Unlocking Efficiency: Your Zigaflow Questions, Answered

Zigaflow provides flexibility for products with variable pricing. How Zigaflow Solves It: You can input costs on-the-fly for each line item within a quote or order to reflect specific variations, rather than relying on a fixed price from a product library. The product library also supports ‘Variants’ which so you can easily swap between variations of a product (e.g., different colours for a baseball cap).

Yes, Zigaflow has an optional customer portal. How Zigaflow Solves It: The customer portal allows your clients to log in and view the status of their current jobs, see forms that require their approval (like artwork proofs), create orders, and download documents such as copies of their invoices. You can control how much information is visible to them. This feature is available as an addition to the ‘Momentum’ and ‘Velocity’ plans.

Zigaflow is a fully cloud-based system, ensuring accessibility and robust data protection. How Zigaflow Solves It: Zigaflow is hosted on a secure and reliable cloud infrastructure. Your data is backed up regularly, providing peace of mind regarding data safety and availability.

Zigaflow can accommodate scenarios with multiple business identities or brands, even with shared staff, offering flexibility in how you structure your operations. How Zigaflow Solves It: Multiple brands can be run from within one account (using different document templates and branding for each) or, if you have multiple legal entities with their own financial accounts, you can have separate Zigaflow accounts. For group accounts, users can easily move between linked accounts and even report across entities, providing a consolidated view if needed.

Absolutely! We understand the importance of ensuring Zigaflow is the right fit for your unique needs. How Zigaflow Solves It: Zigaflow offers both a freemium version (focused on quotes) and a free trial of the more comprehensive packages. We encourage prospects to use these to run through their typical job processes. We are also happy to provide initial support to get you up and running on a trial, help set up a few products or examples, and answer any questions to ensure you can evaluate it effectively.

We designed Zigaflow to be intuitive and user-friendly, backed by responsive, human support. How Zigaflow Solves It: Zigaflow aims to provide a clear, consistent interface across its modules. For support, there's a readily accessible support button within the system that connects you to a real person, not a bot. We also offer optional onboarding packages to help you get set up quickly and make the most of the system's features from day one.

Yes, Zigaflow offers versatile data import and export capabilities, particularly with Excel/CSV files, to fit your existing workflows. How Zigaflow Solves It: You can export quotes, customer lists, and stock quantities to Excel/CSV format. This is useful for sharing quote information with clients who prefer spreadsheets or for performing tasks like physical stock takes. Furthermore, you can import data back into Zigaflow from Excel, for example, to update a quote based on a client's Excel feedback, or to import all the items created on a CAD program. You can easily import initial product and customer lists. The system provides column mapping to facilitate these imports.

Yes, all document templates in Zigaflow are fully customizable. How Zigaflow Solves It: Templates for quotes, invoices, purchase orders, delivery notes, and eForms are standard Word documents. You can download these, edit them using Microsoft Word to add your logo, change layouts, decide which information fields appear (e.g., show or hide component costs, add supplier details to a delivery note), and then upload them back into Zigaflow to use as your new default or as alternative templates. This means you can tailor documents to specific client needs or for different types of jobs.

Absolutely. Zigaflow simplifies the creation and management of purchase orders directly from your customer orders. How Zigaflow Solves It: Within Zigaflow, you can easily generate POs directly from items on a customer order. If an order involves multiple items from different suppliers, Zigaflow can split these into individual POs for each supplier. Supplier details are pre-populated if they are in your system (they can be imported or added on the fly). You can email POs to suppliers, and they can acknowledge receipt via a link, with automated chasers if they don't respond. PO numbers and expected delivery dates are visible on the linked customer order, providing clear tracking. Suppliers can even update dispatch details and tracking numbers via a link if you provide it.

Zigaflow includes an inventory management module designed to help you track stock levels, including components and finished goods. How Zigaflow Solves It: Zigaflow's inventory module allows you to track stock levels, see what's available ("free stock"), what's allocated to orders, and identify what needs reordering. For materials like timber or sheet metal that are cut down, the "kits" (or assemblies) feature allows you to define a finished product (e.g., a 3m length of timber) as being made from a portion (e.g., 0.5) of a larger stock item (e.g., a 6m plank). When the finished product is sold or used, the system deducts the proportional amount from the parent stock item. You can also perform manual stock adjustments, and use Excel import/export for stock takes.

Zigaflow features an eForms system specifically designed to streamline artwork approvals. How Zigaflow Solves It: The eForms system allows you to send artwork (by dragging and dropping a PDF into the form) to your client via a link. The client can view the artwork, provide reasons for rejection, or approve it with a digital signature, all online. This approval is logged in Zigaflow, and the status of the job or works order can be automatically updated. Automated chaser emails can be configured to remind clients if they haven't signed off, ensuring your production isn't unnecessarily delayed.

