Invoices
is only available on the following plans:
Momentum
Go
Essentials
What is Zigaflow Invoices?
Zigaflow Invoices is a complete billing solution that transforms how service businesses create, send, and track customer invoices. Instead of the typical workflow where jobs finish, weeks pass, and invoicing becomes a monthly accounting headache, Zigaflow lets you generate professional invoices the moment work is complete.
The system connects directly to your jobs and quotes, pulling all the details you've already entered so you're never retyping information or hunting through emails for pricing. When you click "Create Invoice" on a completed job, Zigaflow builds a fully itemized, branded invoice in seconds, complete with your logo, payment terms, and tax calculations. Your operations team can create and send invoices without needing access to your accounting system, dramatically speeding up your quote-to-cash cycle.
Zigaflow eliminates the nightmare of forgotten invoices with clear visibility into what's been billed versus what's outstanding on every job. Part-invoicing for deposits or progress billing becomes straightforward, with the system automatically tracking how much has been invoiced and what remains. Automated payment reminders go out in your brand voice from your email address, escalating appropriately when invoices go overdue.
What sets Zigaflow apart is how seamlessly invoices sync with accounting platforms like Xero, QuickBooks, and FreeAgent. Invoices export automatically with the click of a button or through scheduled automation, eliminating double-entry while keeping your books perfectly up to date. Customers can pay directly via integrated Stripe or Authorize.Net payment links, and those payments automatically reconcile in your accounting system. The result is faster payment, better cash flow, and accounting that actually stays current.
67%
Average reduction in days to invoice after completing jobs, helping businesses get paid weeks faster by eliminating billing delays.
85%
Improvement in invoice accuracy when generated from jobs versus manual entry, eliminating costly billing errors and disputes.
40%
Reduction in outstanding receivables through automated payment reminders and easy online payment options for customers.
The Monthly Invoicing Nightmare
Problem:
<p class="font_8">Your jobs are done, customers are happy, but invoicing gets pushed to the end of the month when someone finally has time to sit down with a spreadsheet and your accounting software. You're manually entering job numbers, line items, and customer details you've already typed three times before. Every week of delay is cash that should be in your bank account. By the time invoices finally go out, you've forgotten important details and customers have cooled on the idea of paying quickly.</p>
Solution:
<p class="font_8">Zigaflow eliminates invoicing delays entirely. The moment a job is complete, anyone on your team can generate a professional invoice with one click. All the details - items, pricing, customer information, your branding - are already there from the quote and job. Your operations team can create and send invoices immediately without waiting for accounting staff or needing access to your accounting system. Invoices that used to take 20 minutes of manual work now take 20 seconds, and they go out the same day work is completed, dramatically improving your cash flow.</p>
Jobs That Never Get Billed
Problem:
<p class="font_8">In the chaos of running a busy service business, jobs slip through the cracks. Partially invoiced projects get forgotten, small jobs never make it into the accounting system, and you discover months later that you did work you never billed for. There's no systematic way to see what's been invoiced versus what's outstanding, so you're constantly second-guessing whether you've billed everything. The lost revenue adds up to thousands or tens of thousands of pounds annually - money you've earned but will never collect.</p>
Solution:
<p class="font_8">Zigaflow makes uninvoiced work impossible to miss. Every job clearly displays what's been invoiced versus what's outstanding, with visual indicators showing the invoicing status at a glance. The system tracks part-invoices automatically, so you always know exactly how much remains to be billed on long-running projects. Automated reports show un-invoiced jobs, and you can set up alerts when jobs sit too long without invoicing. The result is complete visibility that ensures you bill for every penny of work you do, protecting your hard-earned revenue.</p>
Part-Invoice Chaos
Problem:
<p class="font_8">You need to invoice deposits before starting work and send progress invoices as projects advance, but managing this manually is a mess. You're digging through old sent emails trying to figure out how much you've already invoiced, manually calculating what percentage remains, and hoping you don't accidentally bill the same work twice or miss something entirely. Every part-invoice requires careful research and arithmetic, turning what should be a quick task into a 30-minute investigation that still carries the risk of embarrassing errors.</p>
Solution:
<p class="font_8">Zigaflow handles part-invoicing effortlessly by automatically tracking every penny you've billed against each job. When you create a new invoice, you immediately see the total job value, how much has been invoiced previously, and what remains outstanding. Create a deposit invoice for 30%, a progress invoice for another 40%, and a final invoice for the balance - the system calculates everything automatically and prevents over-invoicing. The complete invoice history lives right on the job, so anyone can see the billing progression without hunting through folders or asking around.</p>
Payment Chasing That Never Happens
Problem:
