Jobs/Orders
is only available on the following plans:
Momentum
Go
Essentials
Complete Job Management in One Place
Every service business knows the chaos of managing jobs across spreadsheets, email threads, and sticky notes. You're constantly hunting down information - did the supplier confirm that order? Has the customer been updated? What's left to deliver? And somewhere in all this noise, profit margins are slipping through the cracks.
Zigaflow's Jobs module puts you back in control. Instead of information living in a dozen different places, everything about a job lives in one central record. Your team can see exactly where each job stands, what's been ordered, what's been delivered, and what still needs doing. No more email archaeology. No more "I thought you handled that." Just clear visibility from quote acceptance through to final invoice.
The real power isn't just having information in one place - it's what happens automatically once it's there. When a job hits "Ready to Dispatch," your customer gets notified. When costs come in from suppliers, your profit tracking updates in real time. When stock gets allocated, your team knows exactly what to pull for each delivery. The system does the coordination work, so you don't have to.
For businesses managing complex projects with multiple suppliers, delivery dates, and invoicing milestones, Jobs becomes your single source of truth. Create purchase orders for multiple suppliers with one click. Track forecast costs against actual spending as orders come in. Set up playbook-style screens that guide your team through your exact process, making sure nothing gets missed. And when it's time to invoice - whether partial or full - the system knows exactly what's been delivered and what's still outstanding.
This isn't about replacing your judgment with software. It's about giving you the visibility to make better decisions faster. You can see at a glance which jobs are profitable, which are running over budget, and where bottlenecks are forming. Your team stops wasting time on coordination calls and starts focusing on actually getting work done. And your customers stay informed without you having to think about it.
Whether you call them jobs, orders, sales orders, or projects, Zigaflow handles them the way your business actually works - not the way some enterprise software manual says you should. Connect quotes to jobs to purchase orders to invoices in a workflow that makes sense. Track costs and margins in real time. Keep your team coordinated with automated tasks and mentions. And finally stop losing money to disorganisation.
75%
Time saved coordinating job information across team members
90%
Reduction in missed deliveries and incomplete orders
40%
Improvement in job profitability through better cost tracking
Scattered Job Information
Problem:
You're trying to check on a job status and it turns into a treasure hunt. The original quote is in one email thread. Purchase order confirmations are in another. Delivery details are on a spreadsheet somewhere. Your colleague swears they wrote down the customer's special instructions but can't remember where. Meanwhile, your customer rings asking for an update, and you're frantically clicking through folders trying to piece together what's actually happening. By the time you've found everything, you've burned 20 minutes that should have been spent on actual work. Multiply this across dozens of jobs, and you're losing hours every week just to basic information retrieval. The real damage isn't just wasted time - it's the decisions you make with incomplete information. You order extra stock because you can't quickly check what's already allocated. You miss a delivery deadline because nobody realised the supplier was running late.
Solution:
Zigaflow's Jobs module puts everything about a job in one central record. Customer details, line items, purchase orders, delivery notes, invoices, files, email conversations, and team communications all live together. Your team can open a job and immediately see the complete picture - no hunting, no guessing, no hoping someone else knows what's going on. When someone asks about a job, you pull up one screen and have every answer. Files attach directly to jobs. Emails link automatically through your connected inbox. Mentions keep team conversations in context. Everything you need is right where you need it, saving hours every week and eliminating costly mistakes from incomplete information.
Flying Blind on Job Status
Problem:
You know you've got jobs running, but you have no idea where they actually stand. Is that office furniture order ready to dispatch? Did the supplier confirm our AV installation equipment? Which jobs are waiting on customer approval versus waiting on stock? The only way to find out is to manually check with team members, trawl through emails, or ring suppliers directly. By the time you've gathered the information, it's already out of date. Someone moved something forward, someone else hit a snag, and you're working with yesterday's reality trying to make today's decisions. This lack of visibility creates bottlenecks everywhere. Jobs sit in "Ready to Dispatch" when they should have gone out days ago. Purchase orders aren't placed because nobody realised the job was approved. Customers chase you for updates because your team genuinely doesn't know what to tell them.
Solution:
Zigaflow's kanban-style job board shows you exactly where every job stands at a glance. Drag and drop jobs through statuses as they progress. Filter by customer, value, team member, or delivery date. Set up custom views for different roles - sales see their pipeline, operations see what needs dispatching, finance sees what needs invoicing. Everyone has visibility into exactly what matters to them, updated in real time. When jobs move status, everyone sees it immediately. Automated notifications alert team members when action is needed. Calendar views show delivery dates and deadlines. You're constantly working with current information instead of guessing based on outdated status checks.
