ZipFlow FAQ Library

Resetting your password is quick and easy:

1. Go to the ZipFlow login page
2. Click "Forgot password?" below the password field
3. Enter your registered email address
4. Check your email for a reset link (arrives within 2-3 minutes)
5. Click the link and create a new password

If you're still having trouble, contact your IT administrator or our support team.

There are several reasons why budget codes might not appear:

• Limited Permissions: Your user role may not have access to those specific budget codes
• Department Restrictions: Some codes are restricted to specific departments
• Inactive Status: Budget codes may be temporarily disabled or archived
• Fiscal Year Changes: New budget codes might not be activated yet

Enable 2FA for enhanced security:

1. Go to Settings > Security
2. Click "Enable Two-Factor Authentication"
3. Choose your preferred method:
   • SMS to your mobile phone
   • Authenticator app (Google Authenticator, Microsoft Authenticator)
   • Email verification code
4. Follow the setup instructions
5. Save your backup codes in a secure location

ZipFlow has several user roles with different permission levels:

• Requester: Can create and track purchase requests
• Approver: Can approve requests within budget limits
• Procurement Manager: Can manage vendors and purchase orders
• Finance Admin: Can access all financial reports and budgets
• System Admin: Full access to all features and settings

Contact your administrator to change your role or request additional permissions.

First, check the workflow status to identify where your request is stuck:

1. Go to Requests > My Requests
2. Click on your request ID
3. Review the approval timeline

Common reasons for delays:

• Approver is out of office without delegation
• Missing information or documentation
• Budget hold or freeze period
• Request exceeds approval limits

Understanding request types ensures faster approvals:

• 🛍️ Goods: Physical products, equipment, supplies
  • Approval: 3-7 business days
  • Requires: Vendor quote, delivery address
• 🤝 Services: Consulting, maintenance, professional services
  • Approval: 5-10 business days
  • Requires: Statement of work, insurance docs
• 💻 Software: SaaS subscriptions, licenses, digital tools
  • Approval: 7-14 business days
  • Requires: Security review, IT approval
• ✈️ Travel: Flights, hotels, conference fees
  • Approval: 1-3 business days
  • Requires: Business justification

For urgent purchases requiring immediate approval:

1. Start a new request as normal
2. Select "High Priority" in the urgency dropdown
3. Provide detailed justification including:
   • Business impact if delayed
   • Why standard processing won't work
   • Absolute deadline needed
4. Attach any supporting documentation
5. Notify your manager directly via email/phone

Note: Misuse of emergency priority may result in restrictions.

Common integration issues and solutions:

• Authentication Issues:
  • API keys may have expired
  • Password changes in service accounts
  • Solution: Update credentials in Settings > Integrations
• Network Problems:
  • Firewall blocking API calls
  • VPN requirements not met
  • Solution: Whitelist ZipFlow IP addresses
• Data Mapping Errors:
  • Field mismatches between systems
  • Different formatting requirements
  • Solution: Review field mappings with support

Standard sync frequencies for different data types:

• Real-time (Immediate):
  • Purchase requisitions
  • Approval status updates
  • Budget availability checks
• Hourly:
  • Purchase orders
  • Vendor master data
  • Cost center updates
• Daily (End of Day):
  • Invoice processing
  • Payment status
  • Budget reports
• Weekly:
  • Performance metrics
  • Historical data
  • System maintenance

Enterprise customers can request custom sync frequencies through their Customer Success Manager.