One Platform. Every Feature Your Business Needs.
From first enquiry to final invoice, Zigaflow connects your sales, operations, procurement, finance, and digital tools into a single system that actually works together. Stop switching between disconnected apps and start running your business from one place.
Why Do Growing Businesses Choose Zigaflow?
Most service businesses start the same way. You manage leads in one tool, create quotes in a spreadsheet, track jobs on a whiteboard, and chase invoices through your email. Each system works well enough on its own, but nothing talks to each other. Customer details get typed three times over. Orders slip through the cracks between departments. And when a customer calls asking about their order, you spend ten minutes checking four different places before you can give them an answer.
Zigaflow replaces that patchwork of disconnected tools with a single platform where every part of your business connects automatically. When a lead becomes a customer, their details flow into a quote. When the quote is accepted, it creates a job. The job triggers purchase orders to your suppliers, allocates inventory, and generates works orders for your production team. When the work is complete, delivery notes confirm what was shipped, eForms capture customer sign-off, and invoices go out automatically with the correct amounts already calculated.
That connected workflow is what sets Zigaflow apart from generic project management tools or complex enterprise systems that take months to implement. Every feature is built to work with every other feature, creating a coherent flow from first enquiry to final payment. Your sales team sees what operations is doing. Your procurement team knows what jobs need materials. Your finance team knows exactly which deliveries are complete and ready for billing. No one is working in the dark.
Zigaflow is built specifically for service businesses between 5 and 50 people. Whether you install office furniture, distribute promotional merchandise, manage audio-visual projects, or run a construction operation, you get industry-relevant tools without enterprise complexity. The system adapts to your processes rather than forcing you into rigid workflows, and you can be up and running in days rather than months.
With 15 integrated features across sales, operations, procurement, finance, and digital tools, Zigaflow gives you everything you need to run your business professionally, efficiently, and profitably from one login.
Sales
Win More Business, Faster
Capture every opportunity, create professional quotes in minutes, and keep your entire team aligned on what matters most. Zigaflow's sales tools give you complete visibility from first enquiry to closed deal, so nothing falls through the cracks.
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Leads
Capture, track, and convert every opportunity
Stop losing potential customers to messy spreadsheets and forgotten follow-ups. Zigaflow's lead management captures enquiries from your website, email, and phone calls into a visual pipeline where you can track every opportunity from first contact to closed deal. Assign leads to team members, set automated follow-up reminders, and see exactly which marketing sources generate the best results. When a lead is ready, convert it to a quote with one click and all the customer details carry across automatically.
Visual pipeline boards with drag-and-drop status updates
Automated follow-up emails and reminders
Lead source tracking for marketing ROI
One-click conversion to quotes with data carry-over
Bulk email capabilities for nurturing campaigns
Quotes
Professional quotes that win more work
Create detailed, professional quotes in minutes instead of hours. Build quotes from your product catalogue with automated pricing calculations, apply markup rules consistently, and send branded proposals that make your business look polished. Customers can accept and sign quotes online with built-in e-signatures. When they do, Zigaflow automatically creates the job, triggers purchase orders for supplier materials, updates inventory allocations, and notifies your team through mentions. No manual handoffs, no missed steps.
Product catalogue with automated pricing and markup rules
Online acceptance with e-signatures
Real-time tracking of quote opens and views
Automatic job creation on acceptance
Version control with full audit history
Mentions
Team collaboration linked to your actual work
Keep your team connected without the chaos of separate messaging apps. Zigaflow Mentions lets you tag team members directly on quotes, jobs, invoices, and any other document in the system. Every message is permanently linked to the specific record it relates to, creating a complete audit trail of who said what and when. No more searching through email threads or chat histories trying to find that crucial instruction. Automated notifications bring people straight to the context they need, and the activity feed keeps everyone informed about what matters.
