How do I create a delivery note from an existing order in Zigaflow?

Creating delivery notes from orders is designed to be fast and accurate. Navigate to your job or sales order, then click the action menu and select "Create Delivery Note." Zigaflow automatically pulls through all customer details, delivery address, line items, and quantities. You can then select which items are included in this particular shipment if you're doing a partial delivery. The system tracks remaining quantities automatically, so creating subsequent delivery notes for the same order shows exactly what's still outstanding. Once you've confirmed the items and added any additional details like carrier information or special instructions, save the delivery note and it's linked to the original order permanently.

Can I send delivery notes to customers automatically when orders ship?

Zigaflow makes customer communication automatic through automated messages. Configure a dispatch notification triggered when a delivery note moves to "Shipped" status. The message can include the itemised list of what's being delivered, tracking information if available, and expected delivery timeframes. Customers receive this notification via email or SMS automatically, without anyone having to manually send it. You can also set up follow-up messages, such as delivery confirmation requests or satisfaction surveys after the delivery window has passed. This proactive communication dramatically reduces inbound enquiries asking about delivery status and keeps customers informed throughout the fulfilment process.

How does Zigaflow handle partial deliveries and split shipments?

Partial deliveries are managed seamlessly through the delivery note system. When creating a delivery note from an order, you specify the quantities being shipped on this particular delivery. Zigaflow automatically calculates and displays remaining quantities on subsequent delivery notes using variables like total ordered, already delivered, and outstanding. This means your PDF templates can show exactly what's been sent previously, what's shipping now, and what's still to come. For customers receiving split shipments, this clarity prevents confusion about which items to expect in each delivery. The parent order shows a complete delivery history, and you can always see at a glance which orders are fully fulfilled, partially fulfilled, or awaiting dispatch.

Does creating a delivery note automatically update inventory levels?

Inventory integration ensures your stock levels stay accurate as goods ship. When a delivery note moves to a status configured to release stock (such as "Picked" or "Shipped"), Zigaflow automatically books those items out of inventory. The stock that was allocated to the order is released and recorded as dispatched. You can configure exactly which status triggers the stock movement to match your warehouse workflow. For businesses that pick before shipping, you might release stock at the picked stage. For others, it might happen when the driver leaves. This automatic synchronisation eliminates the gap between physical dispatch and system records that causes so many inventory accuracy problems.

Can customers sign for deliveries electronically in Zigaflow?

Digital signatures transform proof of delivery collection. Using the eForms app on a tablet or smartphone, delivery drivers or customers can sign directly on the screen. The signature is captured, timestamped, and immediately attached to the delivery note record in Zigaflow. There's no delay waiting for physical paperwork to return, and signatures are never lost or illegible. You can also capture additional information at the point of delivery, such as photos of goods delivered, notes about condition, or confirmation of specific items received. All this information is instantly available to anyone in your team who needs it, whether for invoicing, customer service, or dispute resolution.

How do I customise the delivery note template to match my branding?

Delivery note templates are fully customisable to present a professional image and include the information your business needs. Access the template editor through your document settings, where you can add your logo, adjust colours, and modify the layout. Use merge fields to pull through dynamic information like customer details, item lists, quantities, and special instructions. For businesses with multiple brands or divisions, you can create different templates and assign them to specific situations. The template system supports variables for partial delivery tracking, showing ordered quantities versus delivered quantities, making it easy to produce clear documentation even for complex split shipments. Changes to templates apply to all future delivery notes while preserving the original format for historical records.

Can I combine multiple orders onto a single delivery note?

For customers receiving goods from multiple orders in one delivery, Zigaflow supports consolidated delivery notes through the Projects feature. Link related jobs and orders to a Project, then create a delivery note at the Project level that combines items from multiple orders. This is particularly useful for regular customers who place frequent orders but prefer consolidated deliveries. The delivery note shows items grouped by original order reference, so both you and the customer can trace each item back to its source. Each individual order is updated to reflect what's been delivered, maintaining accurate records across all the original transactions while producing a single practical delivery document for the shipment.

