Does my client need to download anything to receive my documents?

Your client will need WhatsApp installed on their phone, which is already the case for the vast majority of contacts in most industries. What they do not need is a Zigaflow account, any additional software, or any kind of setup on their side. The message lands in WhatsApp as a standard conversation - they open it, read the document and reply as they would with any other chat. If a client does not have WhatsApp, you can continue sending documents by email; the integration adds a new channel without removing existing ones.

Which Zigaflow documents can I send via WhatsApp?

You can send any document generated inside Zigaflow - including quotes, invoices, purchase orders, works orders, jobs, delivery notes and eForms. The WhatsApp send button is available at the record level across every module in the platform. You do not need to export files or copy documents manually. If you regularly send a particular document type to clients, it can be sent via WhatsApp from within the same screen where you create and manage it, making the process seamless for your team.

Are client replies automatically stored in Zigaflow?

Yes. Every message your client sends back through WhatsApp is automatically logged to the timeline of the relevant record in Zigaflow. Approvals, questions, amendments, acknowledgements - everything is captured in context and visible to any team member with access to that record. You do not need to copy messages manually or update notes by hand. The timeline builds itself as the conversation progresses, giving you a complete and searchable communication history without any additional effort from your team.

Can multiple team members send WhatsApp messages from Zigaflow?

Yes. Once your WhatsApp Business number is connected to Zigaflow, any team member with the appropriate permissions can send documents via WhatsApp from within their own Zigaflow session. All messages sent and received are visible in the shared timeline of each record, so your team always has a complete picture of client communications regardless of who sent the original message. This makes handovers, cover arrangements and team reviews straightforward, with no risk of two people chasing the same client at the same time.

Does WhatsApp messaging work with Zigaflow automations?

Yes - you can trigger WhatsApp messages as part of automated workflows within Zigaflow. For example, you can set up an automation that sends a payment reminder via WhatsApp when an invoice passes its due date, or notifies a client when their job status changes to completed. This means routine client communications can happen automatically without your team needing to intervene manually. Automations that include WhatsApp messages are configured through the same interface as all other Zigaflow automations, using the same trigger and condition logic.

How does WhatsApp messaging fit alongside my existing email communications?

WhatsApp messaging in Zigaflow sits alongside email rather than replacing it. You choose how to send each document - via WhatsApp, email or both - at the point of sending. Some teams default to WhatsApp for direct client communications and use email as a fallback for contacts who are not on the platform. Others use WhatsApp for document delivery and email for formal records. Regardless of the channel, all communications are logged in the same Zigaflow timeline, so your team always has a complete picture of every client interaction.

What happens if a client does not reply to a WhatsApp message?

If a client does not respond, Zigaflow's timeline shows the message as sent so your team knows the document has been delivered. You can send a follow-up message directly from the same record - either manually or through a Zigaflow automation set to trigger after a defined period. Because all follow-up activity is logged against the record, there is no risk of the same client being chased twice or a message being sent to the wrong contact. Your team can see at a glance which quotes and invoices are awaiting a response and act accordingly.

Communication

Client communication that actually gets read

Send quotes, invoices and updates through WhatsApp.

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Quotes sit unopened in email inboxes

Before

When a potential order depends on a client approving your quote, the last thing you need is for it to disappear into an inbox.

With Zigaflow

Zigaflow lets you send any quote directly to a client's WhatsApp, where open rates run close to 98%.

Following up by phone eats into selling time

Before

Chasing a client for a decision on your quote means picking up the phone, navigating small talk and asking for money - all before you have an order confirmed.

With Zigaflow

With WhatsApp messaging built into Zigaflow, you can send a polite follow-up directly from within the quote record - no separate app and no context-switching.

Client conversations scattered across three channels

Before

Your client replied to a quote on WhatsApp, asked a follow-up question by email, and confirmed the order verbally over the phone.

With Zigaflow

Zigaflow syncs every WhatsApp message to the timeline of the relevant record automatically. When a client approves a quote, that approval sits next to the quote.

What you get

Send quotes and receive client approvals via WhatsApp
Deliver invoices and payment reminders
Share job updates and works order status
Send delivery notes and collect digital sign-off
Full conversation history in your Zigaflow timeline
Works with your existing WhatsApp Business number

How it works

Connect your WhatsApp business numberLink your business WhatsApp number to Zigaflow through the settings panel.
Open any record and hit Send via WhatsAppNavigate to any quote, invoice, job, purchase order, works order, delivery note or eForm in Zigaflow.
Client receives the document in WhatsAppYour client receives the message in their existing WhatsApp app, exactly as they would receive any other message.
Replies sync to the Zigaflow timelineWhen your client replies - whether it is an approval, a question, a change request or a payment query - their response is automatically added to the timeline of the relevant record in Zigaflow.
Close jobs with a complete communication recordWith every communication logged against the right record, your team always knows where a job stands.

WhatsApp is where your clients already are

Most business communication tools are built around what is convenient for you - but the real bottleneck is always on the client's side. They have dozens of emails to get through, documents saved in folders they cannot find and messages they intended to respond to and never did. WhatsApp changes the dynamic entirely. It is the app your clients check more than any other, and sending your business documents there means meeting them where attention is already focused.

Zigaflow's WhatsApp integration is built directly into the platform, not grafted on as a separate tool. Every module - quotes, invoices, jobs, purchase orders, works orders, delivery notes and eForms - has a WhatsApp send button built in. Your team sends documents from within Zigaflow and client replies come back into Zigaflow automatically, with every message logged to the timeline of the relevant record.

The impact on approval speed is significant. Quotes reviewed and responded to via WhatsApp close faster than those sent by email. Invoices sent through WhatsApp get paid sooner because the client sees them immediately and can flag queries before they become delays. Works orders and delivery notes confirmed over WhatsApp give your operations team the real-time sign-off they need without chasing anyone for a response.

For clients, the experience is completely frictionless. They receive a message in the app they already use, open the document with one tap and reply in the same thread. No account to create, no software to download, no process to learn. The simplicity on their side is what makes the system work - and because every interaction feeds back into Zigaflow automatically, your team gets the speed benefit without any extra administration.

Frequently asked

Works with WhatsApp

Features

Quotes Invoices eForms

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