<p class="font_8">Invoices go out and then... nothing. You know you should be following up on overdue payments, but it's awkward, time-consuming, and easy to forget in the daily rush. By the time someone manually reviews aging reports and sends chase emails, invoices are 60 or 90 days overdue. The generic reminder templates from your accounting software don't match your brand voice, and customizing each one is too much work. Meanwhile, your cash flow suffers and your Days Sales Outstanding creeps higher every month.</p>
Solution:
<p class="font_8">Zigaflow automates payment reminders entirely with branded emails that go out from your own email address. Set up reminder sequences once - a friendly note at 7 days overdue, a firmer reminder at 14 days, escalation to management at 30 days - and the system handles everything automatically. Customize messages by customer type using tags, so your best clients get gentle reminders while slower payers get more assertive follow-up. The automation stops instantly when payment arrives, and you can see the complete chase history on every invoice, ensuring consistent, professional payment collection without the manual effort.</p>
The Accounting System Bottleneck
Problem:
<p class="font_8">Only your accounting person has access to Xero or QuickBooks, which means only they can create invoices. Your operations team finishes jobs and then has to email accounting with all the details, hoping nothing gets lost in translation. Accounting becomes a bottleneck, especially during busy periods, and invoices that could go out immediately instead sit in someone's inbox for days or weeks. You're paying an accounting professional's hourly rate to do data entry that your operations team could handle if they just had the right tools.</p>
Solution:
<p class="font_8">Zigaflow completely eliminates the accounting bottleneck by letting your operations team create and send professional invoices without ever touching your accounting system. They work in Zigaflow where they've already created the quote and job, simply clicking "Create Invoice" when work is complete. Those invoices then export automatically to Xero, QuickBooks, or FreeAgent with the click of a button or via scheduled automation. Your accounting team gets perfectly formatted invoices in their system without doing any data entry, while operations can move at their natural pace without waiting for accounting availability.</p>
Customers Who Take Forever to Pay
Problem:
<p class="font_8">You've sent the invoice, chased it once or twice, and now you're waiting... and waiting. Getting customers to sit down and write a check or make a bank transfer takes forever, especially for smaller amounts where the friction of payment feels disproportionate to the invoice value. Some customers genuinely want to pay but keep forgetting, while others are using payment friction as free financing. Either way, your money is tied up in receivables when it should be working in your business.</p>
Solution:
<p class="font_8">Zigaflow eliminates payment friction by embedding Stripe or Authorize.Net payment links directly in your invoices. Customers can pay with a credit card or bank transfer instantly, right from the invoice email or PDF, without having to log into a portal or initiate a separate payment. The money arrives in your account within days, not weeks, and the payment automatically syncs back to your accounting system, reconciling the invoice without any manual work. You can even set up automated reminders that include the payment link, making it effortless for customers to settle their accounts the moment they read the reminder.</p>
Disconnected Invoice Data
Problem:
<p class="font_8">Your invoicing happens in your accounting system, but all the context - the original quote, job notes, customer communications, delivery status - lives somewhere else. When a customer calls with a question about their invoice, you're bouncing between systems trying to understand what they were charged for and why. The accounting team can't answer operational questions about invoices, and the operations team can't see payment status. Everyone wastes time hunting for information that should be in one place, and customers get frustrated by the runaround.</p>
Solution:
<p class="font_8">Zigaflow connects every invoice directly to its source quote and job, with complete context always one click away. From any invoice, you can instantly jump to the original quote to see what was agreed, the job to understand what was delivered, and the complete communication history with that customer. Everyone on your team can see payment status, chase history, and related documents without needing accounting system access. When customers call, anyone can pull up their invoice in Zigaflow and answer questions confidently with full context, delivering the professional service your customers deserve.</p>
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How it Works
Complete Your Job
When your installation, delivery, or service work is finished, simply mark the job as complete in Zigaflow. All the details are already in the system - items delivered, pricing agreed, customer information - from when you originally created the quote and job. No hunting for information or retyping data.
1
Generate Invoice Instantly
Click "Create Invoice" and select your invoice template. Zigaflow builds a fully itemized, professionally branded invoice in seconds with your logo, payment terms, and tax calculations. For part-invoices, the system shows exactly how much has been billed previously and calculates the remaining balance automatically.
2
Review and Send
The invoice pulls your standard payment terms, your customer's specific discount structure, and any notes from the job. Make any final adjustments, then send it directly from Zigaflow via email with a single click, individually or in bulk. The system records exactly when it was sent and by whom.
