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.
At a Glance:
Automates quote creation with integrated supplier feeds from Sourcing Machine, Pencom, LALTEX, and other major distributors (10,000+ products)
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 to protect profitability
Integrates seamlessly with Xero, QuickBooks, Shopify, Stripe, and major email platforms
Trusted by Leading Promotional Companies
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
Direct Product, Price & Stock Feeds
Common Challenges We Solve
Inefficient Order Management
Problem:
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.
Solution:
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.
Time-Consuming Sales Process
Problem:
Creating quotes takes 45+ minutes of searching supplier catalogs, manually entering product details, calculating margins, and formatting professional proposals. By the time you send it, the customer has already moved on.
Solution:
Zigaflow's integrated supplier feeds let you search 10,000+ products in seconds, add items with one click (including images and specs), and automatically calculate margins. Professional quote templates help you send beautiful proposals in 15 minutes instead of 45, giving you time to follow up and actually win the business.
Margin Compression
Problem:
Without real-time visibility into costs and margins, you're flying blind on profitability. Hidden costs, supplier price changes, and estimation errors quietly erode margins until you discover the damage months later in your financials.
Solution:
Zigaflow provides instant margin visibility by product, customer, and salesperson. Set margin alerts to warn before accepting unprofitable orders, track forecasted vs. actual costs, and see exactly where margins compress. Companies using Zigaflow typically maintain 5-8% higher gross margins by eliminating cost leakage.
Poor Internal Communication
Problem:
Sales doesn't know what operations is doing. Operations doesn't know what customers want. Everyone is checking email constantly to stay in the loop, yet critical information still gets missed, causing delays and disappointed customers.
Solution:
Built-in @mentions let you loop in teammates instantly without leaving the platform. Status updates are visible to everyone who needs them, automated notifications keep people informed, and complete activity logs show the full conversation history. Teams save 5+ hours per week previously lost to coordination overhead.
Artwork Approval Bottlenecks
Problem:
Chasing artwork approvals via email is painful. Customers don't respond for days, you have no idea who's actually seen the artwork, and production gets delayed while everyone waits. The back-and-forth eats up hours of admin time.
Solution:
Zigaflow's artwork approval eForms let you send branded approval requests (no customer login required) with automated email reminders. You see exactly when customers open approvals, get instant notifications when they respond, and can escalate overdue approvals automatically. This typically reduces approval time by 50%.
Supplier Coordination Chaos
Problem:
Managing multiple suppliers per order is a coordination nightmare. You're constantly checking email for acknowledgments, chasing dispatch updates, and manually updating everyone on status. One missed email delays the entire order.
Solution:
Zigaflow automatically generates purchase orders, tracks supplier acknowledgments, and receives dispatch updates in real-time. Supplier portals give them visibility without constant emails, and you see everything in one place. Companies typically reduce supplier coordination time by 65%.
Inventory Guesswork
Problem:
You have no idea what's actually in stock, what's committed to orders, or when to reorder. This leads to emergency supplier calls, delayed deliveries, and excess stock sitting in your warehouse tying up cash.
Solution:
Zigaflow tracks real-time inventory across multiple locations, automatically reserves stock when orders are confirmed, and alerts you when items hit reorder points. See exactly what's available, what's committed, and what needs ordering. Companies typically reduce inventory carrying costs by 30% while improving delivery reliability.
Missed Repeat Business
Problem:
Corporate clients often reorder the same branded merchandise annually, but you're relying on memory or scattered notes to follow up. Opportunities slip through the cracks because there's no systematic way to track and re-engage past customers.
Solution:
Zigaflow automatically tracks order history and makes it easy to recreate previous orders with one click. Set reminders for annual reorders, see exactly what customers purchased previously, and identify upsell opportunities based on buying patterns. This systematic approach to repeat business typically increases annual customer value by 20-30%.
Limited Business Intelligence
Problem:
You have no clear view of which products are most profitable, which customers are worth nurturing, or where your business is actually growing. Decision-making is based on gut feel rather than data, causing you to double down on the wrong things.
Solution:
Zigaflow provides real-time dashboards showing revenue by product category, margin by customer segment, salesperson performance, and trending metrics. Custom reports slice data exactly how you need it. This visibility helps you focus resources on high-margin opportunities and stop wasting time on unprofitable business.
Seamless Integrations That
Power Your Promo Business
How Zigaflow Compares
Feature
Zigaflow
Test 1
Test 2
Supplier Integrations
Artwork Approvals
Supplier Integrations
Supplier Integrations
✓ 8+ major suppliers
✓ Automated portal
✓ 8+ major suppliers
✓ 8+ major suppliers
✗ None
✗ Email only
✗ None
✗ None
✓ Limited
✓ Basic
✓ Limited
✓ Limited
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Frequently Asked Questions
What is promotional products software and how does it help my business?
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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.
How does Zigaflow integrate with supplier feeds?
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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?
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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?
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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?
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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?
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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?
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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?
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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?
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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?
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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.
