Zoho for Outdoor Advertising Agencies – Sales, Media Planning, Campaigns and Billing in One System
Infobyd sets up Zoho for outdoor advertising agencies and hoarding owners so sales, media planning, operations and accounts work from one connected system. Hoardings and billboards, LED and digital screens, bus, auto and metro branding, and bus shelters are all managed the same way: one live site inventory, one campaign record and one clear view of profit. We are a Zoho Advanced Partner founded in 2016, with offices in Indore and Patna and 1240+ clients served in India and abroad.
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Why choose Infobyd as your Zoho partner
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Zoho Advanced Partner certified in Zoho CRM, Creator and Marketing Automation.
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1240+ clients served since 2016, in India and abroad.
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Since 2012 our CEO has worked with Zoho since 2012.
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4.3 Google rating from 74 reviews in Indore.
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Indore and Patna offices, with online support across India and abroad.
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24x7 support for clients after go-live.
Sound familiar? Four problems we hear from outdoor advertising agencies
Most agencies do not lack effort. They lack one place where sales, planning, operations and accounts see the same information.
"We are never sure which sites are free."
Availability lives in spreadsheets and phone calls. Sites get double booked, or stay empty because nobody knew they were free.
A live availability calendar shows free, held and booked dates for every site, and every hold has an expiry date, so no site is booked twice.
"A proposal takes two or three days."
Planners collect photos, rates and availability by hand for every enquiry. By the time the proposal goes out, the client has other options.
Planners search free sites on a map, and the media plan and proposal are built from the site master with photos, sizes and rates already in place.
"Proof of display is chased on WhatsApp."
Photos sit on field staff phones. Putting together a campaign report takes days and clients keep calling for updates.
Field staff upload site photos with date and time from the mobile app, and the campaign report and client portal show them site by site.
"We learn the real margin after the campaign."
Vendor cost, printing and mounting are tracked in different places, so profit on a campaign is only known at the end.
Margin is checked against vendor quotes before booking, and campaign profitability shows revenue against media, print and mounting cost for each campaign and each site.
Built for these kinds of outdoor media businesses
Whether you own your sites or buy from media owners, the same Zoho system adapts to how your agency works.
Your own sites, rate cards and licence renewals in one place.
Partner inventory, purchase orders and vendor bills matched to proof.
Slots, loops and the playout schedule for each screen.
Bus, auto and metro branding, booked and checked like any site.
Many small sites, with monitoring rounds and fault logs.
Sites across cities, filtered by city, size and lighting on one map.
Which Zoho apps does an outdoor advertising agency need?
Zoho can work as complete outdoor advertising agency software. Most outdoor agencies start with three apps and add the rest when the team is ready:
Your advertising agency CRM for enquiries, client accounts, campaign briefs, proposals and follow-ups
Outdoor media inventory management, availability calendar, media plans, bookings, field app and proof of display
Estimates, client invoices, media owner bills, tax (GST in India, VAT or GST in other countries) and payment reminders
Release orders signed online
Site issues and client requests as tickets
Occupancy, revenue per site and margin on each campaign
How an outdoor advertising agency runs on Zoho – the complete flow
Six stages, from the first enquiry to the renewal. We build the system around your sites, rate cards and approval rules – not a fixed template – and switch on only the parts you need.
Click a stage to see its detailed flow
Lead to brief
Result: Every enquiry is answered fast and every opportunity starts with a complete campaign brief.
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Step 1.1
Omnichannel lead capture
Website, WhatsApp, calls, email, lead portals, events and referrals, all in one place with the source tagged.
Zoho Forms Zoho SalesIQ Zoho CRM -
Step 1.2
Smart routing and response time (SLA)
Each lead goes to the right sales person by city or key account, with a first-response timer.
Zoho CRM Zoho Cliq -
Step 1.3
Lead scoring and qualification
AI lead score, then a sales call to confirm objective, markets, timing and budget.
Zoho CRM Zia -
Step 1.4
Account 360
Brand, agency, decision makers, past campaigns and credit terms in one view.
Zoho CRM -
Step 1.5
Structured campaign brief
Objective, audience, markets, formats, dates and budget captured once and sent to planning.
Zoho CRM
Media planning
Result: The client gets a well-reasoned media plan with only those sites that are free on their dates.
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Step 2.1
Planning request and turnaround
Opens when the brief is submitted; a planner is assigned with a turnaround target.
Zoho CRM Zoho Creator Zoho Cliq -
Step 2.2
Inventory search on a map
Hoardings, digital screens and bus or auto branding filtered by city, size and lighting, with a map view.
Zoho Creator -
Check point
Live availability calendar
Free, held and booked dates for every site, so no site is booked twice.
Zoho Creator -
Step 2.4
Site scoring and plan mix
Sites rated on visibility, traffic and location; plan total checked against the budget.
Zoho Creator Zoho Analytics -
Step 2.5
Partner inventory sourcing
Rate and availability requests go to media owners, who reply through a portal.