@mention team members on any document
Notifications via email, in-app, and mobile
Complete audit trail of all communications
Line-item level comments for specific instructions
Automated messages triggered by status changes
Operations
Deliver Every Job On Time and On Budget
From simple orders to complex multi-stage projects, Zigaflow gives your operations team the tools to plan, execute, and track every piece of work without drowning in admin. Real-time visibility means you always know where things stand.
Jobs / Sales Orders
Your central hub for managing every order
Jobs are the heart of Zigaflow. Every accepted quote, every customer order, every piece of work flows through your job management system where you can track progress, manage costs, coordinate suppliers, and monitor profitability in real time. Use visual Kanban boards to see every job at a glance, or switch to calendar view for deadline management. The Status Playbook automates routine tasks based on job stages, so when a job moves to "In Production," the system automatically sends purchase orders, allocates inventory, creates works orders, and notifies your team through mentions.
Visual Kanban boards and calendar views
Status Playbook for automated task workflows
Real-time cost tracking and profitability analysis
Supplier coordination from within each job
Connected to quotes, invoices, delivery, and procurement
Works Orders
Manage complex production and installation separately
When jobs involve intricate manufacturing, assembly, or installation work, Works Orders let you manage the production detail separately from the customer-facing order. Break complex jobs into nested components and assemblies, assign tasks to specific team members or departments, and track time spent against each stage. Works Orders connect directly to your inventory for material allocation and to purchase orders for component procurement, keeping production on track without cluttering your sales pipeline.
Nested assemblies and sub-components
Time tracking per production stage
Flexible access control for team visibility
Direct inventory allocation and material tracking
Linked to parent jobs for complete traceability
Project Tracking
Milestones, timelines, and progress at a glance
Keep complex, multi-phase projects on schedule with Project Tracking tools that give you clear visibility into milestones, dependencies, and progress. Track deliverables against timelines, monitor resource allocation across active projects, and identify bottlenecks before they cause delays. Project dashboards pull together data from jobs, purchase orders, and invoices, giving you a single view of project health without switching between screens or chasing team members for updates.
Milestone tracking with dependency management
Visual timeline and Gantt-style views
Resource allocation and workload balancing
Integrated dashboards pulling from all connected records
Automated alerts for approaching deadlines
Procurement
Control Costs and Manage Your Supply Chain
From requesting supplier quotes to receiving goods, Zigaflow streamlines your entire procurement process. Track every penny spent, manage inventory levels automatically, and ensure the right materials arrive at the right time.
Delivery Notes
Track every shipment from dispatch to doorstep
Create professional delivery notes directly from orders, track partial and split shipments, and capture proof of delivery digitally. Zigaflow automatically calculates remaining quantities across multiple deliveries, so your team always knows what's been shipped and what's outstanding. Customers receive automated dispatch notifications with tracking details, reducing inbound enquiries. When delivery is confirmed, the system updates job status and flags orders ready for invoicing, closing the loop between dispatch and payment.
Create from orders with automatic line item population
Manage partial deliveries with remaining quantity tracking
Digital proof of delivery with signatures and photos
Automated customer dispatch notifications
Direct connection to invoicing for completed deliveries
RFQs (Requests for Quotation)
Get supplier prices without the email chaos
Stop chasing suppliers through cluttered inboxes. Zigaflow's RFQ management creates professional pricing requests directly from your jobs and quotes, sends them to multiple suppliers simultaneously, and tracks every response in one place. Automated follow-ups chase suppliers who haven't responded, and you can compare prices side by side before selecting the best option. When you're ready, convert the winning RFQ response directly into a purchase order with one click. Every price, every conversation, every decision is documented and traceable.
Create RFQs directly from jobs and quotes
Send to multiple suppliers simultaneously
Automated follow-up chaser emails
Side-by-side price comparison
One-click conversion to purchase orders
Purchase Orders
Professional supplier ordering with full cost control
Create, send, and track purchase orders without spreadsheets or scattered emails. Generate POs directly from jobs, RFQs, or standalone requirements. Track supplier acknowledgements, monitor delivery dates, and manage partial receipts all within Zigaflow. Every purchase order links back to the job it supports, so you always know exactly how much you're spending against each customer order. When goods arrive, update the PO and the associated inventory and delivery notes update automatically.
