How do Jobs connect to other parts of Zigaflow?

Jobs sit at the centre of your workflow and connect to almost everything else in Zigaflow. When you accept a quote, it can automatically create a job with all the same items and details. From a job, you can create purchase orders for suppliers, delivery notes for dispatch, and invoices for billing - all with one click. Jobs can link to contracts for ongoing work, works orders for internal production, and projects for complex multi-job management. The connections work both ways. Open a purchase order and see which job it relates to. Look at an invoice and jump straight to the original job. Check a delivery note and see the complete job context. Email conversations link to jobs automatically through your connected email account, so customer communications live right where you need them. These connections eliminate the need to search across different systems or folders - everything you need is one click away from the job record itself.

Can I customise the job workflow to match my business process?

Absolutely. Zigaflow doesn't force you into a one-size-fits-all workflow. You set up your own statuses that match how your business actually works - whether that's "Awaiting Customer Approval," "In Production," "Quality Check," "Scheduled for Installation," or whatever makes sense for you. You can have as many or as few statuses as you need. For each status, you can set up playbook-style screens that show different fields and information. Maybe "Order Confirmed" needs delivery address confirmation. Maybe "Ready to Dispatch" needs stock allocation confirmation. You control what your team sees and what's required before they can move forward. You can also set up automated messages and tasks that trigger when jobs move to specific statuses - keep customers informed, remind team members of next steps, or alert managers when high-value jobs progress. The system adapts to your process, not the other way around.

How does cost tracking work for jobs with multiple suppliers?

When you create purchase orders from a job, Zigaflow automatically tracks those costs against the job's forecast. If you quoted £1,000 for materials and your purchase orders total £1,200, you see that variance immediately. The system shows forecast cost, actual cost from purchase orders, and actual cost from inventory allocation - all side by side on the job record. For businesses that combine client orders with stock orders to suppliers, you can control whether the system calculates costs for the whole purchase order or just the items matching the job. This is useful when you order eight of something but only four are for this specific customer - the rest go into stock. The cost tracking adjusts accordingly. You can view costs at the job level, line item level, or across your entire portfolio through the reporting centre. This visibility lets you spot jobs running over budget while there's still time to take action, rather than discovering profit problems weeks after completion.

Can different team members have different views of jobs?

Yes. Zigaflow lets you set up custom column sets so different team members can focus on what matters to them. Sales might want to see customer details, quoted value, and status. Operations might need delivery dates, stock allocation status, and purchase order tracking. Finance wants to see invoiced amounts, costs, and profit margins. Admin users can create these different column sets, and team members can switch between views depending on what task they're working on. You can also control which team members can see which jobs based on assignment, customer, or other criteria. This means everyone has access to the information they need without being overwhelmed by fields that don't matter to their role. Permissions control who can edit versus view, who can create versus delete, and who can access financial information versus operational details. The system provides visibility while maintaining appropriate access control.

How do I handle jobs with multiple deliveries or staged invoicing?

Zigaflow tracks everything at the line item level, so you can manage complex delivery and invoicing scenarios easily. Create delivery notes for part deliveries and the system shows exactly what's been delivered versus what's outstanding. When you go to create an invoice, you can see what's been delivered and choose to invoice for the full amount, a percentage, or specific line items. The system maintains a complete history of deposit invoices, progress invoices, and final invoices - all linked to the job. You can see total value, amount invoiced, and outstanding balance at a glance. For businesses using the Projects module, you can combine multiple jobs into a single customer invoice for staged payments or when invoicing based on milestones. Part invoicing becomes straightforward instead of requiring complex spreadsheet tracking to remember what you've already billed.

Can I use Jobs if I don't use Quotes in Zigaflow?

