How does Zigaflow integrate with supplier feeds?

Zigaflow integrates directly with major promotional products suppliers including Sourcing Machine, Pencom, LALTEX Promo, FastFit, BagCo, BagsHQ, Keramikos, and Thermalmate. These integrations provide real-time access to product catalogues, current pricing, stock availability, and product specifications. When creating quotes, you can search across 10,000+ products in seconds, add items with one click (including images and specifications), and automatically pull the latest supplier pricing. This eliminates manual data entry, reduces errors, and ensures your quotes always reflect current supplier information.

Can Zigaflow handle artwork approval workflows?

Yes. Zigaflow provides dedicated artwork approval eForms that let you upload designs, send branded approval requests to customers (no login required), and track approval status in real-time. The system sends automated email reminders to customers with overdue approvals, escalates delays to your team after configurable timeframes, and notifies sales instantly when customers approve or request changes. You can see exactly when customers opened the approval request, track revision history, and maintain a complete audit trail. This typically reduces artwork approval time by 50% compared to manual email-based processes.

Does Zigaflow work with my accounting software?

Yes. Zigaflow integrates with Xero, QuickBooks, and FreeAgent for seamless financial management. You can sync invoices automatically, track payments in real-time, import tax codes and nominal accounts, reconcile transactions, and maintain accurate financial records without double data entry. For online payments, Zigaflow integrates with Stripe and Authorize.Net, allowing customers to pay invoices instantly online. Payment status automatically updates in both Zigaflow and your accounting system, eliminating manual reconciliation work.

How long does it take to implement Zigaflow?

Most promotional products companies are up and running within 2-4 weeks. Week 1 includes initial setup, data import (customers, products, suppliers), and team training. Week 2-3 covers configuring workflows, customizing document templates, and setting up integrations with your accounting software and supplier feeds. Week 4 is go-live with ongoing support. Zigaflow includes a free 1-hour onboarding session with every plan, plus access to comprehensive help documentation, video tutorials, and email/in-app support to ensure successful adoption. Our support team is based in London and responds to queries typically within 2-4 hours during business hours.

Can I track margins and profitability by customer or product?

Absolutely. Zigaflow provides detailed margin tracking and reporting at multiple levels: by individual product, customer, salesperson, product category, and time period. You can set margin alerts to warn before accepting unprofitable orders, track forecasted vs. actual costs to identify where estimates were off, and view post-confirmation changes that impact profitability (such as rush fees or specification changes). Real-time dashboards show which customers and products are most profitable, helping you focus sales efforts on high-margin opportunities. This visibility helps promotional companies maintain 5-8% higher gross margins by eliminating hidden cost leakage.

What happens to our data if we decide to leave Zigaflow?

You own your data completely. At any time, you can export all your data (customers, products, orders, quotes, invoices, supplier information, etc.) in standard CSV or Excel format for use elsewhere. If you choose to leave Zigaflow, we provide full data export assistance with no additional fees, restrictions, or artificial delays. Your data is stored securely in ISO 27001 certified data centers with daily backups, and you can access exports anytime from within the platform. We believe in earning your business every month, not trapping you with your own data.

Does Zigaflow support multi-user access with different permission levels?

Yes. Zigaflow offers role-based access control, allowing you to set different permission levels for sales reps, customer service, management, and finance teams. For example, you can restrict junior salespeople from sending quotes above certain value thresholds or discount percentages without manager approval, limit financial data visibility to management only, require approval for orders below minimum margin thresholds, or control which team members can access supplier pricing. Each user has their own login and password, and you can see detailed activity logs showing who did what and when. This ensures security while giving each team member the access they need to do their job effectively.

Can Zigaflow handle complex promotional products orders with multiple decoration methods?

Yes. Zigaflow supports complex orders with multiple items, various decoration methods (embroidery, screen printing, laser engraving, pad printing, digital printing, etc.), multiple delivery addresses, and phased delivery schedules. You can create kits that bundle multiple items together, track decoration costs separately from product costs, manage artwork files per item, specify different decorations for different quantity breaks, and coordinate production across multiple suppliers - all within a single order. The platform maintains full visibility and audit trails throughout the entire process, ensuring nothing falls through the cracks on complex multi-component orders.

Is Zigaflow suitable for small promotional products businesses or only large companies?

Zigaflow works for promotional companies of all sizes. Our pricing scales from small businesses (Essential plan at £79/month for 1 user) to large enterprises with custom requirements. Small businesses benefit from automation that eliminates manual processes without needing dedicated admin staff, while larger companies gain enterprise features like advanced automation, custom reporting, API access, and dedicated account management. The software grows with your business - many customers started small and scaled up as they grew.