Evaporating Profit Margins
Problem:
You quote a job with healthy margins, then watch those margins disappear as actual costs roll in. The supplier charged more than expected. You had to order rush delivery. Extra labour was needed on site. By the time you invoice, you're barely breaking even - or worse, making a loss - and you only realise it when you review the numbers weeks later. The problem isn't that costs changed - that's normal. The problem is you had no way to track them as they happened. Your quote had forecast costs, but those lived in one place. Actual costs from purchase orders lived somewhere else. Labour costs lived in another system entirely. Trying to compare forecast versus actual meant manually pulling data from multiple sources and hoping you didn't miss anything. Without real-time cost visibility, you can't course-correct while there's still time to do something about it.
Solution:
Zigaflow tracks forecast costs from your quote and actual costs from purchase orders and inventory allocation automatically. See margin impact in real time as costs come in. Get visual indicators when jobs are trending over budget so you can take action immediately - renegotiate with suppliers, adjust scope with customers, or simply understand the true cost before you commit to similar jobs in future. Run reports comparing forecast versus actual across your entire portfolio. Identify which jobs, customers, or product types are most profitable. Finally understand where your money is actually going while you can still do something about it, instead of discovering profit problems when it's too late to fix them.
Endless Supplier Coordination
Problem:
Someone needs to know if the promotional products supplier confirmed our order. Another person needs the expected delivery date for construction materials. Someone else needs to chase why audio-visual equipment is running late. You spend half your day coordinating supplier information that should just be visible to everyone. Every purchase order creates coordination overhead. Did we send it? Did they acknowledge it? When is it expected? Has it shipped? Each question triggers an email chain or internal message. Multiply this across dozens of suppliers and hundreds of line items, and coordination becomes a full-time job. The chaos multiplies when you're managing multiple suppliers for a single customer job. You're trying to coordinate delivery dates so everything arrives when needed, not weeks early or critically late. But you're doing this coordination through scattered emails, phone calls, and manual tracking.
Solution:
With Zigaflow, create purchase orders from jobs with one click and track everything in context. See all POs related to a job in one view. Get automatic status updates when suppliers acknowledge orders or provide tracking details through supplier acknowledgement pages. Set expected delivery dates and get visual warnings when dates approach. Track which items have been received and which are still outstanding. Your whole team can see supplier order status without asking anyone - they just open the job and see current PO status. Coordination becomes automatic instead of constant. Use mentions to flag specific team members when supplier issues need attention, with the full context right there in the job record.
Customers Chasing Updates
Problem:
Your customer emails asking where their order is. Someone needs to check with operations, check with the warehouse, check with delivery, then piece together a response. By the time you reply, the customer has already sent a follow-up. This happens multiple times per job, multiplied across every active customer. The problem isn't that customers want updates - that's reasonable. The problem is providing those updates takes actual work every single time. Someone has to stop what they're doing, gather information, and craft a response. For jobs with multiple delivery phases or long lead times, you're fielding these requests constantly. What makes it worse is when different team members give different answers. Operations says it shipped yesterday. Delivery says it's going out tomorrow. The customer is left confused and frustrated, wondering if anyone actually knows what's happening with their order.
Solution:
Zigaflow's automated messages keep customers informed without you lifting a finger. Set up automatic emails or SMS when jobs move to specific statuses - "Your order is in production," "Ready to dispatch," "Out for delivery," "Installation scheduled." Customers get consistent, timely updates based on actual progress, not someone's best guess. Your team stops fielding repetitive "where's my order" requests and focuses on actually getting orders out the door. For customers who do ring with questions, your team can instantly see job status, delivery dates, and tracking information without consulting multiple people or systems. Customer communication becomes proactive instead of reactive, and your team saves hours every week on status update requests.
Invoicing Taking Forever
Problem:
You finished a job weeks ago, but the invoice still hasn't gone out. Why? Because nobody can quickly confirm what was delivered versus what was quoted. Did we deliver everything? Were there any variations? Did we bill for that additional work? The finance team is waiting on someone to confirm, that person is busy on other jobs, and the invoice sits in limbo. For complex jobs with multiple deliveries or part invoicing, it's even worse. You need to invoice for Phase 1 completion, but first you need to work out what was included in Phase 1, what's been delivered, what costs have been incurred, and what hasn't been invoiced yet. This detective work delays billing by days or weeks, directly impacting your cash flow. Meanwhile, your profit margins suffer because you miss things. That additional site visit doesn't get invoiced because nobody tracked it properly. Those extra materials don't appear on the final invoice.
