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.
Issuing a Deposit Invoice After Quote Acceptance
A step-by-step process for converting a quote acceptance into a deposit invoice, confirming payment, and releasing the job to operations. Covers billing contact verification, follow-up timing, and deposit deduction on the final invoice.
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.
Office Furniture - Project Enquiry to Specification and Quote
Covers the front-end of a commercial furniture project from first enquiry through client brief, site survey, space planning, supplier pricing, and formal quote issue - the stage where scope and margin are set.
Onboarding a New Customer
Streamline new customer setup with automated data capture, payment terms agreement, and purchase order requirements validation before the first order.
Promotional Merchandise - Tender Brief to Quote Submission
The process a promotional merchandise distributor follows when a corporate client sends a formal brief or tender - from brief receipt and qualification through supplier RFQs, pricing, visual presentation, and deadline submission.
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 into a Live Job
The structured handover from sales to operations: confirming acceptance in writing, creating the job record, raising the deposit invoice, issuing the order confirmation, and placing long-lead POs - all before day two after acceptance.
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 - Corporate Conferencing Room Installation
How to manage a corporate AV conferencing room project from site survey through design approval, hardware procurement, first and second fix installation, commissioning, and client sign-off.
AV - Digital Signage Supply and Installation
Covers the full workflow for a digital signage project: from enquiry and site survey through hardware procurement, on-site installation, CMS setup, and signed commissioning handover. Keeps delivery dates, kit lists, and sign-off in one place.
AV Dry Hire Kit Dispatch and Return
Covers the end-to-end process for an AV hire business managing dry hire kit - from deposit collection and kit prep through signed dispatch, return inspection, damage resolution, and final invoicing.
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 - Daywork Recording and Billing
Covers the end-to-end process for recording daywork on a construction project - from confirming the instruction and briefing operatives through daily sheet completion, obtaining signatures, and submitting the claim with the application for payment. For contractors managing time-and-materials work on any contract form.
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 a Defects Liability Period
How to log the DLP start and end dates at practical completion, maintain a defects register through the period, raise repair works orders for each notified defect, and trigger the final retention invoice when the Defects Certificate is issued.
Construction - Plant Hire and Equipment Management
Manage hired plant and equipment from booking through to return and cost reconciliation, with every hire cost attributed to the right job from day one.
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.
Construction - Raising and Managing a Snagging List
Covers the process of compiling a snagging list before practical completion, assigning defects to trade contractors, tracking rectification, and obtaining client sign-off. Keeps handover on track and protects final payment.
EV Charging Installation - Site Survey to Commissioning
Covers the end-to-end process for a residential or commercial EV charger installation - from enquiry qualification and site survey through equipment procurement, installation, DNO notification, and commissioning handover. Designed for OZEV-approved EV charging installers managing jobs of all sizes.
Heat Pump Survey to MCS Commissioning
End-to-end workflow for MCS-certified heat pump installers, covering enquiry capture, heat loss survey, BUS grant application, equipment procurement, commissioning, and final invoice. Designed for businesses where grant timing and MCS documentation must align.
Joinery - Workshop Order to Site Installation
Covers the end-to-end process from a confirmed joinery order through workshop production, site delivery, and installation to sign-off. Includes specification lock and quality check gates before items leave the workshop.
Landscaping & Groundworks - Quote to Final Invoice
A complete workflow for landscaping and groundworks contractors, covering site survey, quote, deposit, materials procurement, on-site delivery checks, variation handling, and final invoice.
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.
Lighting & Electrical - Quoting and Managing a Domestic Rewire
A step-by-step workflow for quoting and delivering a domestic rewire, from pre-quote site survey through first fix, second fix, test and inspection, and EIC issue. Covers scope discipline, variation control, progressive testing, and same-day final invoicing.
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.
Managing a Goods Return to a Supplier
The steps to return defective, incorrect, or damaged goods to a supplier - from same-day written notification and written RMA request, through return dispatch and tracking, to credit note verification and accounting reconciliation.
New Build Project Setup and Mobilisation
Covers setting up a new build project in Zigaflow and mobilising the site after contract award, from job record creation and programme milestones through subcontractor works orders, site induction, and first-week material deliveries.
Office Furniture - Healthcare Furniture Delivery and Installation
How to manage a healthcare furniture order from confirmed specification through to delivery, room-ready installation, and clinical sign-off in an NHS or care environment.
Office Furniture - Managing a Post-Installation Warranty Claim
Covers the process of receiving, logging, and resolving a post-installation warranty claim, including manufacturer liaison, arranging replacement parts or re-attendance, and closing the claim with full documentation.
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.
Office Furniture Post-Delivery Snagging and Resolution
How to systematically document, chase, and resolve defects and damage discovered after a commercial furniture installation. Covers defect logging, supplier claims, re-inspection, and customer sign-off.