Create POs from jobs, RFQs, or standalone
Track supplier acknowledgement and delivery status
Manage partial deliveries and backorders
Real-time cost tracking against job budgets
Automated inventory updates on receipt
Inventory
Real-time stock control without the complexity
Know exactly what you have, where it is, and when you need to reorder. Zigaflow's inventory management tracks stock levels in real time across multiple locations, automatically adjusts quantities as jobs consume materials and purchase orders replenish them, and alerts you when items fall below minimum thresholds. Use barcode scanning for fast stock takes, manage serialised and batch-tracked items, and maintain accurate costings that flow directly into your job profitability calculations. No more selling stock you don't have or emergency orders for items you should have reordered weeks ago.
Real-time stock tracking across multiple locations
Automatic reorder alerts at minimum thresholds
Barcode scanning for receiving and stock takes
Serial and batch number tracking
Integrated with jobs, POs, and delivery notes
Finance
Get Paid Faster with Less Admin
Professional invoicing and contract management that connects directly to your operations. No more double-entry, no more chasing paperwork, and no more revenue slipping through the cracks.
Invoices
Professional billing connected to your whole business
Generate accurate invoices from completed jobs, accepted quotes, or delivered orders without retyping a single detail. Zigaflow pulls through all line items, quantities, and pricing automatically, reducing errors and speeding up your billing cycle. Send professional invoices with integrated payment links through Stripe, and track payment status in real time. The system syncs with Xero, QuickBooks, or FreeAgent to keep your accounts up to date without double entry. Set up automated payment reminders for overdue invoices, so your finance team spends less time chasing and more time on strategic work.
Generate from jobs, quotes, or delivery notes
Integrated online payments through Stripe
Xero, QuickBooks, and FreeAgent sync
Automated payment reminders and chaser emails
Real-time payment status tracking and reporting
Contracts
Never miss a renewal or deadline again
Manage service agreements, maintenance contracts, and recurring commitments with Contracts that automatically track renewal dates, generate scheduled jobs, and trigger invoices based on your agreement terms. Built-in e-signatures eliminate the print-sign-scan cycle, and centralised storage keeps every agreement accessible when you need it. Automated renewal reminders protect your recurring revenue by ensuring no contract expires without action. Every contract links to its associated jobs, invoices, and customer record, giving you complete visibility into your ongoing commitments.
Automated renewal reminders and escalation alerts
E-signatures for contactless agreement execution
Scheduled job and invoice generation from contract terms
Centralised document storage and version history
Complete audit trail linking contracts to jobs and invoices
Digital
Digital Tools That Replace Paper and Save Hours
From custom digital forms to mobile field data collection and online customer ordering, Zigaflow's digital tools eliminate paper processes and manual data entry whilst keeping everything connected to your core business system.
eForms
Build custom digital forms for any business process
Replace paper forms with intelligent digital alternatives using Zigaflow's drag-and-drop eForms builder. Create custom forms for customer sign-offs, equipment certifications, artwork approvals, inspection reports, and any other process that needs structured data collection. Forms pre-fill automatically with customer and job details, send with one click, and chase recipients who haven't completed them. Completed forms generate professional PDFs that attach to the relevant job record, creating a permanent audit trail. Every response flows back into Zigaflow without manual data entry.
Drag-and-drop form builder with no coding required
Auto-populated fields from customer and job records
E-signatures, photo uploads, and checkbox fields
Automated chaser emails for incomplete forms
PDF generation with automatic job attachment
eForms App
Professional data collection on any mobile device
Put professional data collection in your team's pocket with the eForms App. Your field teams can complete inspections, capture site photos, collect customer signatures, and submit job completion reports directly from their mobile device. Built-in validation ensures data accuracy before submission, and offline capability means forms work even without an internet connection. Completed forms sync back to Zigaflow automatically, triggering downstream workflows like invoice generation, works order creation, and team notifications through mentions.
