Zoho for Professional Services Firms – Clients, Projects, Timesheets and Billing in One System
Infobyd sets up Zoho for professional services firms – consultants, CA and accounting firms, IT and marketing agencies, legal and engineering consultancies – so leads, proposals, projects, timesheets, billing and client support run from one connected system. We are a Zoho Advanced Partner, founded in 2016, with offices in Indore and Patna and 1240+ clients served in India and abroad. We connect Zoho CRM, Zoho Projects, Zoho Books and Zoho Desk, and build anything special to your firm on Zoho Creator.
- 4.3 on Google (74 reviews)
- 4.8 on Zoho Partner Directory
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 firm owners
In a services firm, time is the product. When time, files and bills sit in different places, money leaks every month.
"Leads and proposals get lost in email."
Enquiries come by email, calls and referrals. Proposals are sent from personal inboxes, and nobody knows which ones need a follow-up.
Every enquiry lands in Zoho CRM, and each proposal sits in one pipeline with its fee, stage and follow-up reminder.
"We don't know how many hours went into a client."
Timesheets are filled at the end of the week, or not at all. Some hours are never billed.
The team logs time on each task with timers in Zoho Projects, managers approve it, and only billable approved hours go to billing.
"Is this client making us money?"
The fee is fixed, but nobody adds up the team hours, senior review time and expenses spent on it.
Time and expenses are booked to each project, so planned against actual hours and budget against actual cost show for every client.
"Clients keep asking for files, status and invoices."
Updates are spread across email threads and WhatsApp. The team spends hours each week just answering "where is it?"
Clients see their shared milestones in Zoho Projects and their invoices in the Zoho Books customer portal, and raise requests as tickets in Zoho Desk.
Built for these kinds of firms
Whether you bill by the hour, by the project or by the month, the same Zoho system adapts to how your firm works.
Proposals, engagements, milestones and fixed-fee billing.
Recurring client work, due dates, documents and monthly fees.
Projects, sprints, timesheets and support tickets.
Retainers, campaigns, approvals and hours by client.
Matters, documents, hearing dates and time-based billing.
Drawings, stages, site visits and stage-wise fees.
Which Zoho apps does a professional services firm need?
Zoho works for professional services by connecting a few apps, each doing one job well. We pick only the apps you need.
Leads, proposals, client accounts, renewals and follow-ups
Projects, milestones, tasks, Gantt charts, timesheets and budgets
Retainer and recurring invoices, invoices from billable hours, payments, accounts, and a customer portal for invoices and statements
Client requests and support as tickets, tracked to closure
Client files in shared folders, and engagement letters signed online
Custom apps for work that is special to your firm, such as a compliance due-date tracker or client onboarding
Partner dashboards (optional)
How a professional services firm runs on Zoho – the complete flow
We build the system around how your firm works. You do not have to change your business to fit the software. Where a standard Zoho app works, we do not over-build.
Click a stage to see its detailed flow
Lead to proposal
Result: No enquiry is missed and every proposal is followed up.
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Step 1.1
Multi-channel lead capture
Website, referrals, events, email, calls and WhatsApp, all in one place.
Zoho Forms Zoho SalesIQ Zoho CRM -
Step 1.2
Discovery call
The prospect books a slot online, and notes are saved on the lead.
Zoho Bookings Zoho CRM -
Step 1.3
Scope and fee
Scope, team, hours and fee are worked out, with approval before the proposal goes out.
Zoho CRM -
Step 1.4
Proposal and follow-up
Proposal versions and follow-up reminders in one pipeline.
Zoho CRM
Engagement and onboarding
Result: Every new client starts with signed terms, complete documents and an advance in the bank.
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Step 2.1
Engagement letter and e-sign
Scope, fees and terms are signed online.
Zoho Sign -
Step 2.2
Client onboarding
Checklist of documents and access needed, with a shared folder for each client.
Zoho Creator Zoho WorkDrive -
Step 2.3
Advance or retainer invoice
Retainer invoice is sent and the payment is recorded.
Zoho Books -
Step 2.4
Project created
The won deal becomes a project with its team, milestones and budget.
Zoho CRM Zoho Projects
Delivery
Result: Every task has an owner and a due date, and work is reviewed before it reaches the client.
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Step 3.1
Plan and milestones
Milestones, task lists and dependencies on a Gantt chart.
Zoho Projects -
Step 3.2
Recurring client work
Monthly, quarterly and yearly work, like returns, audits and reports, tracked on a due-date calendar.
Zoho Creator -
Step 3.3
Review and approval
Senior review before work goes to the client.
Zoho Projects -
Step 3.4
Files and versions
Working files and final reports are kept in the client's folder.
Zoho WorkDrive -
Step 3.5
Issues and change requests
Client changes and blockers are logged and tracked.
Zoho Projects
Time and team
Result: Every hour is logged, approved and either billed or explained.
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Step 4.1
Timesheets
Time is logged on each task, by hand or with timers.
Zoho Projects -
Step 4.2
Timesheet approval
Managers approve or reject time logs each week.
Zoho Projects -
Step 4.3
Planned against actual hours
Team load and hours used against the plan, by person and project.
Zoho Projects -
Step 4.4
Project budget
Budget against actual cost for each project.
