From first enquiry through to confirmed order
Handling an Inbound Sales Inquiry
Covers every step from receiving a new customer inquiry to sending a qualified quote, ensuring no lead goes cold and no quote is built without confirmed requirements.
Managing an Open Quote Pipeline
A weekly process for reviewing unaccepted quotes, prioritizing follow-up actions, and closing stale or expired quotes to keep the pipeline accurate. Ensures lost opportunities are recorded so win rate tracking is meaningful.
Onboarding a New Customer
Streamline new customer setup with automated data capture, payment terms agreement, and purchase order requirements validation before the first order.
Quote to Order Handoff: Converting a Winning Quote into an Active Job
Seamlessly convert accepted quotes into active job records with proper version control and automated handoffs to operations teams.
Sales - Converting an Accepted Quote to a Live Job
A step-by-step process for turning a customer-accepted quote into a fully set-up live job - with written confirmation, locked pricing, supplier POs, and delivery milestones in place before any work begins.
Managing jobs, production and delivery
AV System Integration - Running the Commissioning and Handover Process
A structured workflow for AV system integrators running the commissioning and handover phase of an installation project - covering pre-commissioning checks, component and signal flow testing, end-user acceptance, handover pack compilation, and same-day invoicing. Ensures the commissioning milestone is documented, signed off, and invoiced on the day it is achieved.
Audio-Visual - Managing an AV Equipment Hire Job
A complete operational workflow for AV hire businesses, covering written booking confirmation through kit preparation, dispatch, show-day additions, kit return and condition check, and same-day invoicing.
Construction - Managing Material Deliveries and Three-Way Cost Matching
Receiving materials on a construction or trade job without a clear delivery and matching process leads to overpayments, missing cost capture, and margin erosion. This workflow covers every step from PO to matched invoice.
Construction - Managing Practical Completion and the Defects Liability Period
A step-by-step process for construction and fit-out contractors to manage the PC milestone and DLP - from the pre-PC walkthrough through to retention release invoices and final job close-out.
Construction - Processing a Payment Application
Submit and track monthly payment applications on construction contracts, monitor Payment Notice deadlines, and reconcile payments against certified amounts. Keeps retention balances visible and disputes resolved quickly.
Construction - Raising a Variation Order to a Customer
A step-by-step workflow for contractors to raise, price, and obtain written approval for a variation order when out-of-scope work is discovered or instructed on site - before any additional work proceeds.
Lighting & Electrical - Managing Emergency and Reactive Callout Work
Emergency and reactive callouts require fast response, but billing discipline needs to be just as sharp as the technical work. This workflow covers how to convert a verbal callout into a written job record, track materials on site, and invoice the same day.
Lighting & Electrical - Managing a Planned Maintenance and Service Contract
How to set up, schedule, and invoice a recurring planned preventative maintenance contract for electrical or lighting systems, from written contract terms through each visit cycle, service report issuance, remedial escalation, and contract renewal.
Lighting & Electrical - Managing a Test, Inspection, and Certification Process
A structured workflow for electrical contractors to manage progressive testing, inspector booking, EIC completion, and final invoice release - with the EIC as an explicit invoice gate and documentation built throughout the installation rather than at the end.
Managing Sub-Contractor Bookings and Cost Capture
How to select, book, and capture sub-contractor costs on a job - from written rate agreement and purchase order through to invoice matching before customer billing. Covers construction, AV, and electrical businesses using labour-only or specialist sub-contractors.
Managing a Customer Change Request
Handle customer change requests systematically from initial logging through impact assessment to final pricing and approval.
Office Furniture - Managing a Project Delivery and Installation Day
A practical workflow for managing the full delivery and installation day on a commercial office furniture project - covering access confirmation, goods checking, zone-by-zone installation, client sign-off, and same-day invoicing. Prevents the most common causes of disputed invoices and delayed final payments.
Office Furniture - Managing a Specification Change After Orders Are Placed
Capture, price, and recover the full cost of a mid-project specification change on a furniture order. Ensures written approval is obtained before any supplier action, and that restocking fees and price differences appear on the final invoice.
Promotional Merchandise - Corporate Gifting Quote to Fulfilment
End-to-end workflow for managing a corporate gifting order from initial brief through supplier POs, proof approval, delivery inspection, and invoicing. Designed for promotional merchandise distributors and branded merchandise agencies.
Promotional Merchandise - Handling a Reprint or Product Defect Claim
When a product arrives with a decoration error or wrong specification, how the claim is handled determines whether the cost lands on the supplier or your business. This workflow covers defect documentation, supplier notification, and resolution management.
