How much does AV integrator software cost?

It varies widely. Specifi publishes US dollar prices of $149, $349 and $699 a month by team size. XTEN-AV lists plans by user count but shows no public price on the page I read. Zigaflow Essentials is £79 a month with one user included and £69 for each extra user, and all plans have a 14-day trial. Compare the price with the modules you actually need.

Can I move my quotes and supplier lists into a new system?

Usually, but ask each vendor what they import and who does the work. Zigaflow has a guide on what you can import from an old system, and every plan includes a one-hour onboarding session. Run a live job through the new system before committing, so you find gaps in product lists, supplier pricing and accounting sync while the old system is still running.

AV integrator software: how to choose a system for quoting, projects and installs

5 min read

Quotes142k pipeline

Vertex GroupQT-1089Accepted

Fenwick StudiosQT-1087Sent

Vertex GroupQT-1085Viewed

Meridian BrandsQT-1082Draft

Solstice EventsQT-1079Overdue

Zigaflow Editorial

Published 4 November 2026

Zigaflow Editorial publishes Zigaflow's guides, insights, industry resources, glossary and workflow pages. Zigaflow is responsible for what they say. Spotted an error? Email support@zigaflow.com.

In short

Design and proposal tools win the pitch, but margin is lost between the signed quote and the final invoice. Test any shortlist by taking one signed job through purchasing, delivery, variations and invoicing without retyping.

AV integrators are sold either design-and-proposal tools or generic project management. Here is how to shortlist software by what it does after the quote is signed: procurement, install tracking and invoicing without retyping the job.

An AV integrator should look for software that carries one record from proposal to purchase order, install and invoice, because that is where margin leaks. Three kinds of tool compete for the job. Design and proposal tools such as XTEN-AV and Specifi cover drawings, bills of materials and the client-facing pitch. Generic project management tools cover tasks and dates. Zigaflow covers the commercial chain behind a signed quote: quotes, purchase orders, delivery tracking and invoicing. It does not draw your racks.

The two things integrators are usually sold

Most AV software is pitched from one end. At the front is design and proposal software. XTEN-AV describes AI-assisted bills of materials, line schematics, rack layouts and proposals, with project tasks, inventory, purchase orders and invoices added behind them. Specifi describes interactive proposals with open tracking, e-signature and Stripe deposits, plus CRM, work orders, invoicing and a customer portal. Both are built by people who know the sector, and both go well beyond a quote template.

At the other end sit generic project management tools. They are good at tasks, boards and due dates. They know nothing about a bill of materials, a supplier price or a deposit stage, so the commercial side of the job lives somewhere else.

Neither pitch is wrong. The question is what happens at the handover points, because that is where AV projects lose money. A quote with 50 to 200 line items is signed, and then someone retypes it into a purchase order, a schedule and an invoice. Every retype is a chance for a version to drift. If you want to see how that plays out, read where AV systems integrators lose margin and the bill of materials you quoted is not the one you will order.

What to test in a demo

Ask each vendor to take one signed proposal through four steps while you watch, without leaving the system or retyping anything.

Procurement. Can the lines on the signed job become purchase orders, one per supplier, with supplier cost carried onto each line so job margin moves as you buy? In Zigaflow, you multi-select the lines on the job, set a supplier against each, and one PO per supplier is created in a single action.
Delivery against readiness. Can you see when each item is due against when the site is ready? Equipment that lands early ties up your warehouse. Equipment that lands late stalls the install team.
Changes. When the client adds a cable run or an extra programming day, is the variation recorded against the job and picked up by the final invoice? Zigaflow's AV integrator page describes logging each variation as it is agreed so it reaches the invoice.
Invoicing. Can you invoice against a deposit, delivery and sign-off schedule from the same record, and sync to your accounting package?

If a vendor answers any of these with "export to a spreadsheet", you have found the retype.

Where each tool fits

If your problem is winning the pitch and producing the drawings, a design and proposal tool is the right primary purchase. XTEN-AV leads with design automation and drawing. Specifi leads with the proposal experience: its page says a signed proposal becomes a live project with the payment schedule created, and that every plan includes the full platform. Specifi publishes prices in US dollars: Individual $149, Team $349 and Company $699 a month, with 10 percent off for annual payment. XTEN-AV lists Basic, Business and Enterprise plans by user count, and the pricing page I read shows no public price. Confirm current pricing with each vendor, because both pages change.

If your problem is the commercial chain after the signature, Zigaflow is the one to put on the shortlist. It is an operations platform between a CRM and an ERP: quotes with supplier price feeds and customer-specific pricing, one-click conversion to job, purchase order or invoice, e-signature, supplier acknowledgement and dispatch tracking, receipts against the PO, and supplier invoice matching. Essentials is £79 a month with one user included and £69 for each additional user, and every plan has a 14-day trial and a free one-hour onboarding session. See pricing for the module and plan detail.

It does not do CAD, rack layouts or signal-flow drawings, and it is not an accounting package. It integrates with accounting software instead. If your engineers live in a drawing tool, keep it and let Zigaflow take over at the BOM.

If your problem is a team that needs a task board, a generic project tool is cheap and familiar. Just accept that you will keep a second system for supplier orders and billing.

The honest verdict for most integrators

The thesis is simple: the tool that pays back is the one that does not make you type the job twice. For a small integrator with 5 to 50 staff running several projects at once, the expensive mistakes sit between the signed quote and the final invoice, in orders placed from an old BOM, deliveries nobody tied to the programme, and variations never billed. A design tool will not fix those on its own, and a task board will not either.

A practical route is to use the design tool your engineers like for drawings and proposals, then check how the signed scope reaches procurement and billing. Where it does not, that gap is what Zigaflow is for. The AV integrators page and the wider audio-visual section show how the quote, purchasing and invoicing run together, and a 30-minute demo on one of your own jobs will tell you more than a feature list.

Common questions

Often yes. Design tools such as XTEN-AV are built around drawings, rack layouts and bills of materials, and your engineers may prefer them. What matters is the handover. Check that the signed scope reaches purchasing, delivery tracking and invoicing without being retyped. If it does, one tool may be enough. If it does not, pair the design tool with an operations platform like Zigaflow.

Sources

Business Operating Platform for AV IntegratorsSpecifi · accessed 2026-11-04
Specifi pricingSpecifi · accessed 2026-11-04
XTEN-AV: AI Tool for AV Design, Proposal and Project ManagementXTEN-AV · accessed 2026-11-04
XTEN-AV Pricing and PlansXTEN-AV · accessed 2026-11-04
PricingZigaflow · accessed 2026-11-04
AV System Integrator SoftwareZigaflow · accessed 2026-11-04

av integratorsbuyer guidesoftware selection