Industry Solution

Promotional Products Software That Grows Your Business

Streamline operations from quote to delivery with real-time visibility. Built specifically for promotional merchandise businesses around the world.

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Quote BuilderQT-1089

Embroidered polo shirts × 150

LALTEX Group

£1,84238%

Branded tote bags × 200

Midocean UK

£68042%

Screen-printed hoodies × 80

PF Concept

£1,12035%

Laser-engraved keyrings × 500

Ralawise

£47551%

£4,117

Subtotal

41.5%

Avg Margin

£2,890

Gross Profit

60%

Less Admin Time

Automate repetitive tasks and eliminate manual data entry

40%

Faster Quotes

Create professional quotes in 15 minutes instead of 45

50%

Reduction in Approval Time

Eliminates the back-and-forth of email-based approvals

Sector specialisms

Find your specific trade

Promotional Products & Branded Merchandise covers a range of businesses. Select your specialism for a closer look at how Zigaflow fits your workflow.

Branded Apparel & Workwear

From embroiderers and screen printers to workwear distributors - Zigaflow gives garment de…

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Charity & Fundraising Merchandise

Charities and fundraising merchandise suppliers operate on tight margins and lean teams. Z…

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Corporate Gifts & Incentives

Corporate gifting agencies handling branded merchandise, incentive programmes and executiv…

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Exhibition & Events Merchandise

Events and exhibition merchandise suppliers face immovable deadlines and last-minute chang…

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Print & Signage

Wide format printers, signage companies and print bureaux need fast, accurate quoting and …

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Sports & Club Merchandise

From football clubs and academies to leisure centres and sports retailers - Zigaflow handl…

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University & Schools Merchandise

Freshers merchandise, society kits, graduation gifts and school uniforms involve complex a…

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About This Solution

The complete business management platform for promotional merchandise distributors

Running a promotional merchandise business means managing complexity that generic software simply wasn't built for. Every order involves supplier coordination across multiple catalogues, decoration specifications with PMS colours and run charges, artwork approval workflows, and multi-line quotes that need to be accurate and professional — often within the hour.

Most distributors reach a point where spreadsheets and email threads stop scaling. Orders fall through the cracks. Margins erode because costs are tracked manually. Sales teams spend 45 minutes building a quote that should take 10. Zigaflow replaces that patchwork of tools with a single platform that covers your entire operation — from first enquiry through to invoicing — with direct supplier feeds from Midocean, LALTEX, PF Concept, and others built in from day one.

The result is a business that quotes faster, fulfils more accurately, and gives you the margin visibility to make confident commercial decisions. Whether you're a team of five or fifty, Zigaflow scales with you without the complexity or cost of an enterprise ERP.

Key Facts

Automates quote creation with integrated supplier feeds from LALTEX, Midocean, PF Concept and other major distributors
Manages artwork approval workflows with customer portals, automated reminders, and real-time status tracking
Tracks orders end-to-end from quote to delivery with complete audit trails and supplier coordination tools
Provides real-time margin visibility by product, customer, and salesperson with configurable alerts
Integrates with Xero, QuickBooks, FreeAgent, Stripe, and Shopify for seamless financial management

Common Challenges

The problems we solve

Built specifically for your industry - Zigaflow tackles the operational headaches that generic software ignores.

Inefficient Order Management

Juggling multiple spreadsheets, email threads, and manual processes creates chaos. Orders fall through the cracks, suppliers aren't coordinated, and your team wastes hours tracking down status updates.

How Zigaflow helps

Zigaflow centralizes every order with real-time tracking from quote to delivery. @mentions keep teams coordinated, automated supplier updates eliminate chasing, and complete audit trails show exactly what happened when. Companies typically see 40% faster order processing with virtually zero missed deliveries.

Integrations

Works with your existing tools

Accounting, Payments & More

Direct Supplier Feeds

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FAQs

Common questions answered

Promotional products software is a specialized business management system designed to streamline operations for branded merchandise companies. Zigaflow automates time-consuming tasks like quote creation, artwork approvals, supplier coordination, and order tracking - helping you reduce administrative time by 60% while eliminating costly errors. Unlike generic business software, Zigaflow integrates directly with major supplier feeds (Sourcing Machine, Pencom, LALTEX), provides artwork approval workflows, tracks multi-supplier orders, and offers margin visibility specific to the promotional products industry.

Industry member

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