Solution:
Zigaflow shows you exactly what's been delivered and what's been invoiced right on the job record. Create invoices from jobs with one click - full or partial. The system knows what's been billed and what hasn't. Track deposit invoices, progress invoices, and final invoices all in context. See total job value, invoiced amount, and outstanding balance at a glance. Delivery notes link to jobs so you know exactly what went out when. Set up automated reminders to invoice jobs when they hit certain statuses. Stop losing money to disorganised invoicing and delayed billing. Your finance team can generate accurate invoices in minutes instead of hours, and nothing falls through the cracks because everything is tracked in the system.
Process Lives in People's Heads
Problem:
Your experienced team member knows exactly what to do when a job comes in - check these details, confirm with the customer, schedule with operations, allocate stock, update delivery dates. But your newer team member? They're guessing. They miss steps. They don't know what questions to ask. Jobs get delayed or messed up simply because the process wasn't followed. Even experienced team members forget things when they're busy. They skip the customer confirmation because they're rushing. They forget to allocate stock because they got distracted. They don't create the purchase order because they assumed someone else did. When your process lives in people's heads, it only works when people remember everything perfectly. This creates inconsistency everywhere. Some jobs run smoothly. Others hit problems that could have been prevented. Customers get different experiences depending on who handles their job.
Solution:
Zigaflow's playbook-style screens guide your team through your exact process. Set up custom fields and screens for different job statuses. Make certain fields required before a job can progress - can't move to "Ready to Dispatch" without confirming delivery address and allocating stock. Automatically generate tasks when jobs move to specific statuses - "Confirm delivery address," "Allocate stock," "Schedule installation team." Your process becomes built into the system instead of living in people's heads. Everyone follows the same steps every time, whether it's their first day or their fifth year. Training new people becomes simple because the system guides them. Quality stays consistent because the process is enforced. You can finally scale your business without sacrificing service quality.
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How it Works
Create Jobs From Accepted Quotes or Manually
When a customer accepts a quote in Zigaflow, you can automatically create a job with all the items, pricing, and details already in place. Or create jobs manually for orders that come in through other channels. Import multiple jobs from spreadsheets if you're migrating from another system. Everything links back to the original quote, customer record, and contact details, so context is never lost.
1
Track Progress Through Your Custom Workflow
Move jobs through your statuses using the kanban board view - from "Order Confirmed" through "In Production," "Ready to Dispatch," "Delivered," and beyond. Set up your own statuses that match how your business actually works. Filter and view jobs by status, customer, value, team member, or any other field that matters. See your entire job pipeline at a glance and spot bottlenecks before they become problems.
2
Manage Suppliers, Stock, and Deliveries in Context
Create purchase orders for multiple suppliers directly from the job with one click. Allocate stock to specific job line items so your team knows exactly what to pull. Track expected delivery dates from suppliers and see warnings when dates approach. Generate delivery notes and track what's been delivered versus what's outstanding. Everything related to fulfilling the job lives right on the job record.
3
Monitor Costs and Profit in Real Time
See forecast costs from your original quote alongside actual costs as they come in from purchase orders and inventory allocation. Watch your margin update in real time. Get visual indicators when jobs are trending over budget so you can take action immediately. Run reports across all jobs to understand which types of work, customers, or products are most profitable. Make decisions based on current data, not month-old guesses.
4
Invoice and Get Paid With Complete Visibility
Create full invoices or part invoices directly from jobs with complete visibility into what's been delivered and what's been billed. The system tracks deposits, progress payments, and final invoices all in context. See exactly what's been invoiced and what's outstanding right on the job record. Set up automated reminders to invoice when jobs reach certain statuses. Link invoices to accounting systems like Xero or QuickBooks for seamless financial management.
5
How do Jobs connect to other parts of Zigaflow?
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Jobs sit at the centre of your workflow and connect to almost everything else in Zigaflow. When you accept a quote, it can automatically create a job with all the same items and details. From a job, you can create purchase orders for suppliers, delivery notes for dispatch, and invoices for billing - all with one click. Jobs can link to contracts for ongoing work, works orders for internal production, and projects for complex multi-job management. The connections work both ways. Open a purchase order and see which job it relates to. Look at an invoice and jump straight to the original job. Check a delivery note and see the complete job context. Email conversations link to jobs automatically through your connected email account, so customer communications live right where you need them. These connections eliminate the need to search across different systems or folders - everything you need is one click away from the job record itself.