Yes. While the Quote-to-Job workflow is powerful, you don't need to use quotes to benefit from Jobs. Create jobs manually whenever orders come in - whether that's through phone calls, in-person sales, email, or your eCommerce integration. You can set up template jobs with common items to speed up creation. You can import jobs from spreadsheets if you're managing orders in Excel currently. Jobs work independently but integrate with whatever other Zigaflow modules you do use. Use Jobs with Purchase Orders to manage supplier coordination. Use Jobs with Invoices to bill customers. Use Jobs with Inventory to allocate stock. Use Jobs with Delivery Notes to manage dispatch. You pick which parts of Zigaflow make sense for your business and ignore the rest. The system is modular by design - you're not forced to use features that don't fit your workflow.

What happens to jobs data when I integrate with accounting software?

When you connect Zigaflow to accounting systems like Xero, QuickBooks, or FreeAgent, your job data stays in Zigaflow while invoice and payment data syncs to your accounting software. You manage jobs, track costs, coordinate deliveries, and handle all operational details in Zigaflow. When you create an invoice from a job, that invoice can automatically push to your accounting system for financial record-keeping. The job record maintains links to invoices even after they sync, so you can always see which invoices relate to which jobs. Customer payment status updates flow back from your accounting system to Zigaflow, so you can see which jobs have been paid without leaving the platform. This separation means your operational team works in Zigaflow while your accountant or bookkeeper works in your accounting software - each using the right tool for their needs. Job-level reporting and profitability tracking stays in Zigaflow where you have the operational context to actually use it.

Operations

Stop Chasing Information. Start Managing Jobs That Actually Run Themselves.

Transform customer orders into profitable outcomes with centralised job/order management that connects quotes, suppliers, delivery, and invoicing - all in one place.

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75%

Time saved coordinating job information across team members

90%

Reduction in missed deliveries and incomplete orders

40%

Improvement in job profitability through better cost tracking

What is it?

Complete Job Management in One Place

Every service business knows the chaos of managing jobs across spreadsheets, email threads, and sticky notes. You're constantly hunting down information - did the supplier confirm that order? Has the customer been updated? What's left to deliver? And somewhere in all this noise, profit margins are slipping through the cracks.

Zigaflow's Jobs module puts you back in control. Instead of information living in a dozen different places, everything about a job lives in one central record. Your team can see exactly where each job stands, what's been ordered, what's been delivered, and what still needs doing. No more email archaeology. No more "I thought you handled that." Just clear visibility from quote acceptance through to final invoice.

The real power isn't just having information in one place - it's what happens automatically once it's there. When a job hits "Ready to Dispatch," your customer gets notified. When costs come in from suppliers, your profit tracking updates in real time. When stock gets allocated, your team knows exactly what to pull for each delivery. The system does the coordination work, so you don't have to.

For businesses managing complex projects with multiple suppliers, delivery dates, and invoicing milestones, Jobs becomes your single source of truth. Create purchase orders for multiple suppliers with one click. Track forecast costs against actual spending as orders come in. Set up playbook-style screens that guide your team through your exact process, making sure nothing gets missed. And when it's time to invoice - whether partial or full - the system knows exactly what's been delivered and what's still outstanding. Track part invoicing down to the item line level, and optionally let your operations team generate and send invoices without needing access to your accounts system - improving cashflow.

This isn't about replacing your judgment with software. It's about giving you the visibility to make better decisions faster. You can see at a glance which jobs are profitable, which are running over budget, and where bottlenecks are forming. Your team stops wasting time on coordination calls and starts focusing on actually getting work done. And your customers stay informed without you having to think about it.

Whether you call them jobs, orders, sales orders, or projects, Zigaflow handles them the way your business actually works - not the way some enterprise software manual says you should. Connect quotes to jobs to purchase orders to invoices in a workflow that makes sense. Orders can also arrive directly from your website, Shopify, or other eCommerce platforms - dropping straight into the same workflow. Track costs and margins in real time. Keep your team coordinated with automated tasks and mentions. And finally stop losing money to disorganisation.

