Choosing between Zoho's built-in workflows (in apps like CRM, Books, Projects) and Zoho Flow depends on where the automation needs to operate:

• Use Built-in Workflows if:

  • Your automation is entirely within a single Zoho application (e.g., updating a field in Zoho CRM when a lead is created).

  • You want quick setup with conditions and actions available inside the app.

• Use Zoho Flow if:

  • Your automation spans across multiple Zoho apps (e.g., creating a project in Zoho Projects when a deal closes in CRM).

  • You want to integrate with third-party tools like Gmail, Slack, Google Sheets, or Shopify.

  • You need advanced control such as conditional branching, delays, or approval steps.

Tip: Many businesses start with in-app workflows and migrate to Zoho Flow when they need cross-functional automation or integration between departments.