Transform Your Quoting Process with Professional Precision

Zigaflow provides a flexible template editor that allows you to create professional quote PDFs that perfectly match your brand identity. Navigate to the settings area and select "Quotations" then "Document Templates." You can upload your company logo, set your brand colors, choose fonts, and arrange the layout of quote elements. The template uses variables in curly brackets like {customer_name} and {quote_total} that automatically populate with data from each quote. You can add static text for terms and conditions, create custom headers and footers, and design how line items display. The template supports tables for organizing items, section totals, and grand totals. Once you save your template, all new quotes automatically use this design. You can create multiple templates for different business units or quote types and select the appropriate one when creating a quote.

Yes, Zigaflow handles markup and discount calculations automatically based on rules you configure. When you add items to quotes, the system can automatically apply percentage markups to your cost prices to determine selling prices. For example, if you set a 50% markup and your cost is £100, the system automatically calculates a £150 selling price. You can also configure customer-specific discount percentages that apply automatically when creating quotes for particular clients. The system supports both margin-based and markup-based pricing approaches. Additionally, you can set volume break pricing where unit prices automatically decrease based on quantity ordered. All calculations happen in real-time as you build the quote, and you can always override automatic pricing on individual line items when needed. These automation rules save time and ensure consistent pricing across your sales team.

The approval workflow in Zigaflow ensures that quotes exceeding certain value or discount thresholds get reviewed before sending to customers. You configure approval limits by going to settings and selecting "Quotations" then "Internal Approvals." Set thresholds for quote values and maximum discount percentages that trigger approval requirements. Assign user roles that are subject to these limits - typically junior sales staff while senior team members can approve. When a sales rep creates a quote that exceeds their limits, they cannot send or download it until approved. They click the "Request Approval" button, select an authorized approver, and send an email request directly from the system. The approver receives a notification with a link that takes them directly to the quote for review. They can approve with one click, allowing the quote to be sent, or reject it with comments explaining what needs to change. The entire approval history is logged on the quote for audit purposes.

Absolutely. Zigaflow's e-signature feature allows customers to review and accept quotes online, which dramatically speeds up your sales process and eliminates paperwork. To enable this, go to settings and configure e-signatures for quotations. You define what status change occurs when a quote is accepted - typically changing from "Sent" to "Accepted." You can customize what information customers must provide when accepting, such as purchase order numbers, project start dates, or contact details. When you send a quote with e-signatures enabled, customers receive an email with a secure link. They review the quote online, provide the required information, and click "Accept Quotation." The system immediately changes the quote status, sends confirmation emails to both the customer and your team, and can trigger automated actions like creating a job or invoice. A signed PDF is automatically generated and stored with the quote. If you've configured Stripe payments, customers can even pay by credit card during the acceptance process.

Zigaflow includes email tracking that shows you exactly when customers open your quote emails and how many times they've viewed the quote document. To enable this feature, go to email settings and turn on email tracking. Once enabled, every quote email you send includes an invisible tracking pixel. When the customer opens the email, the system logs the date and time. You can see this tracking information directly on the quote record in the activity timeline or email history section. The system shows you the initial open time, subsequent opens, and whether they downloaded the PDF attachment. This visibility helps you time follow-up calls and emails perfectly. If a customer has opened your quote multiple times, it's a strong signal of interest and a good time to reach out. If a quote hasn't been opened after several days, you might need to confirm you have the correct email address or try a different contact method.

Yes, Zigaflow supports sophisticated pricing structures including tiered pricing and volume break discounts. When setting up items in your product catalog, you can define multiple price tiers based on quantity ranges. For example, you might price an item at £10 for quantities 1-99, £9 for 100-499, and £8 for 500+. When you add this item to a quote, the system automatically applies the appropriate price based on the quantity entered. You can also create section-based tiered quotes where different pricing applies to distinct groups of items or services. The quote template can display these tiers clearly, showing customers how they can save money by increasing quantities. For more complex scenarios, you can add custom pricing sections to your quote template that calculate and display volume discounts dynamically. All tier calculations happen automatically, eliminating manual price lookups and reducing errors in complex quotes.

Zigaflow's automation system allows you to trigger actions automatically when quotes reach certain statuses, eliminating manual data re-entry and handoffs. Go to settings and select "Automations" then create a new automation rule for quotations. Set the trigger to be when a quote's status changes to "Accepted." Choose your action - create a job, create an invoice, send email notifications, or trigger multiple actions in sequence. When you create a job or invoice from a quote, the system copies all relevant information: customer details, line items with quantities and prices, special instructions, delivery addresses, and any custom fields you've configured. You can also set up automations to notify specific team members when high-value quotes are accepted, trigger purchase orders to suppliers for the required materials, or update inventory allocation. These automations ensure that accepted quotes immediately flow into your operations and fulfillment processes without anyone having to manually re-create the information in different parts of the system.