Automatic gate installation quote Workflow

Do I need to set this up myself or is it ready to go?

The template is ready to use as soon as your workspace publishes it, so there's no build or install project involved. You can start taking gate installation requests through the public form straight away and watch them move through inspection, quoting and scheduling from day one.

Can my team change the steps to match how we actually quote jobs?

Yes, you can describe the change you want in plain English or edit the steps directly in the workflow editor. Earlier versions of the workflow are kept, so you can adjust things like the inspection checklist or quote fields without losing your original setup.

Who is involved in each stage of the process?

Estimators are assigned the site inspection task and the quote preparation task, office staff handle job scheduling, and an installer completes the final job task. Each of these is a task the workflow waits for, and what's entered gets saved directly to the customer's record.

What happens when a customer accepts or declines the quote?

The workflow routes based on the customer's decision on the emailed quote. If they accept, the status moves to Quote Accepted and the job moves into scheduling; if they decline, the status becomes Quote Declined and a thank-you email is sent, closing that path out cleanly.

Is this suitable for a small gates and automation business with just a couple of staff?

Yes, it's built around simple task assignment to admins or members in your workspace, so a small team can run it without extra overhead. Customers never need an account either — they interact entirely through the public request form and the forms emailed to them.

How do customers know what's happening with their request?

They get an acknowledgement email with their reference number right after submitting the form, then a quote email, a job scheduled email, and a completion thank-you email as the job progresses. Each of these is tied to a status change on their record, so the messaging matches exactly where the job is.

What information does the workflow capture during the site inspection and job completion?

During the inspection, the estimator records details like opening measurements, slope and ground conditions, power supply notes and safety devices required. At job completion, the installer logs completion notes, before and after photos, safety device test results, and the final invoice amount, all saved to the record.

Can we track quote value and job status across all our gate requests?

Each request is a record with its own reference number, status and timeline of what happened, and table views and dashboards show records grouped by status. That gives you a running view of how many are at Quote Sent, Job Scheduled or Job Completed at any time.

Does the workflow collect customer feedback after the job is done?

Yes, two days after the completion thank-you email goes out, the workflow sends a feedback form asking for an overall satisfaction rating and comments. Those responses are saved to the customer's record as part of its ongoing timeline.