Delivery Notes
is only available on the following plans:
Momentum
Go
Essentials
What is Zigaflow Delivery Notes?
Running a business that ships products means juggling delivery paperwork that somehow never quite connects to everything else. You create a delivery note in one place, track the shipment somewhere else, update inventory manually, and then wonder why your invoicing is always a step behind. When customers call asking about their order, you find yourself digging through emails and spreadsheets trying to piece together what actually happened.
Zigaflow Delivery Notes changes this completely by making your dispatch documents the central hub for everything that happens once goods leave your warehouse. Every delivery note you create is automatically linked to the original job or sales order, pulling through all the customer details, line items, and special instructions without any retyping. When you mark items as dispatched, your inventory updates automatically, and you have a complete record of what went where and when.
But delivery notes in Zigaflow do more than just record information. They actively drive your fulfilment process forward. Set up automated notifications that tell customers exactly when their order has shipped, complete with tracking details and an itemised list of what's on its way. Enable digital signatures so customers can confirm receipt directly on their phone or tablet, giving you instant proof of delivery without waiting for paperwork to come back. Every signature, status change, and customer interaction is logged automatically, creating a complete audit trail you can access in seconds.
For businesses handling partial deliveries or split shipments, Zigaflow makes complexity manageable. Create multiple delivery notes from a single order, track remaining quantities automatically, and always know exactly what's been fulfilled and what's still outstanding. The system shows you at a glance which orders are complete, which are partially shipped, and which are still waiting, so nothing falls through the cracks and customers always get accurate updates.
Whether you're dispatching from your own warehouse, coordinating with multiple suppliers, or managing installations that require delivery confirmation, Zigaflow Delivery Notes adapts to how your business actually works. Customise your templates to match your branding, add the fields that matter to your operation, and integrate with the systems you already use. The result is delivery documentation that doesn't just record what happened but actively helps you deliver better, faster, and with complete visibility at every step.
65%
Reduction in delivery-related customer enquiries when businesses implement real-time tracking and automated dispatch notifications
45%
Time saved on delivery administration by eliminating manual data entry between orders, delivery notes, inventory updates, and invoicing
90%
Faster proof of delivery collection using digital signatures compared to waiting for physical paperwork to return from the field
Delivery Notes That Go Nowhere
Problem:
Most businesses create delivery notes that exist in complete isolation from everything else. You generate a document, print it out, and hand it to a driver, but that piece of paper has no connection to your orders, your inventory, or your invoicing. When someone needs to know what was delivered to a customer last month, they're hunting through filing cabinets or email attachments trying to find the right document. The delivery note becomes a dead end rather than a useful record, and the disconnect between dispatch and the rest of your business creates constant manual work to keep everything synchronised.
Solution:
Zigaflow Delivery Notes are automatically linked to your jobs and sales orders, creating a complete chain from quote to delivery. Every note pulls through customer details, line items, and order references automatically. When you need to trace what was delivered, everything is searchable and connected, not buried in a drawer.
Manual Inventory Updates After Dispatch
Problem:
Dispatch something from your warehouse and your inventory system has no idea it happened. Stock levels stay the same until someone remembers to manually adjust them, which might be hours later or not at all. This creates phantom inventory where your system says you have stock but it's actually already out for delivery. Sales teams quote lead times based on stock that isn't there, warehouse staff waste time looking for items that have already shipped, and reordering happens too late because the system doesn't reflect what's really on the shelves.
Solution:
When you mark items as dispatched in Zigaflow, inventory levels update automatically in real-time. Stock allocated to the order is released and recorded as shipped. Your inventory dashboard always shows accurate quantities, so purchasing decisions and customer commitments are based on what you actually have available.
Customers Calling About Delivery Status
Problem:
Every time a customer calls asking about their delivery, someone has to stop what they're doing and investigate. They check with the warehouse, look for the delivery note, try to find tracking information, and eventually get back to the customer with an answer. This reactive approach wastes enormous amounts of time and creates frustration on both sides. Customers feel out of the loop, and your team spends their day playing detective instead of doing productive work. The lack of proactive communication turns routine deliveries into customer service incidents.
Solution:
Zigaflow automatically notifies customers when their order ships, including tracking details and itemised contents. Set up automated messages triggered by status changes so customers know exactly what's happening without calling you. Your team can focus on exceptions rather than fielding routine status enquiries all day.