Can I customise the job workflow to match my business process?
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Absolutely. Zigaflow doesn't force you into a one-size-fits-all workflow. You set up your own statuses that match how your business actually works - whether that's "Awaiting Customer Approval," "In Production," "Quality Check," "Scheduled for Installation," or whatever makes sense for you. You can have as many or as few statuses as you need. For each status, you can set up playbook-style screens that show different fields and information. Maybe "Order Confirmed" needs delivery address confirmation. Maybe "Ready to Dispatch" needs stock allocation confirmation. You control what your team sees and what's required before they can move forward. You can also set up automated messages and tasks that trigger when jobs move to specific statuses - keep customers informed, remind team members of next steps, or alert managers when high-value jobs progress. The system adapts to your process, not the other way around.
How does cost tracking work for jobs with multiple suppliers?
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When you create purchase orders from a job, Zigaflow automatically tracks those costs against the job's forecast. If you quoted £1,000 for materials and your purchase orders total £1,200, you see that variance immediately. The system shows forecast cost, actual cost from purchase orders, and actual cost from inventory allocation - all side by side on the job record. For businesses that combine client orders with stock orders to suppliers, you can control whether the system calculates costs for the whole purchase order or just the items matching the job. This is useful when you order eight of something but only four are for this specific customer - the rest go into stock. The cost tracking adjusts accordingly. You can view costs at the job level, line item level, or across your entire portfolio through the reporting centre. This visibility lets you spot jobs running over budget while there's still time to take action, rather than discovering profit problems weeks after completion.
Can different team members have different views of jobs?
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Yes. Zigaflow lets you set up custom column sets so different team members can focus on what matters to them. Sales might want to see customer details, quoted value, and status. Operations might need delivery dates, stock allocation status, and purchase order tracking. Finance wants to see invoiced amounts, costs, and profit margins. Admin users can create these different column sets, and team members can switch between views depending on what task they're working on. You can also control which team members can see which jobs based on assignment, customer, or other criteria. This means everyone has access to the information they need without being overwhelmed by fields that don't matter to their role. Permissions control who can edit versus view, who can create versus delete, and who can access financial information versus operational details. The system provides visibility while maintaining appropriate access control.
How do I handle jobs with multiple deliveries or staged invoicing?
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Zigaflow tracks everything at the line item level, so you can manage complex delivery and invoicing scenarios easily. Create delivery notes for part deliveries and the system shows exactly what's been delivered versus what's outstanding. When you go to create an invoice, you can see what's been delivered and choose to invoice for the full amount, a percentage, or specific line items. The system maintains a complete history of deposit invoices, progress invoices, and final invoices - all linked to the job. You can see total value, amount invoiced, and outstanding balance at a glance. For businesses using the Projects module, you can combine multiple jobs into a single customer invoice for staged payments or when invoicing based on milestones. Part invoicing becomes straightforward instead of requiring complex spreadsheet tracking to remember what you've already billed.
Can I use Jobs if I don't use Quotes in Zigaflow?
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Yes. While the Quote-to-Job workflow is powerful, you don't need to use quotes to benefit from Jobs. Create jobs manually whenever orders come in - whether that's through phone calls, in-person sales, email, or your eCommerce integration. You can set up template jobs with common items to speed up creation. You can import jobs from spreadsheets if you're managing orders in Excel currently. Jobs work independently but integrate with whatever other Zigaflow modules you do use. Use Jobs with Purchase Orders to manage supplier coordination. Use Jobs with Invoices to bill customers. Use Jobs with Inventory to allocate stock. Use Jobs with Delivery Notes to manage dispatch. You pick which parts of Zigaflow make sense for your business and ignore the rest. The system is modular by design - you're not forced to use features that don't fit your workflow.
What happens to jobs data when I integrate with accounting software?
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When you connect Zigaflow to accounting systems like Xero, QuickBooks, or FreeAgent, your job data stays in Zigaflow while invoice and payment data syncs to your accounting software. You manage jobs, track costs, coordinate deliveries, and handle all operational details in Zigaflow. When you create an invoice from a job, that invoice can automatically push to your accounting system for financial record-keeping. The job record maintains links to invoices even after they sync, so you can always see which invoices relate to which jobs. Customer payment status updates flow back from your accounting system to Zigaflow, so you can see which jobs have been paid without leaving the platform. This separation means your operational team works in Zigaflow while your accountant or bookkeeper works in your accounting software - each using the right tool for their needs. Job-level reporting and profitability tracking stays in Zigaflow where you have the operational context to actually use it.
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