If there’s one thing I hear over and over again from small business owners, it’s this:
“I feel like I’m drowning in admin.”
Between onboarding new clients, scheduling meetings, sending invoices, chasing payments, and making sure nothing slips through the cracks… the back-office can quickly turn into a time-sucking beast.
That’s where systems come in. And today’s spotlight is on one that can make a huge difference: Zoho.
Why Zoho?
Zoho is a bit of a hidden gem. It’s not as flashy as some of the big-name platforms, but it’s affordable, flexible, and it plays nicely across lots of different admin areas. For today’s post, I want to zoom in on two of its tools:
Zoho Bookings – for scheduling and onboarding
Zoho Invoice – for invoicing and getting paid
Zoho Bookings: No More Back-and-Forth Emails
You know the dance.
Client: “When are you free for a chat?”
You: “How about Tuesday?”
Client: “Nope, Wednesday?”
You: cue six more emails before you finally land on a time.
Zoho Bookings fixes that.
You create a simple booking page, pop your availability in, and clients can choose a time that works for them.
It syncs with your calendar, so no double-booking nightmares, and you can even add buffer time between meetings so you don’t end up sprinting from one Zoom call to the next.
Recurring bookings? Yes, please. If you’ve got clients who need to see you weekly, monthly, or on any kind of regular basis, Zoho Bookings can handle that too.
One setup, and the system takes care of the rest.
Bonus: You can set up automated reminders so clients actually turn up. And if you want to collect a deposit when they book? Easy.
Real-world example:
A dog trainer could have new clients book their initial consult straight from their website. The client picks a time, pays a deposit on the spot, and both sides get a confirmation email.
For ongoing training sessions, the client can book a recurring weekly slot so it’s locked in without another round of admin.
Zoho Invoice: Professional, Automated, and (Most Importantly) Paid
Invoices are one of those admin jobs that must be done but often get pushed to the bottom of the pile. Zoho Invoice makes it painless:
Custom templates so your invoices look professional
Recurring invoices for regular clients (hello, monthly retainers)
Automatic payment reminders (so you’re not chasing people at 9 pm)
Online payments through gateways like Stripe or PayPal
Reporting dashboards so you actually know what’s outstanding
Real-world example: A personal trainer could set up recurring invoices for their regular clients who come every month.
The invoice goes out automatically, payment reminders are sent without lifting a finger, and the PT can spend their time with their clients instead of chasing payments.
The Power of Putting Them Together
This is where it gets fun: when you combine Zoho Bookings and Zoho Invoice, you start building a real system.
Picture this:
A new client books an onboarding call through Zoho Bookings.
They pay a deposit at the time of booking.
After the call, you send their first invoice straight from Zoho Invoice.
For ongoing work, the client books a recurring slot (weekly, fortnightly, monthly — whatever suits).
At the same time, you set up recurring invoices in Zoho Invoice so they’re billed automatically.
Now you’ve got a calendar that stays organised, payments that roll in on schedule, and clients who know exactly what to expect.
That’s the back-office humming along in the background while you get on with the actual work you love.
A Few Things to Keep in Mind
Setup takes time. Don’t try to do everything at once. Start with one workflow (like bookings for onboarding calls) and build from there.
Clients need to know about it. Put the booking link everywhere. Your website, email signature, socials. The easier it is to find, the more likely they’ll use it.
Be realistic. The tool won’t magically fix a broken process. You still need to review your systems regularly and make sure they’re working for you.
Final Thoughts
Zoho might not have the instant name recognition of some other tools, but for small businesses, it’s a strong, affordable option to take the “aaaaahhh!” out of your admin.
If you’re stuck in the weeds of onboarding, scheduling, or invoicing, Zoho could be the system that helps you breathe again.
And if you’re not sure where to start? That’s where I come in. Let’s chat.
Email me at hello@getfrankva.co.nz for a free, no-obligation 30-minute calm the chaos call.