Zoho Projects
Billing and collection
Result: The right bill goes out on time, and every bill is paid.
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Step 5.1
Billable hours to invoice
Billable approved timesheets move to Zoho Books and become an invoice.
Zoho Projects Zoho Books -
Step 5.2
Fixed fees and retainers
Milestone invoices for fixed-fee work and recurring invoices for monthly fees.
Zoho Books -
Step 5.3
Tax invoice
Raised with no retyping: GST invoice in India, VAT or GST invoice in other countries.
Zoho Books -
Step 5.4
Expenses to bill
Travel and other client expenses are recorded against the project, ready to add to the client's bill.
Zoho Books -
Step 5.5
Collection
Automatic reminders and ageing of outstanding, by client.
Zoho Books Zoho CRM
Client portal and growth
Result: Clients find answers themselves, and every happy client comes back with more work.
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Step 6.1
Client view of the project
Clients see the milestones you share with them and complete tasks that need their input.
Zoho Projects -
Step 6.2
Invoices and statements
Clients see their invoices and statements in the customer portal.
Zoho Books -
Step 6.3
Client requests
Every request becomes a ticket and is tracked to closure.
Zoho Desk -
Step 6.4
Feedback, renewals and new work
Survey after each project, renewal reminders and offers to existing clients.
Zoho Survey Zoho CRM Zoho Campaigns
Running across every stage
Pipeline, hours, billing, outstanding and profit by client
Attendance, leave and salary
Alerts for approvals and due dates
Client files with access by team
Links Tally and other software
What you can track after go-live
- Proposals sent, won and lost, with their value
- Hours logged by person, client and project
- Billable hours not yet billed
- Invoices, retainers and outstanding by client
- Budget against actual cost for every project
How we set up Zoho for your firm
From the first call to your first invoice from timesheets, you know what happens next and what you get.
Firm walkthrough
We go through how your firm wins and delivers work, on a video call, in your working hours.
- How leads, proposals and engagements run today
- Your services, fee types and billing cycles
- How time is logged and checked
- Your tools today: Excel, Tally or other software
You get: a clear picture of where hours and money 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
- 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 clients and projects.
- CRM, Projects, Books and Desk set up as per the plan
- Clients, open projects and fee rates moved in
- Timesheets tested with your team's real week
- Invoices checked against your last real bills
You get: a working system, checked with your own work. See our data migration service.
Go live and support
Your team starts using Zoho, and we stay with you.
- Training by role: partners, managers, team members and accounts
- Short user guides and recorded sessions where possible
- 24x7 client support, with a reply within 30 minutes to 1 hour
- Changes as you add new services and clients
You get: one team that knows your setup. See Zoho support and AMC.
Client work on mobile, and your data kept safe
Mobile app
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Leads and clients on the go Zoho CRM has Android and iOS apps, so partners check a client's history before a meeting.
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Log time from your phone Zoho Projects has Android and iOS apps, so the team starts a timer or logs hours from anywhere.
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Bills and payments on the go Zoho Books has Android and iOS apps, so owners see invoices and outstanding from their phone.
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 partners, managers, team members and accounts, and clients see only what you share with them.
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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 studiesCurefit
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 Manufacturing · Madhya Pradesh, IndiaBuild Block Company
Challenge: Enquiries, quotes and follow-ups lived in spreadsheets, paper and phone calls.
One sales system with reminders and live pipeline reports.
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
Best Partner in our Region.
Excellent service. Timely response from the team helps us to seamlessly implement new features and modules.
Infobyd has successfully migrated all the E-mail data into ZOHO from three different servers
From our blog
All postsZoho for professional services businesses worldwide
Consultants, accountants and agencies in many countries face the same gap between hours worked and hours billed. 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
firm walkthroughs, testing and training are planned in your office hours, around your busy filing and month-end days.
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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 your clients' data stays in your region.
Frequently asked questions
Can Zoho run a professional services firm from proposal to billing?
Yes. Zoho CRM handles leads and proposals, Zoho Projects handles projects and timesheets, Zoho Books handles invoices and payments, and Zoho Desk handles client requests. We connect them so a won proposal becomes a project, and approved hours become an invoice.
How do timesheets become invoices?
Your team logs time on tasks in Zoho Projects. Once a manager approves the hours, billable timesheets move to Zoho Books, where they are added to the client's invoice. Hours that are not billable or not yet approved are not sent.
Can we bill fixed fees and monthly retainers too?
Yes. Zoho Books supports retainer invoices for advances and recurring invoices for monthly fees. Fixed-fee work can be billed by milestone. We set up the fee types your firm uses.
Can our clients see their project status?
Yes. In Zoho Projects you can add clients to a project. They see only the milestones you share with them and can complete tasks that need their input. They see their invoices in the Zoho Books customer portal, and raise requests as tickets in Zoho Desk.
Do you set up Zoho for professional services businesses outside India?
Yes. We work with firms in the UAE, Canada, South Africa, New Zealand, the USA, Australia and other countries. All steps, from the firm walkthrough to 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.
See your firm running on one Zoho system
Tell us how one client moves today, from first call to paid invoice. In a free 30-minute call, we will map your flow and show which Zoho apps fit.
- Free first call with a Zoho consultant
- Clear plan and quote – no hidden surprises
- Zoho Advanced Partner · 1240+ clients served