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.

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. Clients respond in the app they already use every day - and every message flows straight into your Zigaflow timeline, keeping every record complete without any manual effort from your team.

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Acme Corp Ltd

online

Quote QT-1092

Summer merchandise run

£8,450.00 · 12 items

Hi Sarah - please find your quote attached. Happy to go ahead when you are.

09:14✓✓

Looks great, go ahead!

09:17

Invoice INV-0893

Summer merchandise run

£8,450.00 · Due 30 May

11:02✓✓

2 messages synced to Zigaflow timeline

98%

of WhatsApp messages are read within 3 minutes of delivery, compared to an average email open rate of under 20% for business communications sent to the same contacts.

faster average quote approval time when sent via WhatsApp compared to email, based on response time data from businesses using Zigaflow across multiple industries.

100%

of Zigaflow modules support WhatsApp messaging - from quotes and invoices through to works orders, delivery notes and eForms - all included on every plan.

What is it?

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.

What you can do

✓

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

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Common problems

Sound familiar?

Quotes Sit Unopened in Email Inboxes

The problem

When a potential order depends on a client approving your quote, the last thing you need is for it to disappear into an inbox. The average business email open rate is under 20%, which means most of the quotes you send by email are never seen on the day they land. By the time a client notices it, the urgency has gone - or a competitor has already followed up by phone and moved the conversation forward without you.

How Zigaflow fixes it

Zigaflow lets you send any quote directly to a client's WhatsApp, where open rates run close to 98%. The client receives the document in the app they already check dozens of times a day, reviews it while it is fresh and responds on the spot. Approvals that used to take 48 hours start coming in within minutes. Because the message lands alongside personal messages, it carries a different weight to a cold email in a crowded inbox.

Following Up by Phone Eats Into Selling Time

The problem

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. It takes confidence, eats into time that should be spent on new business, and can make a relationship feel transactional before it has had a chance to develop properly. For teams handling dozens of open quotes at once, the daily follow-up burden adds up quickly.

How Zigaflow fixes it

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. The client receives it as a WhatsApp message and can respond when it suits them. Every response feeds back into the Zigaflow timeline automatically, so your team always knows the current status without making a single phone call to find out.

Client Conversations Scattered Across Three Channels

The problem

Your client replied to a quote on WhatsApp, asked a follow-up question by email, and confirmed the order verbally over the phone. Now you need to piece together three separate channels before you can raise a job - and the chances of a detail being missed are high. When disputes arise later about what was agreed, there is no single record to refer back to, and every team member has a different version of events.

How Zigaflow fixes it

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. When they query an invoice, the query is attached to the invoice. Your entire client communication history lives in one place - searchable, complete and visible to any team member with access to that record - regardless of which channel the conversation started on.

Invoices Get Lost Before They Reach the Right Person

The problem

Sending an invoice by email means trusting the client's inbox to do its job - and it often does not. Messages get caught in spam filters, forwarded to a colleague who is not expecting them, or simply buried under thirty other unread emails. The result is delayed payment, awkward conversations about whether the invoice was ever received, and a cash flow problem that could have been avoided entirely with a better delivery channel.

How Zigaflow fixes it

Sending invoices through WhatsApp in Zigaflow removes that uncertainty. The client receives a notification in an app they are almost certain to open, reads the document in seconds and can respond - or flag a query - immediately. Every interaction is logged to the invoice timeline in Zigaflow, so if a payment chase arises, you can see exactly when the invoice was delivered, when it was read and what the client said in response.

No Audit Trail When a Client Disputes an Order

The problem

When a client disputes a price, a delivery date or a scope of work, the first question is always what was agreed. Without a complete record of every conversation, you are relying on memory and inbox searches - both of which are unreliable under pressure. Disputes become protracted, relationships get damaged, and time that should be spent on new business goes into resolving arguments about things that were agreed months ago.

How Zigaflow fixes it

Every WhatsApp message sent or received through Zigaflow is automatically appended to the timeline of the relevant record. Approvals, amendments, questions, confirmations - all of it is stored against the quote, job or invoice it relates to. When a question arises about what was agreed, the answer is a two-second search. You can share the timeline with a client directly, resolving disputes quickly and maintaining trust in the relationship.

Your Team Switches Between Apps to Send Every Message

The problem

Without integrated messaging, your team switches between WhatsApp on their phones, email on their laptops and Zigaflow on their screens - copying information manually between systems and updating records by hand on every single job. Multiply that across a team of five or ten people handling dozens of active jobs and the lost time adds up to hours every week. And because messages live outside the system, your records are always slightly out of date.

How Zigaflow fixes it

WhatsApp messaging in Zigaflow is built into the platform, not bolted on as an afterthought. Every module - quotes, invoices, jobs, purchase orders, works orders and eForms - has a WhatsApp send button built in. Your team sends documents and receives replies without leaving Zigaflow. There is no copy-pasting, no app-switching and no manual record updating. The system stays current because communication runs through it.

Clients Read the Quote Then Simply Forget to Respond

The problem

Sending a quote by email often is not enough to prompt action. Without a direct nudge in the right channel, clients open the email, skim the quote, intend to approve it and then forget as something else comes up. Days pass, the project timeline slips and your pipeline stays uncertain. There is nothing in an email thread that creates the same sense of conversational immediacy as a direct message - and that gap costs you confirmed revenue.

How Zigaflow fixes it

A WhatsApp message carries a different weight to an email. It lands in the same place as messages from friends and colleagues, which means clients are primed to respond rather than file and forget. Zigaflow lets you send your quote with a short accompanying message that prompts a decision, making it easy for the client to approve, ask a question or flag a change - all within a few taps. Faster responses mean faster jobs on your schedule.

How it works

From setup to results in minutes

Connect your WhatsApp Business number

Link your business WhatsApp number to Zigaflow through the settings panel. The setup takes a few minutes and works with your existing WhatsApp Business account - there is nothing new to create and no separate app for your team to install. Once connected, the WhatsApp send button becomes available across every module in the platform, ready to use immediately.

Open any record and hit Send via WhatsApp

Navigate to any quote, invoice, job, purchase order, works order, delivery note or eForm in Zigaflow. Select the client contact you want to reach and hit the WhatsApp button. Zigaflow formats the document automatically and sends it directly to the client's WhatsApp - no copy-pasting, no attachments to prepare and no switching to another app.

Client receives the document in WhatsApp

Your client receives the message in their existing WhatsApp app, exactly as they would receive any other message. They open the document, read the detail and respond directly in the chat - without downloading anything, creating an account or learning a new tool. No friction on their side means faster decisions on yours, and the familiar interface means they are far more likely to engage than with an email attachment.

Replies sync to the Zigaflow timeline

When 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. Your team can see the full conversation in context without checking phones or switching apps. The record stays complete and up to date without anyone having to update it manually.

Close jobs with a complete communication record

With every communication logged against the right record, your team always knows where a job stands. Approvals are documented, queries are resolved in context, and your data reflects reality. At any point you can see exactly what was sent, when it was read and what the client said - all from within Zigaflow. When it is time to invoice or chase payment, the complete thread is right there.

Common questions