Workflow Template
Air conditioning quote request Workflow
Manages an air conditioning quote request from initial customer submission through site inspection, quoting, acceptance, job scheduling, completion, and post-job feedback collection, with status tracking throughout.
A homeowner fills out a form asking for an air conditioning quote, and suddenly your team is juggling inspection bookings, quote follow-ups, and job scheduling across emails and notes. This workflow handles the whole journey automatically: it logs the request, assigns the site inspection to your estimator, sends the quote and waits for the customer's decision, schedules the job with a technician once accepted, and follows up for feedback after completion. Your team just works through the tasks assigned to them while the record's status and timeline keep everyone in sync on where each request stands.
Business Outcomes
- Fewer quote requests slipping through the cracks between inspection and follow-up
- Faster turnaround from enquiry to scheduled job with built-in task handoffs
- Clearer visibility of every request's status without manual spreadsheet updates
- More consistent customer communication with automatic acknowledgement, quote and completion emails
- Easier collection of post-job feedback to support ongoing service improvements
Workflow Steps
Steps
- 1Create Quote Request Recordcreate record
Creates the quote request record from the submitted form.
- 2Set Status: New Requestupdate record
Sets the request status to New Request.
- 3Send Acknowledgement Emailsend email
Emails the customer an acknowledgement with their reference number.
- 4Set Status: Site Inspectionupdate record
Sets the request status to Site Inspection.
- 5Estimator: Conduct Site Inspectioncreate task
Assigns the estimator a task, due in 2 days, to inspect the site and record findings.
- 6Save Inspection Data to Recordupdate record
Persists the inspection findings to the record.
- 7Estimator: Prepare Quotecreate task
Assigns the estimator a task to prepare the quote details.
- 8Save Quote Data to Recordupdate record
Persists the prepared quote details to the record.
- 9Set Status: Quote Sentupdate record
Sets the request status to Quote Sent.
- 10Send Quote to Customerrequest external input
Emails the customer their quote and requests an Accept or Decline decision with optional comments.
- 11Route on Quote Decision
Routes the workflow based on whether the customer accepted or declined the quote.
quote_decision: "Accept"→Set Status: Quote Acceptedquote_decision: "Decline"→Set Status: Quote DeclinedDefault→End - 12Set Status: Quote Declinedupdate record
Sets the request status to Quote Declined.
- 13Send Decline Thank-You Emailsend email
Emails the customer a thank-you message after declining the quote.
- 14Set Status: Quote Acceptedupdate record
Sets the request status to Quote Accepted.
- 15Office: Schedule Jobcreate task
Assigns an office task to schedule the job with a start date and assigned installation technician.
- 16Save Job Schedule to Recordupdate record
Persists the job start date and technician assignment to the record.
- 17Set Status: Job Scheduledupdate record
Sets the request status to Job Scheduled.
- 18Send Job Scheduled Emailsend email
Emails the customer the confirmed job start date.
- 19Installation Technician: Complete Jobcreate task
Assigns the installation technician a task with no due date to record completion details of the job.
- 20Save Completion Data to Recordupdate record
Persists the job completion details to the record.
- 21Set Status: Job Completedupdate record
Sets the request status to Job Completed.
- 22Send Completion Thank-You Emailsend email
Emails the customer a thank-you message with the final invoice amount.
- 23Wait 2 Days Before Feedback Request
Pauses for two days before requesting customer feedback.
- 24Send Feedback Requestrequest external input
Emails the customer a feedback form with a 1-5 rating and comments.
Fields
- Name*
- Email*
- Mobile*
- Site Address*
- Service Type*
- System Type*
- +26 more fields
Forms
Air Conditioning Quote Request
10 fields
Data Views
Quote Requests Overview
customer_name, site_address, system_type, quote_amount +2 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
Do I need any technical skills to set this workflow up?
No, the workflow is ready to use as soon as your workspace publishes it, with no installation or development involved. If you want to tweak a step later, you can describe the change in plain English or adjust it directly in the workflow editor, and earlier versions are kept so you can see what changed.
Can my team customise the request form or the inspection details it captures?
Yes, the request form fields and the details recorded during the site inspection or quoting steps can be adjusted to match how your business works. Any changes are made by editing the workflow, and previous versions remain available if you want to compare or roll back.
Who is responsible for each task in this workflow?
Tasks are assigned to specific team members: the estimator handles the site inspection and quote preparation, the office schedules the job, and the installation technician records completion details. Each task is assigned to a workspace member, and the workflow waits for the inspection, quote, scheduling and completion tasks to be finished before moving to the next step.
What happens if the customer declines the quote?
If the customer selects Decline on the quote form, the workflow sets the status to Quote Declined and sends them a thank-you email. If they accept, the status changes to Quote Accepted and the workflow moves on to scheduling the job with the office and an installation technician.
Is this suitable for a small team without dedicated admin staff?
Yes, it's designed so a small team can run the whole process without needing a dedicated coordinator, since each task lands with the right person automatically. Admins and members in your workspace can be assigned tasks like inspections, quoting, scheduling and job completion as they come up.
Do customers need to create an account to submit a request or respond to quotes?
No, customers interact entirely through the public request form and emailed forms, such as the quote decision and feedback request. They never need to log in or create an account at any stage.
How is customer information like photos and inspection notes tracked?
Details entered during tasks the workflow waits for, such as inspection findings, quote details and job completion data, are saved directly on the record. This means anyone reviewing the request later can see the full history, along with the record's status and timeline of what happened.
Can we send job scheduling or quote emails through our own email system?
Yes, a workspace can optionally send emails through its own AWS SES account instead of the built-in email sending. This doesn't change any of the workflow's steps, it just changes how the emails are delivered.
What happens after the job is completed?
Once the installation technician records completion details, the status changes to Job Completed and the customer receives a thank-you email with the final invoice amount. Two days later, the workflow automatically sends a feedback request asking for a satisfaction rating and comments.
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