What if the customer disputes the final invoice?

Having documented acceptance and detailed cost records in Zigaflow provides clear evidence of agreed work scope and actual costs incurred, making dispute resolution much simpler.

How do I handle variations that weren't in the original quote?

Capture variations in the job record as they occur, with customer approval where possible. Include these clearly itemized in your final invoice with supporting documentation.

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Workflow Scenario

Project Completion - Delivery to Final Invoice

8 steps. Complete closure. No loose ends.

Step by step

Customer AcceptanceJobs

Obtain written confirmation that the job is complete and delivery/work has been accepted

Purchase Order ReviewPurchase Orders

Review all POs raised against the job and confirm all deliveries and invoices received

Cost VerificationWorks Orders

Check for any incurred costs not yet captured in the job record

Budget ComparisonJobs

Compare actual costs against original estimate and identify variances

Final CostingJobs

Update job record with all final costs and calculate true margin

Invoice PreparationInvoices

Prepare final invoice including any variations or additional charges

Invoice ApprovalInvoices

Get internal approval for final invoice before sending to customer

Job ClosureJobs

Mark job as complete and archive all related documentation

What this workflow solves

Missing costs are discovered after invoicing, reducing profitability and requiring awkward follow-up billing.

Job records remain open indefinitely because the closeout process is unclear or incomplete.

Final invoicing is delayed while chasing missing paperwork and supplier invoices across multiple systems.

Frequently asked questions

Modules used

Jobs Purchase Orders Works Orders Invoices

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