Bricklaying quote request Workflow

What does this workflow record at each stage of the quote request?

The workflow records status changes such as New Request, Site Inspection, Quote Sent, Quote Accepted or Declined, Job Scheduled, and Job Completed, each timestamped in the record's timeline. It also saves specific details entered by staff, including inspection findings, quote figures, the customer's accept or decline decision, scheduling details, and job completion notes. Workspace activity relating to the request is logged, giving a consistent record of what happened and when.

Who is involved in processing a bricklaying quote request?

An estimator carries out the site inspection and prepares the quote, with both tasks assigned and tracked until complete. Office staff schedule the job start date and assign a bricklaying team, and the bricklaying team records completion details once the job is finished. The customer is involved throughout via emailed forms, including the initial request, quote acceptance or decline, and post-job feedback, without needing to create an account.

What happens if the customer declines the quote?

If the customer selects Decline on the quote response form, the workflow sets the request status to Quote Declined and sends a thank-you email acknowledging their decision. The customer's decision and any comments they provided are saved to the record. This keeps declined requests visible in status views alongside active ones for reporting purposes.

How do we change the steps in this workflow?

A workspace admin can update the workflow by describing the desired change in plain English or by editing the steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed. This makes it possible to adjust task assignments, form questions, or messaging as the business's process evolves.

Can the site inspection or quote preparation tasks be adjusted?

Yes, the fields recorded during the Site Inspection and Prepare Quote tasks, such as Measured Dimensions, Footing Condition, or Scope of Works, can be modified through the workflow editor. Due dates, task assignees, and the information requested can also be changed. Because the workflow waits for these tasks, any updated fields are saved directly to the request record once completed.

What information does the customer provide, and when?

The customer first submits details through the public request form, including site address, type of work, dimensions, brick type, description, photos, and preferred timeframe. Later, they respond to an emailed form to accept or decline the quote, and after job completion, they receive a feedback form asking for an overall satisfaction rating and comments. Each response is saved to the record, since these are forms the workflow waits on or emailed forms tied to the request.

How is the job completion recorded?

The bricklaying team is assigned a task, with no due date, to complete the job and record Completion Notes, Before Photos, After Photos, and the Final Invoice Amount. Because the workflow waits for this task, these details are saved to the record once submitted, and the status is updated to Job Completed. The customer then receives a thank-you email including the final invoice amount.

How is customer feedback collected after the job is done?

Two days after the job is marked complete, the workflow automatically emails the customer a feedback form asking for an overall satisfaction rating from 1 to 5 and any comments. This response is saved to the record as part of the request's history. Reviewing feedback trends across records can help a business assess service quality over time, though each organisation should confirm how it wants to use this information internally.

Can multiple quote requests be tracked at the same time?

Yes, each quote request is created as its own record with a unique reference number, current status, and full timeline of activity. Table views and dashboards display records grouped by status, such as Site Inspection or Quote Sent, making it straightforward to see where each request stands across the workspace. This supports oversight when handling several requests concurrently.