What can a Zigaflow automation trigger on?

Two things: a status change, or a new record being created, in any module that supports automations (quotations, jobs or sales orders, works orders, purchase orders, invoices, supplier invoices and more). You can add a delay so the automation queues for a period before firing, and by default it runs once per record unless Allow Repeat is ticked. Conditions narrow it further: the status it moved to, tags on the order or the customer, the order value, or the status of sibling purchase orders from the same job. Multiple conditions can be combined, including Or conditions.

Can Zigaflow create a job automatically when a quote is accepted?

Yes. On the Quotation module, create an automation with the trigger Status Changed, a condition of the Accepted status, and the action Create Job. Choose the status the new job starts in and, optionally, the job pre-build to use so it carries the right templates, automated messages and tasks from day one. The help center recommends a short delay on the trigger to avoid it firing on an accidental status change.

Can Zigaflow send automatic follow-up emails for quotes?

Yes. Automated messages sit on each quotation pre-build. Create one that triggers a set number of days after the quote reaches Sent, at a chosen time, to {ClientContactEmail} from the assigned user's address or a shared one. The message can be filtered by business type, customer tags or quotation tags, and it stops sending when the quotation moves to another status such as Accepted. Once built on one pre-build it can be copied to the others.

Does Zigaflow chase suppliers who have not acknowledged a purchase order?

Yes. Suppliers can acknowledge a PO online, which moves it to Supplier Confirmed. A PO pre-build automated message can chase the supplier a set number of days after Sent, recurring every few days until the status changes, using {ReviewLink} for the acknowledgement page. A second message can escalate a lack of response to the assigned user or a manager after a set number of business days. The same pattern works for RFQs and for eForm sign-offs.

Can Zigaflow send SMS messages automatically?

Yes. Any automated message can include an SMS: tick the SMS option on the message, put {ClientContactCellphone} or {ClientContactMobile} in the mobile field, and write the text, keeping in mind the 160-character limit and that variables take up some of it. Preview the SMS alongside the email before saving. If you are in the USA or Australia you must contact Zigaflow before sending SMS because of country-specific regulations.

Can Zigaflow export invoices to Xero or QuickBooks automatically?

Yes. On the Invoice module, create an automation triggered by Status Changed with a condition of the status you export from (for example Sent) and the action Export To Xero or Export To QuickBooks. Invoices reaching that status are then exported without anyone opening them. Supplier invoices can also be exported to Xero, QuickBooks or FreeAgent; see [Supplier invoices](/features/supplier-invoices).

Can an automation call another system?

Yes. Webhook actions are available on quotation and job or sales order automations. Set the target URL and a free-text type identifier, and on the trigger Zigaflow makes a single call to that URL. It does not handshake with the receiving system and is made once, so it suits notifying a production board or courier system; for two-way integration use the [Zigaflow API](/integrations/api). Zigaflow does not call third-party automation platforms on your behalf; the webhook is the connection point.

Operations

Automations that move the job on without you

Every module has a trigger: a record is created, or its status changes.

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ZZigaflow

Dashboard

Leads

Quotations

Jobs

Purchase Orders

Delivery Notes

Invoices

eForms

Jobs

Summit Conferences · JB-0441

SearchDM

450 delegates · conference pack · delivery 14 Jun

Add noteRaise invoice

Quotation

QT-4201

Accepted

28 May

Job

JB-0441

In Production

30 May

Purchase order

PO-0912

Sent

Midocean

Delivery Note

DN-0233

Pending

14 Jun

Invoice

INV-0341

Draft

Xero

Line items4 items

ItemQtySell

Canvas tote, full-colour print4503.85

Ballpoint pen, two-colour pad print4500.85

16GB USB drive, laser engraved4504.60

A5 recycled notebook, debossed4502.90

Sell

5,490

4 lines

Cost

3,542

Supplier prices live

XeroSynced

INV-0341 created as a draft

Contact matched · 5,490 · due 30 Jun

Agent replyAwaiting approval

“Hi Priya, the 450 conference packs are in production and on track for 14 Jun. Artwork proofs attached for the tote and notebook.”

Approve and sendEdit

MarginThis job

Margin

35.5%

Quoted 33.4%

Gross profit

1,948

This job

Chasing that depends on someone remembering

Before

Quotes go quiet, invoices go overdue and suppliers sit on purchase orders.

With Zigaflow

Automated messages live on the pre-build for each module: set the trigger status, the days to wait, the time of day and whether it recurs, and Zigaflow sends the branded email or SMS from your address.

Handoffs that are retyped

Before

The quote is accepted, so someone creates the job. The job reaches Ready for Production, so someone creates the works order.

With Zigaflow

An automation on the quotation module creates the job, in the status and pre-build you choose, when the quote moves to Accepted.

Systems that do not talk to each other

Before

Your production board, courier system or customer portal needs to know when a Zigaflow order changes, and today that means someone copying it across.

With Zigaflow

Add a webhook action to a quotation or job automation and Zigaflow posts to the target URL on the trigger, with a free-text type you can use to route the call on the other side.

What you get

Triggers on status change or on creation, with an optional delay and Allow Repeat
Conditions on tags, customer, order value, sibling PO status and more, combined with And and Or
Actions: create a job, works order or ticket, move a related record, add or remove a tag, change the assigned user
Export invoices to Xero or QuickBooks automatically when they reach a status
Webhook action from quotations and jobs to call another system
Automated emails and SMS on a schedule: follow up a quote, chase a payment, chase a supplier, escalate a non-response
Messages stop by themselves when the record moves to another status
One automation log across every module, filterable by module and record

How it works

Pick the module and triggerCog, Automations, then the module.
Set the conditionsEdit the default condition to the status that should fire the automation.
Choose the actionsSelect an action: Create Job with a status and pre-build, Create Works Order for tagged items, Export to Xero or QuickBooks, Change Related Job's Status, add a tag, call a webhook.
Add automated messages on the pre-buildOn the module's pre-build, open Automated Messages and create one: trigger status or date, days to wait, time to send, recurrence, and recipients using variables such as {ClientContactEmail}.
Watch the logOpen the Automation Log to see every run across modules.

What are Zigaflow automations?

An automation is a rule attached to a module: when a quotation, job, purchase order, invoice or other record is created or changes status, and the conditions you set are met, Zigaflow performs one or more actions. Conditions can test the new status, tags on the record or its customer, the record's value or the status of related records such as every purchase order raised from a job. Actions vary by module and include creating a job from an accepted quote, creating a works order for tagged line items, creating a ticket, moving a related job when all its POs are received, adding or removing a tag, changing the assigned user, changing a customer's status, updating the tax codes on a quote, exporting an invoice to Xero or QuickBooks, splitting an order into fulfilled and backordered parts, de-allocating stock, and calling a webhook. Each automation can be delayed, allowed to repeat, and saved inactive while you build it. Every run is recorded in the automation log.

Automated messages are the second half. They live on a module's pre-build and send an email or SMS when a record reaches a status, or a set number of days after it, at a chosen time, optionally recurring until the status changes. Variables such as {ClientContactEmail}, {SupplierContactEmail} and {ReviewLink} address and personalize them, and they can be filtered by tag or business type so different customers receive different chasers.

The workflow library describes end-to-end scenarios built from these pieces, from quote to invoice. This page describes the mechanism. Both start from the same idea: the status a record is in should be enough to make the next thing happen.

Frequently asked

Works with Automations

Features

Quotes Jobs/Orders Invoices

Integrations

Xero QuickBooks API Email

Industries

Promotional Products & Branded Merchandise Office Furniture Audio-Visual

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