How quickly can I create an invoice from a completed job?

Creating an invoice in Zigaflow takes about 20 seconds once a job is complete. You simply click "Create Invoice" on the job, select your invoice template (which contains your branding and payment terms), and the system generates a fully itemized professional invoice with all details pulled automatically from the job. The invoice includes all line items, pricing, customer information, tax calculations, and your logo without any manual data entry. You can send it immediately or make adjustments first if needed. This is dramatically faster than traditional invoicing where you're manually entering information into accounting software, which typically takes 10-20 minutes per invoice and carries risk of transcription errors.

Can team members create invoices without accessing our accounting system?

Yes, this is one of Zigaflow's core strengths. Your operations team can create and send professional invoices directly from Zigaflow without ever needing access to Xero, QuickBooks, or FreeAgent. They work with the jobs they've already created, simply clicking to generate invoices when work is complete. Those invoices then export to your accounting system either manually with one click or automatically based on status changes you configure. This eliminates the accounting bottleneck where only one person can create invoices, dramatically speeding up your billing process while maintaining perfect accounting records. Your accounting team gets clean, formatted invoices in their system without doing any data entry.

How does Zigaflow handle deposit invoices and progress billing?

Zigaflow makes part-invoicing straightforward by automatically tracking every amount you've billed against each job. When creating a new invoice, you immediately see the total job value, all previous invoices, and the remaining balance. You can invoice any percentage or specific amount - for example, a 30% deposit when the job starts, 40% at the halfway point, and the final 30% upon completion. The system prevents over-invoicing and shows the complete invoice history right on the job, so anyone can see billing status without hunting through folders. Each part-invoice connects to the same job, maintaining a clear audit trail and making it easy to reconcile what's been billed versus what remains outstanding.

What accounting systems does Zigaflow integrate with for invoices?

Zigaflow integrates directly with Xero, QuickBooks Online, and FreeAgent. When you export an invoice, it appears in your accounting system as if you'd created it there originally, complete with all line items, customer details, tax calculations, and proper formatting. You can export invoices manually with a single click or set up automation to export them automatically when they reach specific statuses like "Sent" or "Approved." The integration is bidirectional for payments - when you record payment in your accounting system, that status can sync back to Zigaflow. This eliminates all double-entry while ensuring your books stay perfectly current with minimal effort from your accounting team.

Can customers pay invoices directly through Zigaflow?

Yes, Zigaflow integrates with Stripe and Authorize.Net to embed payment links directly in your invoices. Customers can pay via credit card, debit card, or bank transfer instantly from the invoice email or PDF without logging into a portal or initiating a separate payment process. The payment arrives in your Stripe or Authorize.Net account, then automatically syncs to your accounting system, marking the invoice as paid and creating the proper payment records. This eliminates payment friction for customers and dramatically speeds up your cash collection. You can enable payments for all invoices or control it on a per-invoice basis, and Zigaflow handles the Stripe fees properly in your accounting reconciliation.

How does automated payment reminder work in Zigaflow?

Zigaflow's automated payment reminders let you set up branded email sequences that go out automatically from your own email address when invoices become overdue. You configure the timing (for example, 7 days after due date, then again at 14 days, then escalate at 30 days), customize the message for each stage, and even set different sequences for different customer types using tags. The emails go out automatically in your brand voice, and the automation stops immediately when payment is received. You can see the complete chase history on each invoice and get notifications when reminders are sent. This eliminates the manual work of reviewing aging reports and sending chase emails while ensuring consistent, professional payment collection that improves your Days Sales Outstanding.

How do I track which jobs have been invoiced versus which are still outstanding?

Zigaflow provides complete visibility into invoicing status across all your jobs. Every job displays a clear indicator showing whether it's fully invoiced, partially invoiced, or not yet invoiced, along with the specific amounts. You can see at a glance how much of a job's value has been billed and what remains outstanding. Filtered views let you quickly find all un-invoiced jobs or partially invoiced projects. Dashboard reports show total un-invoiced work value, helping you understand exactly how much cash is sitting unbilled. This comprehensive tracking ensures you never forget to invoice completed work and makes it easy to prioritize which invoices to send next to optimize your cash flow.

