Access control installation quote Workflow

Why should we automate our access control quoting process instead of managing it by email and spreadsheets?

Handling installation requests by email and spreadsheets makes it easy to lose track of which jobs are awaiting inspection, quote approval or scheduling. This workflow keeps every request as a single record with a status and timeline, so office staff, estimators and technicians can see progress without chasing updates. It also automates the repetitive parts, such as acknowledgement and status emails, so staff time is spent on inspections and installations rather than admin.

What is the ROI of using this workflow compared to handling quotes manually?

The main return comes from reduced administrative time per job: intake, acknowledgement, quote delivery and scheduling communications are handled automatically rather than manually drafted each time. Estimators and technicians receive clearly assigned tasks with the fields they need to complete, which reduces back-and-forth clarification. Over many jobs, this compounds into faster quote turnaround and fewer delays caused by missed follow-ups.

How does the site inspection step work, and who is responsible for it?

Once a request is submitted, the estimator is assigned a task due in two days to inspect the site and record findings such as inspection date, door hardware, cabling routes, power supply notes and lock types required. The workflow waits for this task to be completed before saving the details to the record. This ensures the quote is prepared from verified on-site information rather than assumptions from the intake form.

What happens if the customer declines the quote?

The customer responds to the emailed quote with an Accept or Decline decision and optional comments. If they decline, the workflow sets the status to Quote Declined and sends a thank-you email acknowledging their decision. This closes out the request cleanly while keeping the decision and any comments recorded on the record's timeline.

What happens if the customer accepts the quote?

When the customer accepts, the status is set to Quote Accepted and an office task is assigned to schedule the job, capturing the job start date and assigned security technician. Once scheduling is confirmed, the customer receives an email with the job start date and technician name, and the status moves to Job Scheduled. This gives the customer clear visibility of what happens next without requiring them to create an account or log in anywhere.

Who is involved in completing the installation job, and what do they record?

The assigned security technician receives a task with no due date to carry out and complete the installation. On completion, they record completion notes, completion photos, door-by-door test results, users set up, administrator training given, and the final invoice amount. The workflow waits for this task before saving the details to the record and moving the status to Job Completed.

Can this workflow be customised for our specific installation process or forms?

Yes, the workflow can be adjusted by describing the change in plain English or by editing steps directly in the workflow editor, and earlier versions are kept. This means fields on the intake form, inspection task, quote step or completion task can be adapted to match how your business actually works. Templates are ready to use immediately, so a workspace can start running the live process within minutes and refine it afterward.

How is customer feedback collected, and what happens with it?

Two days after the job is marked complete, the workflow emails the customer a feedback form asking for an overall satisfaction rating from 1 to 5 and any comments. Since this form is completed outside a task the workflow waits for, the answers are saved to the record. This gives the business a recorded view of customer satisfaction against each completed job, viewable through the record's timeline.

How does the request form gather the information needed to quote accurately?

The public request form asks for details such as premises type, number of doors to control, credential type, number of users, whether an intercom is wanted, site photos, and preferred timeframe. This information feeds directly into the record created at intake, giving the estimator useful context before the site inspection. Customers submit this without needing an account, either through the public form or a form emailed directly to them.

What visibility do office staff have into where each job stands?

Each request record carries a reference number, a current status such as Site Inspection, Quote Sent, Job Scheduled or Job Completed, and a timeline of everything that has happened on it. Table views and dashboards display records grouped by status, making it straightforward to see how many jobs are awaiting quotes, scheduling or completion at any time. Workspace activity is also logged, supporting oversight of how the process is running.