Operations - Closing a Completed Job and Reconciling Final Costs
How to close a completed job before the final invoice goes out - confirming all sub-contractor costs are in, all variations are invoiced, and the actual margin is recorded against the original quote.
Operations - Compiling and Delivering a Project Handover Pack
How to build and deliver a complete project handover pack - from identifying required documents at contract signing to triggering the final invoice on the day of handover. Removes the most common cause of final invoice delay.
Print and Signage Order - Brief to Delivery
Covers managing a print and signage order from customer brief and artwork collection through production, delivery, and invoicing. Artwork approval is the critical control point that protects both the deadline and the margin.
Promotional Merchandise - Charity Fundraising Merchandise Order
Managing a branded merchandise order for a charity client from initial brief through artwork sign-off to on-time event delivery. Covers deposit collection, supplier POs, proof approval, and final invoicing.
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 - Inventory Replenishment and Stock Management
Keep client branded stock programmes running without stockouts by setting reorder triggers, raising purchase orders automatically, and notifying clients when stock is replenished.
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 Multi-Supplier Kitting and Fulfilment Run
How to coordinate a kitting run where components from two or more suppliers must be inspected, assembled, and dispatched to named recipients. Covers spec confirmation, PO discipline, proof approval, assembly costing, and same-day 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.
Promotional Merchandise - Processing a Rush Order
A step-by-step process for accepting, pricing, and delivering a rush order with a compressed turnaround. Covers supplier stock confirmation, proof approval gates, and same-day invoicing on delivery.
Promotional Merchandise - University and Schools Order
A complete workflow for distributors handling branded orders for universities, colleges, and schools - from inquiry and RFQs through institutional artwork approval, production, and final invoice.
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.
Renewables - Battery Storage Survey to Commissioning
The complete installation workflow for a domestic or light-commercial battery energy storage system (BESS). Covers site survey, DNO application, equipment procurement, installation, commissioning, and MCS certification.
Renewables - Commercial Solar Survey to Commissioning
End-to-end workflow for commercial solar installers managing the full project lifecycle from initial site survey and DNO G99 application through to commissioning, MCS certification, and customer handover.
Renewables - MCS Registration and SEG Application After Solar Installation
The end-of-job process for MCS-certified solar PV and heat pump installers: registering the installation in the MCS database, issuing the certificate, advising on SEG, and raising the final invoice on commissioning day.
Renewables - Solar PV Equipment Procurement and Delivery Coordination
A structured process for raising supplier purchase orders, tracking lead times, and confirming all solar PV equipment is on site before the installer mobilizes. Prevents delivery failures from disrupting the installation day.
Residential Solar PV - Survey to Installation and SEG Registration
The residential solar PV workflow from homeowner enquiry through survey, system design, installation, DNO notification, MCS registration, and final invoice. Includes the compliance steps that must be completed before SEG registration can begin.
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.
Sports Club Kit and Merchandise Order
Full order lifecycle for a promotional merchandise distributor fulfilling a sports club kit order - from initial brief and RFQ through artwork approval, decoration, quality check, and dispatch. Covers the specific requirements of team kit: PMS colours, player personalization, size runs, and reorder setup.
Construction - Managing Practical Completion
A step-by-step process for construction and fit-out contractors to take a project through practical completion - from the pre-PC walkthrough and snagging list to certification, the handover pack, and the first retention release.
Ordering from suppliers and managing costs
Construction Sub-Contractor Payment Application
Covers the process a main contractor follows when a sub-contractor submits a payment application - from scope check and certification through purchase order, invoice matching, and confirmed payment processing.
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.
Procurement - Onboarding a New Supplier
How to qualify, test, and formally add a new supplier to your approved network before placing a high-value or time-critical order. Covers information capture, qualification order, and preferred supplier list setup.
Procurement - Setting Up and Approving a New Supplier
A structured process for adding a new supplier - from checking whether one is actually needed, through credential verification and terms confirmation, to first-order performance recording.
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.
Construction - Final Account Preparation and Agreement
The process of compiling, submitting, and agreeing the final financial settlement on a completed construction contract. Covers variation reconciliation, provisional sum adjustment, daywork verification, and final invoice issue.
Finance - Chasing an Overdue Invoice
A structured 7-step escalation sequence for recovering payment on overdue invoices, from first polite reminder through to formal demand. Covers day-by-day contact steps, logging discipline, and when to escalate to debt recovery.
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.
Finance - Issuing a Final Invoice and Closing a Job
The pre-invoice close process for project-based businesses: three-way cost match, variation reconciliation, correct invoice structure, and retention tracking. Use this workflow every time a job reaches completion before raising the final invoice.
Finance - Raising a Deposit Invoice and Confirming Payment Before Work Starts
How to raise a deposit invoice the day a quote is accepted, confirm payment before releasing job start, and record the deposit so it deducts correctly from the final invoice. Prevents work beginning before any payment is confirmed.
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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