Procurement

Stop chasing paper and start tracking every delivery

Create professional delivery notes in seconds, track every shipment in real-time, and automatically update your inventory and invoicing when goods leave your warehouse.

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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

Delivery notes that go nowhere

Before

Most businesses create delivery notes that exist in complete isolation from everything else.

With Zigaflow

Zigaflow Delivery Notes are automatically linked to your jobs and sales orders, creating a complete chain from quote to delivery. Every note pulls through customer details, line items, and order references automatically.

Manual inventory updates after dispatch

Before

Dispatch something from your warehouse and your inventory system has no idea it happened.

With Zigaflow

When you mark items as dispatched in Zigaflow, inventory levels update automatically in real-time. Stock allocated to the order is released and recorded as shipped.

Customers calling about delivery status

Before

Every time a customer calls asking about their delivery, someone has to stop what they're doing and investigate.

With Zigaflow

Zigaflow automatically notifies customers when their order ships, including tracking details and itemised contents. Set up automated messages triggered by status changes so customers know exactly what's happening without calling you.

What you get

Generate customer delivery notes from jobs/orders, or record supplier delivery notes against purchase orders
Customer e-signature captured on delivery
Track part-deliveries and outstanding items per order
Attach photos and supporting documents to each note
Job/order status updates automatically on delivery confirmation
Full delivery history per customer record
Link delivery notes directly to invoices for payment

How it works

Generate delivery notes instantlyOpen any job or sales order and click to create a delivery note.
Add details and special instructionsReview the delivery note and add any additional information: carrier details, tracking numbers, special handling instructions, or delivery time windows.
Update status and inform customersMark the delivery as dispatched and Zigaflow springs into action.
Digital signatures and confirmationWhen goods arrive, capture proof of delivery directly on a tablet or smartphone.
Close the loop and get paidWith proof of delivery confirmed, you're ready to invoice.

What is Zigaflow Delivery Notes?

Running a business that ships products means juggling delivery paperwork that somehow never quite connects to everything else. You create a delivery note in one place, track the shipment somewhere else, update inventory manually, and then wonder why your invoicing is always a step behind. When customers call asking about their order, you find yourself digging through emails and spreadsheets trying to piece together what actually happened.

Zigaflow Delivery Notes changes this completely by making your dispatch documents the central hub for everything that happens once goods leave your warehouse. Every delivery note you create is automatically linked to the original job/order, pulling through all the customer details, line items, and special instructions without any retyping. When you mark items as dispatched, your inventory updates automatically, and you have a complete record of what went where and when.

But delivery notes in Zigaflow do more than just record information. They actively drive your fulfilment process forward. Set up automated notifications that tell customers exactly when their order has shipped, complete with tracking details and an itemised list of what's on its way. Enable digital signatures so customers can confirm receipt directly on their phone or tablet, giving you instant proof of delivery without waiting for paperwork to come back. Every signature, status change, and customer interaction is logged automatically, creating a complete audit trail you can access in seconds.

For businesses handling partial deliveries or split shipments, Zigaflow makes complexity manageable. Create multiple delivery notes from a single order, track remaining quantities automatically, and always know exactly what's been fulfilled and what's still outstanding. The system shows you at a glance which orders are complete, which are partially shipped, and which are still waiting, so nothing falls through the cracks and customers always get accurate updates.

Whether you're dispatching from your own warehouse, coordinating with multiple suppliers, or managing installations that require delivery confirmation, Zigaflow Delivery Notes adapts to how your business actually works. Customise your templates to match your branding, add the fields that matter to your operation, and integrate with the systems you already use. The result is delivery documentation that doesn't just record what happened but actively helps you deliver better, faster, and with complete visibility at every step.

Frequently asked

Works with Delivery Notes

Features

Jobs/Orders WhatsApp Invoices

Industries

Promotional Products & Branded Merchandise Construction & Trade Audio-Visual Office Furniture Lighting & Electrical

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