Promotional Merchandise - Managing a Client Reorder
A step-by-step process for handling reorder requests from existing customers. Covers specification verification, artwork file confirmation, and supplier pricing checks to protect margin and prevent specification errors on repeat orders.
Promotional Merchandise - Managing a Company Store Programme
When a promotional merchandise distributor operates a branded company store for a corporate client, orders arrive continuously and need a consistent, repeatable process from order receipt through to fulfillment and invoicing.
Promotional Merchandise - Managing a Pre-Production Artwork Proof
Covers proof brief, internal spec check before forwarding, written customer deadline, and follow-up discipline for decorated promotional merchandise and branded apparel. Ensures production is only authorized on written sign-off.
Promotional Merchandise - Managing an Exhibition and Events Order
A step-by-step process for handling event and trade show merchandise orders with fixed event deadlines - from brief receipt and supplier POs through proof approval, production tracking, and pre-event delivery inspection.
Promotional Merchandise - Processing a Branded Apparel Order
Branded apparel orders require size run confirmation, decoration proof sign-off, and split-supplier PO management that standard merchandise orders don't. A clear process prevents size errors, missed proofs, and delivery shortfalls that generate costly reprints.
Raising and Managing a Purchase Order
A step-by-step process for raising and tracking purchase orders from job requirement through supplier acknowledgment, delivery count, and three-way invoice matching. Applicable across construction, AV, promotional merchandise, office furniture, and electrical businesses.
Running a Mid-Job Cost Review
A structured mid-project review to compare committed costs against the original budget, surface unpriced variations and unrecorded expenses, and calculate projected final margin before the job closes. Applies across construction, AV, furniture, and electrical projects.
Scheduling and Confirming a Customer Installation or Site Visit
Streamline customer installation scheduling from initial agreement to completion follow-up. Ensure proper resource allocation, clear communication, and professional service delivery with integrated documentation.
Ordering from suppliers and managing costs
Onboarding a New Supplier
Streamline your supplier onboarding process from initial requirements definition through assessment and approval. Ensure compliance and minimize procurement risks.
Processing a Supplier Credit Note
Handle supplier discrepancies from delivery inspection through credit note processing. Document issues, manage supplier communications, and track financial resolutions.
Raising an RFQ and Selecting a Supplier
A structured process for requesting prices from multiple suppliers before placing a purchase order, covering spec preparation, supplier selection, response comparison, and PO award. Applicable across construction, AV, electrical, and furniture businesses.
Recording a Partial Delivery
Handle partial deliveries systematically by inspecting goods, creating accurate delivery notes, updating purchase orders, and coordinating with suppliers for outstanding items.
Requesting and Approving a Supplier Sample
Streamline sample requests from initial requirement confirmation through supplier coordination to final approval. Ensure clear communication and proper documentation throughout the sample evaluation process.
Responding to a Supplier Price Increase
A structured process for assessing the impact of a supplier price increase on open orders, quotes, and jobs - then deciding whether to absorb, pass through, or source an alternative. Ensures the system reflects the correct cost before the new rate takes effect.
Supplier RFQ and Quote Comparison
Streamline your supplier sourcing process from RFQ creation to quote comparison and supplier selection. Compare multiple supplier responses in one centralized system.
Invoicing, contracts and payment tracking
Closing Out a Completed Job: From Delivery to Final Invoice
Streamline your project closeout process from customer acceptance to final billing. Ensure all costs are captured and invoiced accurately.
Construction - Chasing and Releasing Retention
Retention withheld during a construction project must be actively tracked and chased at two defined milestones: practical completion and the end of the defects liability period. Leaving retention to chance costs contractors thousands in delayed or written-off payments.
Finance - Following Up on an Overdue Invoice
A structured chase sequence for recovering late customer payments, from the initial written reminder through to phone escalation and the decision to suspend credit or refer to collections.
Issuing a Credit Note to a Customer
Streamline the credit note process from customer confirmation through to accounting reconciliation. Ensure proper documentation, accurate calculations, and seamless integration with your accounting system.
Managing a Project Stage Payment Schedule
Covers setting up, recording, and raising milestone-based invoices on construction, AV, and installation projects - from deposit at contract signing through to final invoice and accounting sync.
Preparing and Sending a Customer Account Statement
A monthly accounts receivable process for preparing accurate customer statements, confirming the billing contact, and following up on overdue balances within a defined timeframe. Reduces payment delays on accounts with multiple open invoices.
Raising and Chasing a Customer Invoice
Streamlined workflow for raising accurate customer invoices and managing payment collection to improve cash flow and reduce payment delays.
Taking and Releasing a Customer Deposit
Streamline your deposit process from order confirmation through payment recording and final reconciliation. Ensure clear communication and proper financial controls.
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