link.
- Zoho CRM
- Zoho Creator
- Zoho Projects
Read the relationships as text
- Enquiry measured in Takeoff (1:N)
- Takeoff priced in Estimate (1:1)
- Estimate becomes Job (1:1)
Who does the work
- Estimator
- Sales engineer
- Commercial manager
Approvals and controls
- Quotes below the target margin need the commercial manager
- Jobs with penalty clauses are reviewed by the director before acceptance
Reports they watch
- Tender pipeline by tonnage and client
- Win rate by job type
- Estimated versus actual hours per tonne
Hands over to
- Detailing and Engineering: Contract drawings, tonnage and delivery schedule
- Finance and Accounts: Contract value, retention and billing milestones
Detailing and EngineeringPrepares shop drawings and cutting lists and gets them approved by the client before fabrication.
Workflow
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Prepare shop drawings
Each assembly gets a mark number, drawing and parts list, stored by revision in WorkDrive.
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Submit for approval
Drawings go to the client's consultant and comments are logged against each revision.
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Issue cutting lists
Approved drawings release cutting lists and nesting plans for plates and sections.
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Manage revisions
Revised drawings flag any parts already cut so the shop knows what to scrap or modify.
Zoho CliqEntity diagram: Detailing and Engineering
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Shop Drawing defines Assembly Mark (1:N)
- Assembly Mark broken into Cutting List (1:N)
- Shop Drawing receives Approval Comment (1:N)
Who does the work
- Detailer
- Design engineer
Approvals and controls
- Only drawings marked approved for construction can release cutting lists
Reports they watch
- Drawings submitted versus approved
- Tonnage released to the shop
- Revisions after release
Hands over to
- Purchase and Steel Stores: Material required by section, grade and length
- Fabrication Shop: Released cutting lists and assembly drawings
Purchase and Steel StoresBuys steel, consumables and bought-out items and tracks every plate and section by heat number.
Workflow
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Check stock and offcuts
Required sections are checked against stock and usable offcuts before buying.
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Buy from mills and stockists
Purchase orders specify grade, size, quantity and mill test certificate.
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Receive with heat numbers
Each bundle or plate is received with its heat number and test certificate attached.
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Issue to jobs
Material is issued to the job and cutting list, so heat numbers can be traced to each mark.
Entity diagram: Purchase and Steel Stores
The records this team creates and updates, their key fields, and how they link.
- Zoho Inventory
Read the relationships as text
- Purchase Order delivers Heat Lot (1:N)
- Steel Item stocked as Heat Lot (1:N)
- Heat Lot issued in Material Issue (1:N)
Who does the work
- Purchase officer
- Storekeeper
Approvals and controls
- Purchases outside the job budget need the project manager
- Material without a mill certificate is held and not issued
Reports they watch
- Stock and offcuts by section
- Steel price trend by grade
- Material issued against job budget
Hands over to
- Fabrication Shop: Issued material with heat numbers
- Finance and Accounts: Goods receipts for bill matching
Fabrication ShopCuts, fits, welds and finishes assemblies to the drawing and records hours and progress by mark.
Workflow
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Cut and drill
Parts are cut and drilled from the cutting list, with heat numbers transferred to each part.
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Fit up and weld
Fitters assemble marks and welders record the weld procedure and their welder ID.
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Record hours and progress
Hours are booked by job and mark, and each mark moves through cut, fit, weld and paint stages.
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Surface treatment
Blasting, painting or galvanising is recorded with system and dry film thickness.
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Entity diagram: Fabrication Shop
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Mark Progress includes Weld Record (1:N)
- Mark Progress costed by Labour Booking (1:N)
- Mark Progress finished with Paint Record (1:1)
Who does the work
- Shop supervisor
- Fitter
- Welder
Approvals and controls
- Welders can only be booked on joints covered by their current qualification
Reports they watch
- Tonnage fabricated by week
- Hours per tonne by job
- Marks stuck at each stage
Hands over to
- Quality Control and Inspection: Finished marks for inspection
Quality Control and InspectionInspects dimensions, welds and coatings and builds the quality dossier the client needs.
Workflow
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Test welds
Visual and non-destructive test results are logged per joint, with repairs tracked.
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Compile the dossier
Mill certificates, weld maps, test reports and inspection records are put together for each dispatch.
Entity diagram: Quality Control and Inspection
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho WorkDrive
Read the relationships as text
- Inspection Report includes NDT Result (1:N)
- NDT Result may need Weld Repair (1:1)
- Inspection Report included in Quality Dossier (N:N)
Who does the work
- QC inspector
- QA manager
- Welding inspector
Approvals and controls
- Marks with open weld repairs cannot be released for dispatch
- Client hold points need the client's inspector to sign off
Reports they watch
- Weld repair rate by welder
- Marks awaiting inspection
- Dossiers pending
Hands over to
- Dispatch and Site Erection: Released marks with quality dossier
Dispatch and Site ErectionLoads and delivers steel in erection sequence and erects it safely on site.
Workflow
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Plan loads by sequence
Released marks are grouped into loads in the order site needs them.
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Dispatch with documents
Each truck carries a packing list with mark numbers, weights and delivery challan.
