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Workflow Template

Cleaning site inspection and scope Workflow

Captures an estimator's site inspection for a commercial cleaning job, calculates a quote, routes it through operations manager review (with a revision loop back to the estimator), then sends the customer a quote form and handles their accept/decline response with follow-up booking.

Picture an estimator walking a warehouse or office block, jotting down floor types, washroom counts and access notes on their phone. This workflow turns that inspection straight into a quote record, calculates the price automatically, sends it for a manager's check with a built-in revision loop if the numbers need adjusting, and then puts the quote in front of the customer for a simple accept or decline. Once accepted, the office gets a task to book the job in — so nothing falls through the cracks between the site visit and the first clean.

Business Outcomes

  • Faster turnaround from site inspection to quote sent
  • Fewer pricing errors thanks to automatic quote calculation
  • Clearer accountability with manager review and revision history on the record
  • Less manual chasing for customer accept/decline responses
  • Smoother handover to booking once a quote is accepted

Workflow Steps

Steps

  1. 1
    Create Cleaning Quote Recordcreate record

    Registers the site inspection submission as a new cleaning quote record.

  2. 2
    Set Status to Measuredupdate record

    Marks the record status as Measured once the site inspection data has been captured.

  3. 3
    Calculate Quote Amountupdate record

    Calculates the quote amount as estimated hours times hourly rate plus consumables cost and saves it to the record.

  4. 4
    Manager Reviews Measurements and Pricecreate task

    Operations manager checks the measurements and pricing, recording their decision and comments.

  5. 5
    Save Manager Decisionupdate record

    Persists the manager's decision and comments to the record.

  6. 6
    Route on Manager Decision

    Routes the workflow based on whether the manager approved the quote or requested changes.

    manager_decision: "Approved"→Set Status to Quote Sent
    manager_decision: "Changes needed"→Set Status to Revising
    Default→End
  7. 7
    Set Status to Revisingupdate record

    Marks the record status as Revising because the manager requested changes.

  8. 8
    Estimator Updates Quote Figurescreate task

    Estimator reviews the manager's comments and updates the estimated hours, hourly rate, and consumables cost.

  9. 9
    Save Revised Figuresupdate record

    Persists the estimator's updated hours, rate, and consumables cost to the record.

  10. 10
    Restart from Quote Calculationrestart from step

    Restarts the workflow from the quote calculation step so the revised figures are recalculated and re-reviewed.

  11. 11
    Set Status to Quote Sentupdate record

    Marks the record status as Quote Sent now that the manager has approved the quote.

  12. 12
    Send Quote Form to Customerrequest external input

    Emails the customer the quote details and a short form to accept or decline.

  13. 13
    Route on Customer Response

    Routes the workflow based on whether the customer accepted or declined the quote.

    customer_response: "Accept"→Set Status to Quote Accepted
    customer_response: "Decline"→Set Status to Quote Declined
    Default→End
  14. 14
    Set Status to Quote Declinedupdate record

    Marks the record status as Quote Declined.

  15. 15
    Send Thank-You Emailsend email

    Emails the customer a thank-you note acknowledging their decision to decline the quote.

  16. 16
    Set Status to Quote Acceptedupdate record

    Marks the record status as Quote Accepted.

  17. 17
    Send Acceptance Confirmationsend email

    Emails the customer confirming their acceptance of the quote.

  18. 18
    Office Books the Jobcreate task

    Creates a fire-and-forget task for the office to book the cleaning job.

Fields

  • Customer Name*
  • Customer Email*
  • Customer Mobile*
  • Site Address*
  • Visit Date*
  • Premises Type*
  • +16 more fields

Forms

Cleaning Site Inspection Form

16 fields

Data Views

Cleaning Quotes Overview

customer_name, site_address, premises_type, estimated_hours +3 more

Dashboard Widgets

Quotes by Quote Status

Recommended integrations

Setup the following integrations to extend workflow capability.

  • Send email in the workflow

    AWS SES logoAWS SES
cleaning site inspection and scopecleaning and restorationinspectiontradetrades

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FAQs

Do I need to set up separate systems for quoting and booking?

No, everything runs inside the one workflow. The site inspection, price calculation, manager review, customer response and the office booking task are all steps in the same record, so you can see the full history in one place.

Can my team change how the quote amount is calculated?

Yes, you can describe the change you want in plain English or edit the step directly in the workflow editor. Earlier versions of the workflow are kept, so you can always see what changed and when.

Who is involved in reviewing a quote before it goes to the customer?

An operations manager reviews the measurements and pricing and records their decision along with any comments. If they request changes, the estimator gets a task to update the hours, rate or consumables cost, and the figures are recalculated and sent back for another review.

What happens if the manager keeps asking for changes?

Each time changes are needed, the workflow sets the status to Revising, waits for the estimator to update the figures, then restarts the calculation and review from that point. This loop can repeat as many times as needed until the manager approves the quote.

Is this suitable for jobs where the customer needs to approve online without creating an account?

Yes, the customer receives the quote and an accept/decline form by email and never needs to log in or create an account. Their response, along with any comments, is saved on the record so your team can see it immediately.

Can my team see what happened if a customer declines a quote?

Yes, the record status updates to Quote Declined and a thank-you email is sent automatically, with the whole exchange kept in the record's timeline. This keeps a clear trail even for quotes that don't convert.

What happens after a customer accepts the quote?

The status updates to Quote Accepted, a confirmation email goes out to the customer, and the office receives a task to book the job. That booking task isn't something the workflow waits on, so booking notes stay attached to the task itself rather than blocking the record.

Can I track how many quotes are pending, approved or declined at any time?

Yes, table views and dashboards show records grouped by status, so you can see at a glance which quotes are Measured, Revising, Quote Sent, Accepted or Declined. Each record also carries a reference number and a timeline of everything that's happened on it.

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Cleaning site inspection and scope Workflow | assess.one