Native mobile app for Android
Offline capability with automatic sync
Built-in data validation and required fields
Photo capture with annotation tools
Real-time sync to Zigaflow with automated workflows
eCommerce
Your online store connected to your business operations
Connect your Shopify store directly to Zigaflow with the eCommerce integration that keeps inventory, orders, and customer data synchronised in real time. When a customer places an online order, Zigaflow automatically creates the job, updates inventory levels, and notifies your fulfilment team. No manual order entry, no inventory conflicts between online and offline sales, and no customers buying products you've already sold. Your entire product catalogue, pricing, and stock levels stay consistent across all sales channels.
Real-time Shopify inventory synchronisation
Automatic order import and job creation
Unified customer database across all channels
Consistent pricing and stock across online and offline
Integrated Stripe payment processing
The Power of Connected Features
The real value of Zigaflow isn't any single feature. It's what happens when all 15 features work together automatically.
Here's a typical workflow for a service business using Zigaflow: A new enquiry arrives as a lead. Your sales team creates a quote with accurate pricing from your product catalogue. The customer accepts and e-signs online. Zigaflow instantly creates the job, sends RFQs to your suppliers for pricing, converts the best responses into purchase orders, and allocates inventory. Your production team receives works orders with full material lists and time tracking. The eForms App captures on-site inspection data and customer sign-off. Delivery notes confirm what was shipped. Invoices go out automatically with the correct amounts. And throughout the entire process, mentions keep everyone informed while project tracking monitors the big picture.
That's not a dream scenario. That's Tuesday for Zigaflow customers.
Every piece of information enters your system once and flows wherever it needs to go. No double entry. No copy-pasting between tools. No wondering whether the spreadsheet is up to date. When your customer calls, you can tell them exactly where their order stands in seconds, not minutes.
For businesses managing ongoing relationships, contracts automatically generate recurring jobs and invoices based on your agreement terms, whilst eForms handle all the approvals and certifications that keep your compliance documentation current.
And if you sell online through Shopify, your eCommerce integration ensures that every online order flows through the same connected system, keeping inventory accurate and operations coordinated across all your sales channels.
Connects to the Tools You Already Use
Microsoft 365
Email and calendar integration
Google Workspace
Email and calendar integration
Stripe
Integrated online payment processing
Shopify
Real-time inventory and order synchronisation
FreeAgent
Connected invoicing and financial reporting
QuickBooks
Automated accounting sync for invoices and expenses
Xero
Two-way sync for invoices, payments, and contacts
15
Integrated features connecting every department in your business, from sales through operations to finance
75%
Average reduction in time spent on manual data entry when all business processes flow through one connected system
30%
Typical increase in quote-to-order conversion rates with professional presentation and automated follow-up
Trusted by Growing Service Businesses
Zigaflow helps businesses across industries replace disconnected tools with one platform that grows with them.
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What is Zigaflow and what features does it include?
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Zigaflow is an all-in-one business management platform built for service businesses with 5 to 50 employees. It includes 15 integrated features spanning five categories: Sales (leads, quotes, mentions), Operations (jobs, works orders, project tracking), Procurement (RFQs, purchase orders, inventory, delivery notes), Finance (invoices, contracts), and Digital Tools (eForms, eForms app, eCommerce). Every feature connects natively with every other feature, creating automated workflows from first enquiry to final invoice without manual data entry or integration headaches.
How is Zigaflow different from a CRM like Salesforce or HubSpot?
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Traditional CRMs focus primarily on sales pipeline and customer relationship tracking. Zigaflow goes beyond CRM by connecting sales to your actual operations, procurement, and finance. When a quote is accepted, it doesn't just update a deal status - it creates jobs, triggers purchase orders to suppliers, allocates inventory, and generates invoices. You manage your entire business workflow in one system rather than using a CRM for sales and separate tools for everything else. For service businesses that need to track materials, manage production, and coordinate deliveries alongside their sales process, Zigaflow replaces the entire patchwork of disconnected tools.
