How do I customise my quote templates to match my company branding?

Zigaflow provides a flexible template editor that lets you create professional quote PDFs matching your brand identity. Navigate to settings and select Quotations then Document Templates. Upload your company logo, set brand colours, choose fonts, and arrange quote element layouts. Templates use variables in curly brackets like {customer_name} and {quote_total} that automatically populate with data from each quote. Add static text for terms and conditions, create custom headers and footers, and design how line items display. The template supports tables for organising items, section totals, and grand totals. Once saved, all new quotes automatically use your design. Create multiple templates for different business units or quote types and select the appropriate one when creating each quote.

Can I set up automatic markup and discount calculations on my quotes?

Yes, Zigaflow handles markup and discount calculations automatically based on rules you configure. When adding items to quotes, the system can automatically apply percentage markups to your cost prices to determine selling prices. For example, setting a 50% markup on a £100 cost automatically calculates a £150 selling price. Configure customer-specific discount percentages that apply automatically when creating quotes for particular clients. The system supports both margin-based and markup-based pricing approaches. Additionally, set up volume break pricing where unit prices automatically decrease based on quantity ordered. All calculations happen in real-time as you build the quote, and you can always override automatic pricing on individual line items when needed for special circumstances.

How does the quote approval workflow work for high-value quotes?

The approval workflow ensures quotes exceeding certain value or discount thresholds get reviewed before sending. Configure approval limits in settings under Quotations then Internal Approvals. Set thresholds for quote values and maximum discount percentages that trigger approval requirements. Assign user roles subject to these limits - typically junior sales staff while senior team members can approve. When a sales rep creates a quote exceeding their limits, they cannot send or download it until approved. They click Request Approval, select an authorised approver, and send the request directly from the system. The approver receives a notification with a link taking them directly to the quote for review. They approve with one click, allowing the quote to be sent, or reject with comments explaining required changes. The entire approval history is logged for audit purposes.

Can customers accept my quotes online with electronic signatures?

Absolutely. Zigaflow's e-signature feature lets customers review and accept quotes online, dramatically speeding up your sales process and eliminating paperwork. Configure e-signatures for quotations in settings. Define what status change occurs when a quote is accepted - typically changing from Sent to Accepted. Customise what information customers must provide when accepting, such as purchase order numbers, project start dates, or contact details. When you send a quote with e-signatures enabled, customers receive an email with a secure link. They review the quote online, provide required information, and click Accept Quotation. The system immediately changes the quote status, sends confirmation emails to both customer and your team, and can trigger automated actions like creating a job or invoice. A signed PDF is automatically generated and stored with the quote.

How do I track which quotes customers have opened and viewed?

Zigaflow includes email tracking showing exactly when customers open your quote emails and how many times they've viewed the document. Enable this in email settings by turning on email tracking. Every quote email you send includes an invisible tracking pixel. When customers open the email, the system logs the date and time. View tracking information directly on the quote record in the activity timeline or email history section. The system shows initial open time, subsequent opens, and whether they downloaded the PDF attachment. This visibility helps you time follow-up calls and emails perfectly. If a customer has opened your quote multiple times, it signals strong interest - a good time to reach out. If a quote hasn't been opened after several days, confirm you have the correct email address or try a different contact method.

Can I create quotes with tiered pricing or volume discounts?

Yes, Zigaflow supports sophisticated pricing structures including tiered pricing and volume break discounts. When setting up items in your product catalogue, define multiple price tiers based on quantity ranges. For example, price an item at £10 for quantities 1-99, £9 for 100-499, and £8 for 500+. When adding this item to a quote, the system automatically applies the appropriate price based on quantity entered. Create section-based tiered quotes where different pricing applies to distinct groups of items or services. The quote template displays these tiers clearly, showing customers how they save money by increasing quantities. For more complex scenarios, add custom pricing sections to your template that calculate and display volume discounts dynamically. All tier calculations happen automatically, eliminating manual price lookups and reducing errors in complex quotes.

How do I create jobs or invoices automatically from accepted quotes?

Zigaflow's automation system triggers actions automatically when quotes reach certain statuses, eliminating manual data re-entry. Go to settings and select Automations then create a new rule for quotations. Set the trigger for when a quote's status changes to Accepted. Choose your action - create a job, create an invoice, send email notifications, or trigger multiple actions in sequence. When creating a job or invoice from a quote, the system copies all relevant information: customer details, line items with quantities and prices, special instructions, delivery addresses, and custom fields. Set up automations to notify team members via mentions when high-value quotes are accepted, trigger purchase orders to suppliers for required materials, or update inventory allocation. These automations ensure accepted quotes immediately flow into operations without anyone manually re-creating information.