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Erect and record progress
Site teams record marks erected, bolts tightened and daily progress with photos.
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Measure for billing
Erected tonnage is measured and agreed with the client for running bills.
Entity diagram: Dispatch and Site Erection
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho Inventory
Read the relationships as text
- Load shipped on Delivery Challan (1:1)
- Load erected in Erection Log (N:N)
- Erection Log summed in Measurement (1:N)
Who does the work
- Dispatch coordinator
- Site erection manager
Approvals and controls
- Site permits and lifting plans are checked by the safety officer before erection starts
Reports they watch
- Tonnage dispatched and erected
- Erection progress against schedule
- Site safety observations
Hands over to
- Finance and Accounts: Agreed measurements for running bills
Finance and AccountsRaises running bills by tonnage, tracks retention, pays mills and costs each job.
Workflow
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Raise running bills
Bills are raised on fabricated, delivered and erected tonnage per contract, with GST in India or VAT in the UAE and UK.
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Track retention
Retention held by the client is recorded on each bill and released after the defects period.
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Pay suppliers
Steel and consumable bills are matched to purchase orders and goods receipts.
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Cost the job
Material, labour hours, paint and transport are compared with the estimate for each job.
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
- Running Bill holds Retention (1:N)
- Supplier Bill feeds Job Cost (1:N)
- Running Bill feeds Job Cost (1:N)
Who does the work
- Accounts executive
- Finance manager
Approvals and controls
- Retention release requests need the project manager's confirmation that defects are closed
Reports they watch
- Billed versus contract tonnage
- Retention receivable by client
- Job margin versus estimate
Hands over to
- Management and Reporting: Job margin, receivables and cash
HR, Safety and PayrollHires and qualifies fitters and welders, tracks safety training and pays wages with overtime.
Workflow
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Hire skilled trades
Openings for welders, fitters and riggers are managed in Zoho Recruit.
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Track welder qualifications
Welder qualification tests and expiry dates are recorded for each welder.
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Record safety training
Induction, work at height and lifting training are tracked with refresh dates.
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Pay wages and overtime
Shop and site attendance, overtime and site allowances are paid through Zoho Payroll where it is available, or your local payroll provider.
Zoho Recruit
Zoho People
Zoho Learn
Zoho Payroll
Zoho ShiftsEntity diagram: HR, Safety and Payroll
The records this team creates and updates, their key fields, and how they link.
- Zoho People
- Zoho Creator
- Zoho Learn
- Zoho Payroll
Read the relationships as text
- Worker holds Welder Qualification (1:N)
- Worker completes Safety Training (1:N)
- Worker paid by Payslip (1:N)
Who does the work
- HR officer
- Safety officer
- Payroll executive
Approvals and controls
- Overtime above the weekly limit needs the works manager
Reports they watch
- Welder qualifications expiring
- Safety training compliance
- Overtime cost by job
Hands over to
- Fabrication Shop: Qualified welders available
- Finance and Accounts: Payroll journal by job
Management and ReportingGives directors one view of order book, shop throughput, quality, margin and cash.
Workflow
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Combine data
CRM, Creator, Inventory, Projects and Books data sync into Zoho Analytics.
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Review the order book
Open tonnage by job and delivery month is reviewed against shop capacity.
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Zoho FlowEntity diagram: Management and Reporting
The records this team creates and updates, their key fields, and how they link.
- Zoho Analytics
- Zoho Creator
Read the relationships as text
- Capacity Plan shown in KPI Dashboard (1:N)
- KPI Dashboard raises Review Action (1:N)
Who does the work
- Managing director
- Works manager
Approvals and controls
- Accepting jobs beyond shop capacity needs the managing director
Reports they watch
- Order book by delivery month
- Shop throughput in tonnes
- Job margin
- Cash and retention due
Hands over to
- Estimating and Sales: Capacity and target margin for new bids
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 steel and metal fabrication process from "Enquiry and drawings" to "Job profitability", 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 WorkDrive 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 drawings" and one for "Job profitability".
- Going live without checking reports against numbers you already trust.
A good first win
Start with the problem that hurts most: Drawing changes are not tracked. Fixing one visible problem in the first month builds trust and adoption for everything after it.
What you can measure
- Estimate accuracy
- Job margin
- Delivery adherence
Questions about Zoho for steel and metal fabrication
Which Zoho apps suit steel and metal fabrication businesses?
A typical steel and metal fabrication setup uses Zoho CRM, Zoho WorkDrive, Zoho Creator, Zoho Books, Zoho Inventory, 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 steel and metal fabrication?
1. Enquiry and drawings; 2. Estimate; 3. Material issue; 4. Fabrication stages; 5. Stage billing; 6. Job profitability.
Which departments does a Zoho setup for steel and metal fabrication cover?
A full setup covers Estimating and Sales, Detailing and Engineering, Purchase and Steel Stores, Fabrication Shop, Quality Control and Inspection, Dispatch and Site Erection, Finance and Accounts, HR, Safety 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 steel and metal fabrication
Zoho CRM
Zoho Creator
Zoho Books
Zoho Inventory
Not sure which apps fit your business? Book a free 30-minute call or see all Zoho products we implement
Zoho services for steel and metal fabrication
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.