Finance

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ZZigaflow

Dashboard

Leads

Quotations

Jobs

Purchase Orders

Delivery Notes

Invoices

eForms

Invoices

All invoices · June

SearchDM

Xero connectedNew invoice

Invoices8 this month

InvoiceCustomerAmountStatus

INV-0341Summit Conferences5,490Draft

INV-0340Tidewater Events6,142Sent

INV-0339Kestrel Logistics2,275Paid

INV-0338Oakfield School980Paid

INV-0337Pinecrest Golf4,310Overdue

CN-0044Meridian Care-120Sent

Invoiced

19,077

June to date

Paid

3,255

Set from Xero

Overdue

4,310

1 invoice

XXero · Draft invoiceJust now

InvoiceINV-0341

ToSummit Conferences

Date14 Jun

Due30 Jun

Lines4 · tax code mapped

Total5,490

Created when the quotation was accepted. Contact already matched.

Paid in Xero09:20

INV-0339 · KestrelPaid

Set in Zigaflow09:20

Tax and account codesFrom Xero

The monthly invoicing nightmare

Before

Your jobs are done, customers are happy, but invoicing gets pushed to the end of the month when someone finally has time to sit down with a spreadsheet and your accounting software.

With Zigaflow

Zigaflow eliminates invoicing delays entirely. The moment a job is complete, anyone on your team can generate a professional invoice with one click.

Jobs that never get billed

Before

In the chaos of running a busy service business, jobs slip through the cracks.

With Zigaflow

Zigaflow makes uninvoiced work impossible to miss. Every job clearly displays what's been invoiced versus what's outstanding, with visual indicators showing the invoicing status at a glance.

Part-Invoice chaos

Before

You need to invoice deposits before starting work and send progress invoices as projects advance, but managing this manually is a mess.

With Zigaflow

Zigaflow handles part-invoicing effortlessly by automatically tracking every penny you've billed against each job.

What you get

Generate invoices from quotes or completed jobs in seconds
Automated payment reminders for overdue invoices
Sync with Xero, QuickBooks, and FreeAgent automatically
Track payment status across your full invoice pipeline
Part-invoicing for milestone and staged payments
Credit notes and adjustments handled in the same place
Full audit trail from quote through to payment received

How it works

Complete your jobWhen your installation, delivery, or service work is finished, simply mark the job as complete in Zigaflow.
Generate invoice instantlyClick "Create Invoice" and select your invoice template.
Review and sendThe invoice pulls your standard payment terms, your customer's specific discount structure, and any notes from the job.
Sync to accountingExport the invoice to Xero, QuickBooks, or FreeAgent with one click, or set up automation to export invoices automatically when they reach "Sent" status.
Track and collectMonitor payment status in real-time as automated reminders go out to customers according to your schedule.

What is Zigaflow Invoices?

Zigaflow Invoices is a complete billing solution that transforms how service businesses create, send, and track customer invoices. Instead of the typical workflow where jobs finish, weeks pass, and invoicing becomes a monthly accounting headache, Zigaflow lets you generate professional invoices the moment work is complete.

The system connects directly to your jobs and quotes, pulling all the details you've already entered so you're never retyping information or hunting through emails for pricing. When you click "Create Invoice" on a completed job, Zigaflow builds a fully itemized, branded invoice in seconds, complete with your logo, payment terms, and tax calculations. Your operations team can create and send invoices without needing access to your accounting system, dramatically speeding up your quote-to-cash cycle.

Zigaflow eliminates the nightmare of forgotten invoices with clear visibility into what's been billed versus what's outstanding on every job. Part-invoicing for deposits or progress billing becomes straightforward, with the system automatically tracking how much has been invoiced and what remains. Automated payment reminders go out in your brand voice from your email address, escalating appropriately when invoices go overdue.

What sets Zigaflow apart is how seamlessly invoices sync with accounting platforms like Xero, QuickBooks, and FreeAgent. Invoices export automatically with the click of a button or through scheduled automation, eliminating double-entry while keeping your books perfectly up to date. Customers can pay directly via integrated Stripe or Authorize.Net payment links, and those payments automatically reconcile in your accounting system. The result is faster payment, better cash flow, and accounting that actually stays current.

Frequently asked

Works with Invoices

Features

Jobs/Orders Quotes WhatsApp

Integrations

Xero QuickBooks FreeAgent Stripe

Industries

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

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