How much does Zigaflow cost compared with Promotional Office?

Zigaflow publishes its plans: Essentials is £79 a month, Go is £199 and Momentum is £399, each with extra users at £69, £79 and £89 a month. Live supplier feeds are listed from Go upward. Promotional Office shows no public price on its site, so you would need to request a quote from them to compare like for like.

Can I bring open orders and customers across when I switch?

Zigaflow's help center describes importing customers, contacts, suppliers, products and stock from spreadsheets, and its comparison page says live or historical quotes, jobs, purchase orders and invoices can come across the same way. Every plan includes a free one-hour onboarding session. Whichever system you choose, ask each vendor to confirm in writing exactly what imports and what must be rekeyed.

Promotional Office alternatives: what else runs a UK promo business

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Zigaflow Editorial

Published 13 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

UK distributors leaving Promotional Office mostly choose PromoServe or Zigaflow, and the choice turns on live supplier catalogs, the customer quote flow and whether the price is public. Time one real enquiry in each demo before you decide.

Promotional Office covers the order book, but UK distributors weighing a move should compare three things: how live supplier catalogs reach the quote, what the customer sees, and whether the price is public.

UK distributors who leave Promotional Office tend to land in one of two places: PromoServe, the promo-specific CRM, or Zigaflow, a browser-based quote-to-invoice platform with a published price. The three differ in how a quote gets built, how the customer sees it, and whether you can read the price before you talk to anyone. Promotional Office is the benchmark for the first of those, and the alternatives are best judged against it.

What Promotional Office does well

Promotional Office is built by the company behind the Sourcing City product database, and its own site makes that the headline: a distributor can search the database, select products and fire them into a quote or an ideas presentation without retyping a specification. It says products arrive live rather than preloaded, and that it will import a supplier catalog or your own distributor data on request. It also describes client portals, web shops, API connections and accounts integration, and it scales from one operator to forty-five users and upwards.

If your team already sources inside Sourcing City all day, that connection is a real reason to stay. It is the thing the alternatives cannot copy, and the brief for any switch should start by admitting it.

What the page does not show is a price. It sells a demonstration run against your own enquiry, and describes the software as a subscription with upgrades, storage and helpdesk included, but no figure appears. That is the first of three places the options split.

Where the alternatives differ: live supplier catalogs

The first question is where product, price and stock come from when you build a quote.

Promotional Office answers with one connection to a single sourcing platform. PromoServe's homepage promises "supplier, product, decoration and pricing answers in seconds", but the page does not say how those answers are fed in, so ask for a live demonstration against a supplier you actually buy from.

Zigaflow connects to suppliers directly. Its Go and Momentum plans list live supplier feeds, and its promotional merchandise page names Midocean, LALTEX and PF Concept. Once a supplier is connected, you add items from a Supplier Feeds tab on the quote, as the help center describes. The plain limit: Zigaflow has no direct Sourcing City integration, so a distributor who prefers that search keeps using it in a browser and quotes in Zigaflow. Essentials, at £79 a month, does not include the feeds.

Where the alternatives differ: the customer-facing flow

The second question is what your customer touches. A promotional quote is rarely accepted in one step. It needs artwork, a proof, a decoration position and a sign-off.

Promotional Office mentions company-compliant presentation templates and client portals. PromoServe describes quotes and back-to-back orders in its Lite package, with accounts built in at Plus, but its homepage says nothing about customer-facing artwork approval.

Zigaflow's quotes are sent from the system and tracked for opens and views, and customers accept online with an e-signature, entering a purchase order number if you ask for one. Accepted quotes can create the job, the supplier purchase order and the invoice without retyping. Its promotional merchandise page describes artwork approval with customer portals and automated reminders. What Zigaflow is not: it is not a sourcing database and not an ERP, and it connects to Xero, QuickBooks and FreeAgent rather than replacing them. PromoServe lists Xero, Sage Line 50, QuickBooks, AIM Tech Suite, UPS and AFD, so a Sage shop should check that list first.

Where the alternatives differ: whether you can see the price

The third split is the cheapest to test. Neither Promotional Office nor PromoServe publishes a price on the pages read for this article. PromoServe shows three packages, Lite, Plus and Pro, and describes who each is for, with no figures. So the honest comparison is "no public price" for both.

Zigaflow prints every plan. Essentials is £79 a month with one user included, Go is £199 with two, and Momentum is £399 with three. Extra users cost £69, £79 and £89 a month respectively, so a three-person team costs £217, £278 or £399 depending on plan. The page also lists add-ons, such as £99 a month for a web store, with 14-day free trials and a free one-hour onboarding session.

Published prices do not make a product better. They let a finance director get a number in an afternoon, and they let you test a real quote before anyone books a call.

How to choose

Decide on the three questions in order.

Do you live inside Sourcing City? If yes, Promotional Office is the natural fit and the comparison is about price, which you will have to ask for.
Do you buy mainly from suppliers with direct feeds, and want customers accepting online? Zigaflow is worth a trial on Go, using a real enquiry.
Do you want a system designed only for promo distributors, with accounts inside it? PromoServe's Plus and Pro describe that, and you will need a quote to learn the cost.

Whichever you shortlist, bring one live enquiry to each demonstration and time it from enquiry to sent quote. Moving is also a question for each vendor: ask what imports from spreadsheets, and whether open orders come across. For the wider vendor field, see PromoServe alternatives for UK promotional merchandise distributors, and for a side-by-side with Promotional Office see Zigaflow vs Promotional Office.

Common questions

For quoting, orders, supplier purchase orders and invoicing, largely yes, and it runs in a web browser. It is not a sourcing database and has no direct Sourcing City integration, so teams that rely on that search will keep using it separately. Zigaflow is also not an ERP, and it syncs with Xero, QuickBooks and FreeAgent rather than replacing your accounts package.

Sources

Promotional Office | ERP & CRM Business Management SystemPromotional Office · accessed 2026-11-01
PromoServe - CRM System for Promo IndustryPromoServe · accessed 2026-11-01
Zigaflow pricingZigaflow · accessed 2026-11-01
Zigaflow vs Promotional Office (Sourcing City)Zigaflow · accessed 2026-11-01
Quoting software for small businessZigaflow · accessed 2026-11-01
Connecting to a Supplier Product and Price FeedZigaflow Help Center · accessed 2026-11-01

promotional officesoftware alternativespromotional merchandise