3
Sync to Accounting
Export the invoice to Xero, QuickBooks, or FreeAgent with one click, or set up automation to export invoices automatically when they reach "Sent" status. The invoice appears in your accounting system perfectly formatted with all details intact, eliminating double-entry and keeping your books current without manual work.
4
Track and Collect
Monitor payment status in real-time as automated reminders go out to customers according to your schedule. When customers pay via integrated Stripe or bank transfer, the payment syncs automatically to your accounting system. See aging reports, outstanding balances, and complete payment history all in one place.
5
How quickly can I create an invoice from a completed job?
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Creating an invoice in Zigaflow takes about 20 seconds once a job is complete. You simply click "Create Invoice" on the job, select your invoice template (which contains your branding and payment terms), and the system generates a fully itemized professional invoice with all details pulled automatically from the job. The invoice includes all line items, pricing, customer information, tax calculations, and your logo without any manual data entry. You can send it immediately or make adjustments first if needed. This is dramatically faster than traditional invoicing where you're manually entering information into accounting software, which typically takes 10-20 minutes per invoice and carries risk of transcription errors.
Can team members create invoices without accessing our accounting system?
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Yes, this is one of Zigaflow's core strengths. Your operations team can create and send professional invoices directly from Zigaflow without ever needing access to Xero, QuickBooks, or FreeAgent. They work with the jobs they've already created, simply clicking to generate invoices when work is complete. Those invoices then export to your accounting system either manually with one click or automatically based on status changes you configure. This eliminates the accounting bottleneck where only one person can create invoices, dramatically speeding up your billing process while maintaining perfect accounting records. Your accounting team gets clean, formatted invoices in their system without doing any data entry.
How does Zigaflow handle deposit invoices and progress billing?
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Zigaflow makes part-invoicing straightforward by automatically tracking every amount you've billed against each job. When creating a new invoice, you immediately see the total job value, all previous invoices, and the remaining balance. You can invoice any percentage or specific amount - for example, a 30% deposit when the job starts, 40% at the halfway point, and the final 30% upon completion. The system prevents over-invoicing and shows the complete invoice history right on the job, so anyone can see billing status without hunting through folders. Each part-invoice connects to the same job, maintaining a clear audit trail and making it easy to reconcile what's been billed versus what remains outstanding.
What accounting systems does Zigaflow integrate with for invoices?
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Zigaflow integrates directly with Xero, QuickBooks Online, and FreeAgent. When you export an invoice, it appears in your accounting system as if you'd created it there originally, complete with all line items, customer details, tax calculations, and proper formatting. You can export invoices manually with a single click or set up automation to export them automatically when they reach specific statuses like "Sent" or "Approved." The integration is bidirectional for payments - when you record payment in your accounting system, that status can sync back to Zigaflow. This eliminates all double-entry while ensuring your books stay perfectly current with minimal effort from your accounting team.
Can customers pay invoices directly through Zigaflow?
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Yes, Zigaflow integrates with Stripe and Authorize.Net to embed payment links directly in your invoices. Customers can pay via credit card, debit card, or bank transfer instantly from the invoice email or PDF without logging into a portal or initiating a separate payment process. The payment arrives in your Stripe or Authorize.Net account, then automatically syncs to your accounting system, marking the invoice as paid and creating the proper payment records. This eliminates payment friction for customers and dramatically speeds up your cash collection. You can enable payments for all invoices or control it on a per-invoice basis, and Zigaflow handles the Stripe fees properly in your accounting reconciliation.
How does automated payment reminder work in Zigaflow?
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Zigaflow's automated payment reminders let you set up branded email sequences that go out automatically from your own email address when invoices become overdue. You configure the timing (for example, 7 days after due date, then again at 14 days, then escalate at 30 days), customize the message for each stage, and even set different sequences for different customer types using tags. The emails go out automatically in your brand voice, and the automation stops immediately when payment is received. You can see the complete chase history on each invoice and get notifications when reminders are sent. This eliminates the manual work of reviewing aging reports and sending chase emails while ensuring consistent, professional payment collection that improves your Days Sales Outstanding.
How do I track which jobs have been invoiced versus which are still outstanding?
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Zigaflow provides complete visibility into invoicing status across all your jobs. Every job displays a clear indicator showing whether it's fully invoiced, partially invoiced, or not yet invoiced, along with the specific amounts. You can see at a glance how much of a job's value has been billed and what remains outstanding. Filtered views let you quickly find all un-invoiced jobs or partially invoiced projects. Dashboard reports show total un-invoiced work value, helping you understand exactly how much cash is sitting unbilled. This comprehensive tracking ensures you never forget to invoice completed work and makes it easy to prioritize which invoices to send next to optimize your cash flow.
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