Can I start with just the features I need and add more later?
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Absolutely. Zigaflow is designed to grow with your business. Many customers start with quotes and jobs as their core workflow, then gradually add procurement features like purchase orders and inventory as their operations mature. Because every feature is built into the same platform, adding new capabilities is simply a matter of enabling them - no new integrations, no data migration, and no retraining your team on a completely different system. Your existing data and workflows remain intact whilst new features extend what you can do.
Does Zigaflow integrate with my accounting software?
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Zigaflow integrates directly with Xero, QuickBooks, and FreeAgent. Invoices created in Zigaflow sync automatically to your accounting package, along with customer contacts and payment information. This eliminates double entry and ensures your financial records are always accurate and up to date. The sync works in real time, so when a customer pays an invoice through integrated Stripe payment links, both Zigaflow and your accounting software update simultaneously without manual intervention.
Is Zigaflow suitable for my industry?
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Zigaflow is built for service businesses that manage customer orders, coordinate suppliers, and deliver physical products or services. Customers include promotional merchandise distributors, office furniture installers, audio-visual companies, construction firms, print and signage businesses, lighting contractors, and IT service providers. The system adapts to your specific workflows through customisable fields, status playbooks, and configurable automation rules. If your business involves quoting, ordering from suppliers, managing production or installation, and invoicing customers, Zigaflow is likely a strong fit.
How long does it take to set up Zigaflow?
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Most businesses are operational within a few days. You can import your existing customer data, product catalogues, and supplier lists using built-in import tools. The system comes with sensible defaults that work for most service businesses, and you can customise workflows, templates, and automation rules as you learn the platform. Zigaflow offers onboarding support to help you configure the system for your specific processes, and the help centre provides detailed guides for every feature. There's no complex implementation project or months-long rollout required.
Can my field team use Zigaflow on their mobile devices?
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Yes. The eForms App is a native mobile application available on iOS and Android that allows field teams to complete inspections, capture photos, collect signatures, and submit data from any location. The app works offline, storing completed forms until a connection is available, then syncing automatically. Beyond the eForms App, Zigaflow's web interface is fully responsive, so team members can check job details, update statuses, and communicate through mentions from any device with a browser.
How does Zigaflow handle inventory across multiple locations?
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Zigaflow's inventory management tracks stock quantities, values, and movements across multiple warehouse or storage locations. Each location maintains independent stock levels, and you can transfer items between locations with full audit trail tracking. The system automatically adjusts quantities as jobs consume materials and purchase orders replenish them. Minimum stock alerts notify you when items need reordering, and barcode scanning speeds up receiving, picking, and stock take processes. Serial and batch number tracking is supported for items requiring individual identification.
What's the pricing for Zigaflow?
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Zigaflow offers flexible plans starting from a free tier for basic quoting. Quotes-only plans range from £19 to £99 per month, whilst full system plans with all features start at £79 per month (Essentials) and go up to £399 per month (Momentum) for businesses needing advanced capabilities. All plans include access to the core connected workflow. You can start with a free trial to explore the platform before committing, and there are no long-term contracts or setup fees. Visit the pricing page for current details and to find the right plan for your business.
How does Zigaflow compare to Monday.com or Odoo?
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Monday.com is primarily a project management and work coordination tool. It's excellent for task tracking and team collaboration, but it doesn't include native procurement, inventory management, or invoicing features that service businesses need. Zigaflow provides all of those capabilities in one connected system. Odoo offers a broader enterprise resource planning suite, but its modular approach can become complex and expensive as you add features. Zigaflow delivers a more focused, easier-to-adopt experience specifically designed for small to medium service businesses, with all features included and connected from day one rather than bolt-on modules that require separate configuration.
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