Paper Signatures and Lost Proof of Delivery
Problem:
The driver returns with a stack of signed delivery notes that now need to be matched to orders, filed correctly, and somehow made accessible when disputes arise weeks later. Paper gets lost, signatures are illegible, and when a customer claims they never received something, finding the proof becomes a treasure hunt. Worse still, if you need confirmation before invoicing, you're stuck waiting for paperwork to physically return before you can bill. This delay in getting paid combined with the administrative burden of managing physical documents creates unnecessary friction in your entire fulfilment process.
Solution:
Enable digital signatures in Zigaflow so customers confirm receipt directly on a tablet or smartphone. Signatures are instantly attached to the delivery note record, searchable, and available to anyone who needs them. No waiting for paperwork, no lost documents, and proof of delivery is captured the moment the customer signs.
Part Deliveries Across Multiple Shipments
Problem:
When an order ships in multiple deliveries, tracking what's been sent and what's still outstanding becomes complicated fast. Different delivery notes for the same order, quantities that need to be tracked across shipments, and customers asking which items are coming on which delivery. Without a systematic way to manage partial fulfilment, it's easy to lose track, double-ship items, or leave customers waiting for goods that were supposed to be included weeks ago. The complexity multiplies when you have dozens of orders, each in various stages of completion.
Solution:
Create multiple delivery notes from a single job or order, with Zigaflow automatically tracking remaining quantities and delivery history. The system shows exactly what's been shipped, what's outstanding, and what's allocated to future deliveries. Customers and your team always know the complete fulfilment picture at a glance.
No Visibility Into Delivery Performance
Problem:
How long does it typically take to fulfil orders? Which customers receive the most deliveries? What's your on-time delivery rate? Most businesses can't answer these questions because their delivery data is scattered across disconnected documents that were never designed for analysis. Without visibility into delivery performance, you can't identify bottlenecks, spot patterns, or make informed decisions about your fulfilment operations. Problems only surface when customers complain, by which point the damage to the relationship is already done.
Solution:
Every delivery note in Zigaflow contributes to reporting and analytics that show fulfilment performance across your business. Track delivery times, completion rates, and volumes by customer, product, or time period. Use real data to optimise your dispatch operations and identify issues before they affect customer satisfaction.
Retyping Order Details Into Delivery Documents
Problem:
The customer name, delivery address, order items, special instructions, and quantities all exist in your order system, yet someone still manually types them into a separate delivery note document. This duplication wastes time and introduces errors. An address gets mistyped, quantities don't match, or special handling instructions get missed entirely. Then the wrong items arrive at the wrong place, creating returns, redeliveries, and unhappy customers. The irony is that all the correct information existed; it just didn't flow through automatically.
Solution:
Create delivery notes directly from your jobs and orders with one click. All customer details, line items, quantities, and notes pull through automatically. Select which items are shipping on this delivery, and Zigaflow generates a professional document with accurate information every time, no retyping required.
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How it Works
Generate Delivery Notes Instantly
Open any job or sales order and click to create a delivery note. All customer information, delivery address, and line items pull through automatically. Select which items are included in this shipment and specify quantities. Zigaflow generates a professional delivery note linked to the original order, ready to print or send electronically.
1
Add Details and Special Instructions
Review the delivery note and add any additional information: carrier details, tracking numbers, special handling instructions, or delivery time windows. Use your custom templates to include fields specific to your business. The document automatically includes your branding and all required information formatted consistently across every delivery.
2
Update Status and Inform Customers
Mark the delivery as dispatched and Zigaflow springs into action. Inventory levels update automatically, the order status changes, and customers receive automated notifications with shipment details. Configure your automated messages to include tracking links, estimated delivery times, and itemised contents so customers know exactly what's on the way.
3
Digital Signatures and Confirmation
When goods arrive, capture proof of delivery directly on a tablet or smartphone. Customers sign electronically, and the confirmation is instantly attached to the delivery record. Add photos of delivered items if needed. Everything is stored digitally and immediately accessible, eliminating lost paperwork and delays in confirmation.
