Sales
From first enquiry through to confirmed 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.
Renewables - Commercial Energy Audit to Proposal
A workflow for energy consultants and multi-technology renewables installers managing the process from initial inquiry and site assessment through to delivery of a costed renewables proposal.
Operations
Managing jobs, production and delivery
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 - Hospitality and Events Gifting Order
Manages a branded merchandise order for a hospitality or events client from initial brief through artwork approval, supplier orders, kitting, and venue delivery to final invoicing. For distributors handling hotel, venue, or conference gifting programmes with fixed event deadlines.
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 Bespoke Product Brief
A structured process for managing a custom bespoke product brief from initial client requirements through factory sourcing, pre-production sampling, and production to final delivery. Covers the full cycle of a made-from-scratch promotional product.
Promotional Merchandise - Managing a Client Product Range Review
When a client's merchandise range needs refreshing - replacing discontinued lines, adding new products, or updating decoration specs - this workflow keeps the process structured from initial brief through to a live, accurate catalogue.
Promotional Merchandise - Managing a Client Quantity Increase
Covers the steps to process a client's request to increase confirmed order quantities after a purchase order has been issued to the supplier. Includes supplier availability checks, volume pricing recalculation, revised quote acceptance, and amended PO issue.
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 Client Sample Approval
The physical sample approval stage confirms decoration quality, colour accuracy, and product specification before bulk production begins. This workflow covers requesting, inspecting, and gaining written client sign-off on physical samples.
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-Location Delivery
How to split a branded merchandise order across multiple client delivery addresses, managing per-location allocation, individual delivery notes, carrier despatch, and receipt confirmation.
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 a Product Substitution
Process for handling a supplier product unavailability notification and getting a client-approved substitute into production without losing the delivery date.
Promotional Merchandise - Managing a Seasonal Gifting Campaign
End-to-end workflow for managing a seasonal branded gifting campaign, from client brief and multi-line quoting through artwork approval, supplier purchase orders, and coordinated multi-address delivery.
Promotional Merchandise - Managing a Supplier Price Increase
A supplier notifies you of a price increase affecting products in your active quote pipeline or confirmed orders. This workflow covers how to assess the impact, protect your margin, and communicate changes to clients before costs are absorbed.
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 - New Client Account Setup
The operational steps for onboarding a new promotional merchandise client account, from collecting brand assets and configuring pricing through to confirming the ordering and artwork approval process before the first order goes live.
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.
Promotional Merchandise - Web Store Product Setup and Launch
How to set up and launch a branded merchandise web store for a new client - from product range agreement and artwork collection through store configuration, testing, and live order processing.
Promotional Merchandise - eCommerce Order Processing
Processing a promotional merchandise order received through a web store or Shopify integration. Covers order receipt, artwork check, supplier PO, goods receipt, dispatch, and invoicing.
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 - Adding Battery Storage to Existing Solar System
Covers the full process of assessing, quoting, procuring, and commissioning a battery storage system retrofitted onto an existing solar PV installation, from initial customer enquiry through to DNO notification and final handover.
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 O&M Visit to Invoice
How solar PV installers plan, execute, and invoice a scheduled operations and maintenance visit for a commercial solar system. Covers engineer briefing, on-site inspection, defect escalation, and invoicing.
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 - Domestic Solar and Battery Package: Survey to Commission
Manages the full workflow for a combined domestic solar PV and battery storage installation. Covers enquiry, site survey, system design, dual-technology procurement, DNO notification, MCS registration, commissioning, and final invoice in a single coordinated process.
Renewables - Grant Application and Funding Process
Covers how an MCS-certified installer manages a Boiler Upgrade Scheme grant application alongside a residential heat pump installation, from eligibility check through voucher submission, commissioning, and Ofgem claim.
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 - Managing a Grid Connection Application (G98/G99)
DNO grid connection approval is a mandatory step before commissioning any solar PV, battery storage, or EV charging installation. This workflow covers the G98/G99 application process from pre-application enquiry through to commissioning sign-off and final documentation.
Renewables - Managing a Warranty Claim
How a solar PV, heat pump, or battery storage installer manages an inbound warranty claim - from identifying the warranty type and retrieving system documentation through to remedial work and formal close-out.
Renewables - Post-Installation Service and Maintenance Contract
Setting up a formal annual service contract after completing a renewable energy installation. Covers contract proposal, scheduling, engineer field completion with eForms, and recurring invoicing.
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.
Procurement
Ordering from suppliers and managing costs
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.
Promotional Merchandise - Onboarding a New Decorator Supplier
How a promotional merchandise distributor assesses, samples, and formally approves a new decorator supplier - from initial capability request and strike-off evaluation to pilot order and approved supplier list.
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.
Finance
Invoicing, contracts and payment tracking
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.
Renewables - Managing a Stage Payment Schedule
How a solar PV, heat pump, or battery storage installer tracks deposit collection and staged invoicing through an installation project, from contract signing to commissioning and final handover.
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