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Step 2.6
Media plan and proposal
Branded deck and sheet with site photos, map, sizes and rates, saved to the deal.
Zoho Creator Zoho Writer Zoho WorkDrive
Proposal to booking
Result: Every quote protects your margin and every booking is confirmed in writing.
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Step 3.1
Proposal shared and tracked
Sent by email or WhatsApp from the deal, with open tracking and follow-up reminders.
Zoho CRM -
Step 3.2
Site selection and holds
The client's chosen sites are marked and held, with an expiry date on every hold.
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Check point
Cost and margin control
Vendor quotes are compared and margin is checked; low-margin quotes need approval.
Zoho Creator -
Step 3.4
Quotation and estimate
Built from the chosen sites with media, printing, mounting and taxes, with no retyping.
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Step 3.5
Negotiation and approvals
Quote revisions kept as versions; discounts follow approval limits by role.
Zoho CRM -
Step 3.6
Release order (RO) and e-sign
The release order is signed online, the advance is recorded and holds become bookings.
Zoho Sign Zoho Books Zoho CRM
Campaign execution
Result: Every booked site goes live on the start date, and you know about a delay before the client does.
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Step 4.1
Campaign job plan
Created from the booking with site-wise tasks, owners and deadlines.
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Step 4.2
Media owner purchase orders (PO)
Purchase orders are raised from the confirmed media plan and the site calendar is locked.
Zoho Books Zoho Creator -
Step 4.3
Creative intake and adaptation
Artwork collected for each site in its exact size, with version control.
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Quality gate
Artwork approval
Size, resolution and client sign-off are confirmed before printing.
Zoho Creator -
Step 4.5
Printing and production
Print job tracked from order to delivery at site; reprints recorded with cost.
Zoho Creator -
Step 4.6
Installation scheduling
Field teams get a daily site plan on mobile and update status from the site.
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Quality gate
Go-live confirmation
Every site is confirmed live; any site at risk raises an alert before the start date.
Zoho Creator Zoho Cliq
Monitoring and reporting
Result: Clients see proof for every site, and faults are fixed before they become complaints.
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Step 5.1
Proof of display
Site photos with date, time and location, uploaded from mobile as proof of display.
Zoho Creator Mobile app -
Step 5.2
Scheduled monitoring
Monitoring rounds planned for the campaign period; missed visits are flagged.
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Check point
Issue management
Damage or lighting faults logged, fixed and lost display days recorded.
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Step 5.4
Client portal
Clients log in to see their sites, photos and campaign status.
Client portal Zoho Creator -
Step 5.5
Campaign report
Planned against delivered days, site by site, with photos; extension offered first.
Zoho Creator Zoho Analytics
Billing to renewal
Result: Correct invoices, faster collection, true profit on every campaign and more repeat business.
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Step 6.1
Invoicing
Raised from the booking on the agreed schedule, with a payment link: GST invoice in India, VAT or GST invoice in other countries.
Zoho Books -
Check point
Vendor reconciliation
Purchase order, proof of display and vendor bill are matched before payment.
Zoho Books -
Step 6.3
Collections
Automatic reminders, ageing of outstanding and credit-limit alerts.
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Step 6.4
Campaign profitability
Revenue against media, print and mounting cost for each campaign and each site.
Zoho Analytics -
Step 6.5
Client success
Requests tracked as tickets; feedback survey after every campaign.
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Step 6.6
Renewal and repeat business
Renewal reminders before the end date and offers to past clients for vacant sites.
Zoho CRM Zoho Campaigns
Running across every stage
Sales pipeline, site occupancy, revenue per site, campaign margin and outstanding
Instant alerts for handovers, approvals and delays
Site photos, artwork, signed orders and reports in one library
Connects WhatsApp, lead portals, accounting and other software
Sales, planners and field teams work from the phone
Each role sees only what it should, with a full audit trail
What you can track after go-live
- Every enquiry and its response time
- Which sites are free, held or booked on any date
- Occupancy and revenue for each site
- Margin on each campaign before and after execution
- Campaigns going live this week and any site at risk
- Proof of display for every site and every round
- Outstanding payments by client and by age
- Renewals due in the next 30 days
How we set up Zoho for your outdoor media business
From the first call to the first campaign on Zoho, you know what happens next and what you get.
Sites and sales walkthrough
We go through your work with you on a video call, from the first enquiry to the renewal.
- How enquiries, media plans and bookings run today
- Your sites, formats and rate cards
- How proof of display and campaign reports are made
- Your tools today: Excel site lists, WhatsApp groups, Tally or other software
You get: a clear picture of where sites, time and margin are lost, and which Zoho apps fit.
Plan and quote
We write down what the system will do and share a quote.
- Stages, screens and approvals to build
- Zoho apps, edition and number of users, plus any client or vendor portal
- Data to move and tools to connect
- Timeline with clear milestones
You get: a written plan and quote. You approve it before we build anything.
Build and test
We build your system and test it with your real campaigns.