4
Close the Loop and Get Paid
With proof of delivery confirmed, you're ready to invoice. Zigaflow tracks which delivery notes are complete and ready for billing. Generate invoices directly from delivered orders, with all quantities and pricing pulled through automatically. The complete record from quote to delivery to payment is connected and traceable in seconds.
5
How do I create a delivery note from an existing order in Zigaflow?
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Creating delivery notes from orders is designed to be fast and accurate. Navigate to your job or sales order, then click the action menu and select "Create Delivery Note." Zigaflow automatically pulls through all customer details, delivery address, line items, and quantities. You can then select which items are included in this particular shipment if you're doing a partial delivery. The system tracks remaining quantities automatically, so creating subsequent delivery notes for the same order shows exactly what's still outstanding. Once you've confirmed the items and added any additional details like carrier information or special instructions, save the delivery note and it's linked to the original order permanently.
Can I send delivery notes to customers automatically when orders ship?
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Zigaflow makes customer communication automatic through automated messages. Configure a dispatch notification triggered when a delivery note moves to "Shipped" status. The message can include the itemised list of what's being delivered, tracking information if available, and expected delivery timeframes. Customers receive this notification via email or SMS automatically, without anyone having to manually send it. You can also set up follow-up messages, such as delivery confirmation requests or satisfaction surveys after the delivery window has passed. This proactive communication dramatically reduces inbound enquiries asking about delivery status and keeps customers informed throughout the fulfilment process.
How does Zigaflow handle partial deliveries and split shipments?
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Partial deliveries are managed seamlessly through the delivery note system. When creating a delivery note from an order, you specify the quantities being shipped on this particular delivery. Zigaflow automatically calculates and displays remaining quantities on subsequent delivery notes using variables like total ordered, already delivered, and outstanding. This means your PDF templates can show exactly what's been sent previously, what's shipping now, and what's still to come. For customers receiving split shipments, this clarity prevents confusion about which items to expect in each delivery. The parent order shows a complete delivery history, and you can always see at a glance which orders are fully fulfilled, partially fulfilled, or awaiting dispatch.
Does creating a delivery note automatically update inventory levels?
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Inventory integration ensures your stock levels stay accurate as goods ship. When a delivery note moves to a status configured to release stock (such as "Picked" or "Shipped"), Zigaflow automatically books those items out of inventory. The stock that was allocated to the order is released and recorded as dispatched. You can configure exactly which status triggers the stock movement to match your warehouse workflow. For businesses that pick before shipping, you might release stock at the picked stage. For others, it might happen when the driver leaves. This automatic synchronisation eliminates the gap between physical dispatch and system records that causes so many inventory accuracy problems.
Can customers sign for deliveries electronically in Zigaflow?
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Digital signatures transform proof of delivery collection. Using the eForms app on a tablet or smartphone, delivery drivers or customers can sign directly on the screen. The signature is captured, timestamped, and immediately attached to the delivery note record in Zigaflow. There's no delay waiting for physical paperwork to return, and signatures are never lost or illegible. You can also capture additional information at the point of delivery, such as photos of goods delivered, notes about condition, or confirmation of specific items received. All this information is instantly available to anyone in your team who needs it, whether for invoicing, customer service, or dispute resolution.
How do I customise the delivery note template to match my branding?
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Delivery note templates are fully customisable to present a professional image and include the information your business needs. Access the template editor through your document settings, where you can add your logo, adjust colours, and modify the layout. Use merge fields to pull through dynamic information like customer details, item lists, quantities, and special instructions. For businesses with multiple brands or divisions, you can create different templates and assign them to specific situations. The template system supports variables for partial delivery tracking, showing ordered quantities versus delivered quantities, making it easy to produce clear documentation even for complex split shipments. Changes to templates apply to all future delivery notes while preserving the original format for historical records.
Can I combine multiple orders onto a single delivery note?
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For customers receiving goods from multiple orders in one delivery, Zigaflow supports consolidated delivery notes through the Projects feature. Link related jobs and orders to a Project, then create a delivery note at the Project level that combines items from multiple orders. This is particularly useful for regular customers who place frequent orders but prefer consolidated deliveries. The delivery note shows items grouped by original order reference, so both you and the customer can trace each item back to its source. Each individual order is updated to reflect what's been delivered, maintaining accurate records across all the original transactions while producing a single practical delivery document for the shipment.
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