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Quotations

Tidewater Events · QT-0847

SearchDM

SentOpened 3 times · expires in 5 days

Preview PDFConvert to job

Line itemsCustomer pricing applied

ItemQtyCostSellMargin

Cotton tote bag, one-colour screen print5002.603.8532%

Embroidered polo shirt, left chest logo2009.4014.5035%

Ceramic mug, wrap print2502.153.4037%

Screen and embroidery setup1458547%

Delivery, two drops1304533%

Sell

6,142

5 lines

Cost

4,102

2 suppliers

Margin

33.2%

Above 30% target

Supplier stock

1,200

Midocean feed, live

Supplier price2 min ago

Cotton tote bag · 2.60

Pulled from Midocean at 500 units

TrackingQT-0847

Sent to Priya3 Jun, 09:12

Opened3 times

Auto follow-upin 2 days

ReplyPending

ApprovalDiscount 8%

Approved by Dana

Rule: discounts over 5%

Endless repetitive work

Before

Creating quotes from scratch every single time is exhausting and eats into your selling time.

With Zigaflow

Zigaflow eliminates repetitive work with intelligent automation and reusable templates. Customer information, product pricing, and tax rates automatically populate when you start a new quote. Your branded templates apply consistent formatting instantly.

Embarrassing calculation errors

Before

Manual calculations are a minefield of potential mistakes that damage your reputation and bottom line.

With Zigaflow

Zigaflow automatically handles all calculations with precision. When you enter quantities and prices, the system instantly computes line totals, applies your markup percentages, calculates section subtotals, adds tax, and displays the final amount.

Inconsistent brand presentation

Before

When different team members create quotes using their own templates or formatting styles, your company looks disorganised and unprofessional.

With Zigaflow

Zigaflow ensures every quote reflects your brand perfectly through customisable, company-wide templates. Set up your branded template once with your logo, colours, fonts, standard terms, and layout preferences.

What you get

Build branded quotes in under 10 minutes
Customer-specific pricing rules, discounts and VAT calculations
E-signature built in - no third-party tool needed
Real-time open and view tracking after sending
Supplier price feeds to keep product costs current
One-click conversion to job, PO, or invoice
Full revision history and audit trail per quote

How it works

Create your quoteStart a new quote from a lead, customer record, or from scratch.
Review and adjustPreview exactly what your customer will see with one click.
Send and trackSend your professional quote via email directly from Zigaflow with your custom message.
Customer accepts onlineWhen customers are ready, they accept your quote online with an e-signature, providing any required information like purchase order numbers or project details.
Convert to jobs and invoicesAccepted quotes automatically flow into your job management, inventory, and invoicing systems.

What is Zigaflow Quotes?

Zigaflow Quotes is professional quotation software that transforms how small and medium businesses create, send, and track quotes. Instead of wrestling with spreadsheets and risking embarrassing calculation errors, you get an intelligent platform that automates the maths, maintains brand consistency, and tracks every quote from creation to conversion. Whether you're a construction company pricing complex projects, a promotional products supplier managing hundreds of quotes monthly, or a service business creating detailed proposals, Zigaflow streamlines your entire quoting process.

The system centralises all your pricing information, customer data, and product details in one place. When you create a quote, Zigaflow pulls in the right customer and product information, calculates totals with complete accuracy, and formats everything according to your branded template. You can preset pricing on individual products, apply customer-specific discounts or special prices, and adjust margins as needed - putting you in control of how each quote is priced. You can add custom sections for different service categories, implement tiered pricing that adjusts based on quantity, configure customer-specific discounts, and include detailed terms without starting from scratch each time. The platform remembers your preferences and learns from your patterns, making each subsequent quote faster to create.

What makes Zigaflow particularly powerful is how quotes connect to your broader workflow. When a customer accepts a quote online through e-signatures, the system can automatically create a job/order record, send notifications to relevant team members via mentions, trigger purchase orders to your suppliers, and even collect payment through integrated Stripe processing. This eliminates manual handoffs that slow down your sales process and create opportunities for errors. Your sales team, operations staff, and finance department all work from the same information, updated in real-time.

Unlike basic quoting tools that operate in isolation, Zigaflow gives you features designed for growing businesses. Built-in approval workflows ensure high-value quotes or special discounts get reviewed before sending. Real-time tracking shows you when customers open your emails and view your quotes, helping you time follow-ups perfectly. Comprehensive analytics reveal your conversion rates, average quote values, and which products generate the strongest response. Everything stays connected to your projects, inventory levels, and accounting systems through Xero, QuickBooks, or FreeAgent integration.

Frequently asked

Works with Quotes

Features

Leads Jobs/Orders WhatsApp

Integrations

Xero QuickBooks Stripe FreeAgent

Industries

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

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