- CRM, Creator and Books set up as per the plan
- Sites, photos, rate cards and running bookings moved in
- Field app tested on your team's phones at a real site
- Every stage tested with sample campaigns, from enquiry to invoice
You get: a working system, checked with your own sites and campaigns. See our data migration service.
Go live and support
Your team starts using Zoho, and we stay with you.
- Training by role: sales, planning, operations and accounts, and field team training on the mobile app before go-live
- Short user guides and recorded sessions where possible
- 24x7 client support, with a reply within 30 minutes to 1 hour
- Changes as you add sites and cities
You get: one team that knows your setup. See Zoho support and AMC.
Field work on mobile, and your data kept safe
Mobile app
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Proof from the site Zoho Creator apps run on Android and iOS, so field staff upload site photos with date and time as proof of display.
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Daily site plan Installation and monitoring teams see their sites for the day and update status on the spot.
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Sales on the go Sales teams check site availability and follow up on deals from the Zoho CRM mobile app.
Security and privacy
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Certified security Zoho holds internationally recognised security certifications, like ISO/IEC 27001.
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Audited controls A SOC 2 audit, and GDPR compliance.
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Each person sees only their part Roles and permissions for sales, planning, operations, field team and accounts. Clients and media owners on a portal see only their own sites.
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Data in your region Zoho runs data centres in many regions, such as India, the US, Europe, Canada, Australia and the UAE. We set up your account on the right one.
Our work, in our clients' words
Real case studies, client reviews and guides linked to this page.
Case studies
All case studiesNational Event Management
Challenge: Agents tracked many events, products and custom contracts by hand.
Contracts, payments and CRM records now update on their own.
Read case study Asset management · Karnataka, IndiaCurefit
Challenge: Assets and staff of four entities were managed in Excel sheets.
One Creator app tracks every asset from stock to scrap.
Read case study Software (AI for accounting firms)Docyt
Challenge: Leave, time, reviews and payroll were handled by hand in separate tools.
All HR work in Zoho People, with staff self-service.
Read case studyWhat our clients say
Copied as written on infobyd.com. See all clients
Team is very responsive and they have implemented CRM solutions very smoothly
Infobyd has successfully migrated all the E-mail data into ZOHO from three different servers
They respond well to the queries and work in a time bound manner.
They are very quick with their actions and get stuff done in time.
From our blog
All postsScreens your team will use every day
Click a screen to see it. Each one is set up around your own process.
Sample screens with sample data. Real screens from our demo will replace them.
Zoho for outdoor advertising businesses worldwide
Outdoor media owners and agencies in many cities ask the same two questions: which sites are free, and what does each campaign earn? We set up the same connected system for them online, from our offices in India.
Countries we serve
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IN
India Indore head office and Patna, with clients across the country.
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CA
Canada all provinces.
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ZA
South Africa Johannesburg, Cape Town and more.
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NZ
New Zealand Auckland, Wellington and more.
How we work across countries
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Your time zone
walkthroughs, testing and field team training are planned in your working hours.
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Your currency
we can bill in your currency, such as INR, USD, AED, CAD, ZAR or NZD.
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Your data centre
we set up your Zoho account on the data centre for your region (India, US, Europe, Canada, Australia, UAE and more), so site, client and campaign data stays where you want it.
Frequently asked questions
Can Zoho manage hoarding and site inventory?
Yes. We build a site master and an availability calendar in Zoho Creator. Each site has its size, lighting, landmark, photos and rate card, and shows free, held and booked dates. It works as hoarding booking software, and LED screen advertising slots are tracked the same way.
Can field staff upload proof of display from mobile?
Yes. Field staff use the Zoho Creator mobile app to upload site photos with date and time. Location capture depends on the phone and app settings.
Can our clients see their campaign online?
Yes. A client portal can show their sites, photos and campaign status. Portal users need Zoho Creator's customer portal add-on, which is priced by the number of portal users.
Is this a ready-made product?
No. It is a Zoho setup for billboard advertising management, built around your process. We start with the parts you need most and add the rest in steps.
How much does it cost?
Zoho licence cost depends on the apps, plan and users; see Zoho's official pricing page. For our service, ask for a quote. Time depends on scope – we share a clear plan after the free consultation.
Do you set up Zoho for outdoor advertising businesses outside India?
Yes. We work with outdoor media owners and agencies in the UAE, Canada, South Africa, New Zealand, the USA, Australia and other countries. All steps, from the walkthrough to field team training, are done online, in your working hours.
Will invoices and tax reports follow my country's rules?
Yes. Zoho Books comes in country editions, for example with VAT filing in the UAE, GST/HST returns in Canada and BAS reports in Australia. We set up the edition for your country and check the tax setup with your accountant.
Know which sites are free, and what each campaign earns
Book a free call. We will map your outdoor media flow in Zoho.
- Free first call with a Zoho consultant
- Clear plan and quote – no hidden surprises
- Zoho Advanced Partner · 1240+ clients served