Bathroom waterproofing quote request Workflow

Why should we automate our bathroom waterproofing quote process instead of managing it manually?

Manually tracking quote requests across emails, spreadsheets and phone calls makes it easy to lose track of where a job stands. This workflow creates a single record per request with a reference number and status, so estimators, office staff and waterproofers always know what stage a job is at and what's needed next. It also automates the repetitive email communication with customers, reducing the administrative load on staff.

What is the ROI of using this workflow compared to handling quotes and scheduling by hand?

The workflow removes manual steps like drafting acknowledgement emails, chasing quote decisions and typing up scheduling confirmations, freeing estimators and office staff to focus on inspections and job delivery. Because tasks are assigned with due dates and the workflow waits for task completion before moving forward, requests are less likely to stall unnoticed. Over time this can reduce the staff hours spent on coordination per job.

Who is involved in this workflow, and what does each person do?

The estimator carries out the site inspection task and later prepares the quote, both of which the workflow waits on before proceeding. Office staff schedule the job start date and assign a waterproofer once the quote is accepted. The waterproofer then completes a final task documenting the finished job, including photos, flood test results and the final invoice amount.

What happens if the customer declines the quote?

When the customer responds to the quote email with a decline, the workflow routes to set the request status to Quote Declined and sends a thank-you email acknowledging their decision. No further tasks are triggered after this point. The customer's response and comments are saved to the record along with the rest of the request timeline.

How does the workflow handle the customer's quote decision?

After the quote is emailed, the workflow waits for the customer to reply via the accompanying form, selecting Accept or Decline and adding any comments. It then routes based on that answer: accepting moves the request to Quote Accepted and triggers job scheduling, declining moves it to Quote Declined and sends a thank-you email, and any other outcome is handled separately in the routing step.

Can we customise the fields captured during site inspection or job completion?

Yes, the steps in this workflow can be adjusted by describing the change in plain English or editing the steps directly in the workflow editor. This means fields like Substrate Condition or Membrane Product and Coats Applied can be modified to match a business's own inspection or completion checklist. Earlier versions of the workflow are kept, so changes can be reviewed over time.

Does the customer need to create an account to submit a request or respond to forms?

No, customers submit their initial request through a public request form and respond to later forms, such as the quote decision and feedback forms, that are emailed directly to them. They interact with each form without needing to log in or set up an account, which keeps the process simple from their side.

How is job completion information recorded, and where does it show up?

The waterproofer's completion task asks for details like completion notes, before and after photos, flood test results and the final invoice amount, and because the workflow waits for this task, the answers are saved directly to the record. This information then appears in the record's timeline and is available in table views and dashboards that show requests by status. Each business should confirm what documentation, such as waterproofing certificates, it needs to retain for its own compliance purposes.

What happens after the job is completed?

Once the job completion task is saved, the status updates to Job Completed and the customer receives a thank-you email with the final invoice amount. The workflow then waits two days before emailing a short feedback form asking for an overall satisfaction rating and comments. These feedback responses are saved to the record as part of its ongoing timeline.

Can this workflow send quotes and updates by SMS as well as email?

Email and SMS are both built into the platform, so a workspace can configure SMS notifications alongside the email steps already defined in this workflow. A workspace can also connect its own AWS SES, AWS SNS or Twilio account if it prefers to send through its existing provider. Adding SMS messaging would involve adding the relevant steps to the workflow.