What you can do

✓

Convert an accepted quote to a job/order in one click

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Track every job from creation through to completion

✓

Assign team members and set deadlines per job

✓

Custom job statuses that match your real workflow

✓

Link purchase orders and delivery notes to jobs/orders

✓

Real-time status visibility across your whole team

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Invoice directly from a completed job/order

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The problem

Your experienced team member knows exactly what to do when a job comes in - check these details, confirm with the customer, schedule with operations, allocate stock, update delivery dates. But your newer team member? They're guessing. They miss steps. They don't know what questions to ask. Jobs get delayed or messed up simply because the process wasn't followed. Even experienced team members forget things when they're busy. They skip the customer confirmation because they're rushing. They forget to allocate stock because they got distracted. They don't create the purchase order because they assumed someone else did. When your process lives in people's heads, it only works when people remember everything perfectly. This creates inconsistency everywhere. Some jobs run smoothly. Others hit problems that could have been prevented. Customers get different experiences depending on who handles their job.

How Zigaflow fixes it

Zigaflow's playbook-style screens guide your team through your exact process. Set up custom fields and screens for different job statuses. Make certain fields required before a job can progress - can't move to "Ready to Dispatch" without confirming delivery address and allocating stock. Automatically generate tasks when jobs move to specific statuses - "Confirm delivery address," "Allocate stock," "Schedule installation team." Your process becomes built into the system instead of living in people's heads. Everyone follows the same steps every time, whether it's their first day or their fifth year. Training new people becomes simple because the system guides them. Quality stays consistent because the process is enforced. You can finally scale your business without sacrificing service quality.

How it works

From setup to results in minutes

Create Jobs From Accepted Quotes or Manually

When a customer accepts a quote in Zigaflow, you can automatically create a job with all the items, pricing, and details already in place. Or create jobs manually for orders that come in through other channels. Import multiple jobs from spreadsheets if you're migrating from another system. Everything links back to the original quote, customer record, and contact details, so context is never lost.

Track Progress Through Your Custom Workflow

Move jobs through your statuses using the kanban board view - from "Order Confirmed" through "In Production," "Ready to Dispatch," "Delivered," and beyond. Set up your own statuses that match how your business actually works. Filter and view jobs by status, customer, value, team member, or any other field that matters. See your entire job pipeline at a glance and spot bottlenecks before they become problems.

Manage Suppliers, Stock, and Deliveries in Context

Create purchase orders for multiple suppliers directly from the job with one click. Allocate stock to specific job line items so your team knows exactly what to pull. Track expected delivery dates from suppliers and see warnings when dates approach. Generate delivery notes and track what's been delivered versus what's outstanding. Everything related to fulfilling the job lives right on the job record.

Monitor Costs and Profit in Real Time

See forecast costs from your original quote alongside actual costs as they come in from purchase orders and inventory allocation. Watch your margin update in real time. Get visual indicators when jobs are trending over budget so you can take action immediately. Run reports across all jobs to understand which types of work, customers, or products are most profitable. Make decisions based on current data, not month-old guesses.

Invoice and Get Paid With Complete Visibility

Create full invoices or part invoices directly from jobs with complete visibility into what's been delivered and what's been billed. The system tracks deposits, progress payments, and final invoices all in context. See exactly what's been invoiced and what's outstanding right on the job record. Set up automated reminders to invoice when jobs reach certain statuses. Link invoices to accounting systems like Xero or QuickBooks for seamless financial management.

Common questions

Frequently asked

Keep exploring

Features that work with Jobs/Orders

Quotes

Jobs automatically inherit all items, pricing, customer details, and specifications from accepted quotes, creating a seamless handoff from sales to fulfilment without re-entering information.

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Leads

Generate purchase orders for multiple suppliers directly from job line items with one click, maintaining clear visibility into what's been ordered, when it's expected, and how it impacts job costs.

Explore Leads →

Invoices

Create full or partial invoices from jobs with complete visibility into what's been delivered and what's been billed, ensuring nothing falls through the cracks and cash flow stays healthy.

Explore Invoices →

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