Zigaflow provides robust reporting capabilities, allowing you to track key metrics like sales performance, customer purchasing patterns, job profitability, and outstanding invoices. How Zigaflow Solves It: Track costs and sale prices on every quote and order to see forecast and actual profit margins for each job. Run reports to identify all jobs within a specific period that haven't been fully invoiced; these reports can be automated and sent to you regularly (e.g., weekly). You can also analyze customer purchasing history to identify trends, which can inform pricing strategies or marketing efforts.

Yes, Zigaflow offers robust, direct integration with popular accounting platforms like Xero and QuickBooks. When an invoice is paid in your accounting software, the status can also be updated in Zigaflow. How Zigaflow Solves It: Zigaflow streamlines your accounting by allowing you to create invoices directly from orders within the system. These invoices can then be automatically or manually posted to Xero or QuickBooks, eliminating the need for double data entry. If you add a new customer in Zigaflow and invoice them, their details will be automatically created in your linked accounting software. This ensures your financial data is consistent and saves significant admin time.

Yes, Zigaflow supports part-invoicing and the creation of pro forma invoices. How Zigaflow Solves It: You can create a pro forma invoice for a specific percentage (e.g., 50%) or amount of the total order value. Once the customer pays this (which can be done via Stripe or Authorize.net integrations within Zigaflow if you choose), you can then generate a standard tax invoice for that payment. Later, you can invoice for the remaining balance. The system clearly shows the un-invoiced amount on an order, helping you track what's outstanding.

Zigaflow makes it easy to present volume-based pricing to your customers. How Zigaflow Solves It: When an item is added to a quote or job, the system will check for any quantity breaks and use the appropriate price. This is perfect where you are quoting just one quantity. Where you want to show more quantities for the same item, you can use the "tiered style" quote which allows you to display these in a tabular fashion.

Zigaflow is designed to handle complex quotes involving multiple components, variable costs, and setup charges. How Zigaflow Solves It: Utilize the "kits" or "assemblies" feature to define a main product built from various sub-components (materials, labor, etc.), with costs rolling up. Alternatively, the "promo style" quote allows you to add a primary item and then layer on additional per-item costs (like different print positions or colours) and one-off setup charges. These costs are then accurately calculated across different quantity breaks you present to the customer. For items priced by area, "multipliers" (e.g., length and width) can calculate the required units.

Zigaflow includes a leads module and customer database with features to manage prospects and existing clients, along with tools for targeted email communication. How Zigaflow Solves It: Manage your prospects within the leads module, tracking interactions and moving them through your sales pipeline. For email marketing, you can send targeted emails to segments of your customer list (e.g., those who bought a specific product previously) directly from Zigaflow via your own email for smaller batches, or integrate with MailChimp for larger campaigns. Email opens can be tracked. While not as extensive as dedicated marketing automation platforms like HubSpot, it provides core CRM and email marketing functionality tailored for sales processes.

Yes, Zigaflow allows you to incorporate images effectively in your quotes and job records, enhancing clarity and professionalism. How Zigaflow Solves It: You can associate images with products stored in your Zigaflow product library, and these images will automatically pull through onto your quotes. For one-off items or specific job documentation, you can attach images (like photos of completed work or customer-supplied artwork) directly to a quote, order, or job. These attachments are specific to that record and customer. Customizable quote templates allow you to control how images are displayed, such as thumbnails next to line items or larger images in a separate specification section.

Yes, Zigaflow's automation capabilities are a key benefit for reducing manual chasing. How Zigaflow Solves It: Set up automated chaser emails based on triggers like the status of a quote (e.g., "sent" but not "accepted"), invoice (e.g., "sent" but "unpaid" after due date), or artwork (e.g., "sent for approval" but not "approved"). You can configure the frequency and content of these chasers (e.g., daily for five days for small quotes, or weekly for larger clients) and even set up escalations to your team if no response is received.

Almost, Zigaflow can help automate the distribution of incoming quotations from an API to your team members. How Zigaflow Solves It: As quotations come in from your website, the system will distribute them based on whether sender already has an account manager, and if not, to the next available team member, based on their current loading.

Zigaflow is designed to centralize your operations, reducing manual data entry and connecting disparate parts of your workflow. How Zigaflow Solves It: By acting as a central hub, Zigaflow can integrate with your website via API or specific platforms like Shopify to automatically create orders or quotes from online submissions. Email integration allows correspondence to be automatically logged against the relevant customer, quote, or order, providing a complete communication history for your team. This reduces the need to switch between systems and re-enter information, minimizing errors and saving time.

Zigaflow provides a central platform where all job-related communication and status updates are logged and visible to the team. How Zigaflow Solves It: Each record (like a quote or order) has a timeline that logs emails exchanged with the customer (even replies made via Outlook, once initially tracked). The "@mention" feature allows team members to tag colleagues on specific items or general records (e.g., "@Sarah, can you check this supplier price?"). This triggers a pop-up notification for the tagged user and links them directly to the relevant context, ensuring everyone stays informed and tasks aren't missed.