Concrete driveway quote and site assessment Workflow

What happens if the estimating manager requests changes to the quote?

The record's status is set to Revising and the estimator gets a task to update the driveway area, rate, and removal/extras cost based on the manager's comments. Once the estimator submits those figures, the workflow restarts from the calculation step, so the quote amount is recalculated and sent back to the manager for another review. This loop can repeat as many times as needed until the manager approves.

Can this handle a customer who declines the quote?

Yes. If the customer selects Decline on the emailed form, the record's status is set to Quote Declined and a thank-you email is sent automatically. The customer's decision and any comments they leave are saved on the record, so the reason for declining is visible in the timeline.

What if the customer doesn't respond to the quote form right away?

The record stays at the Quote Sent status until the customer submits the emailed acceptance form, since the workflow waits for that response before moving forward. Staff can check the record's status and timeline at any point to see that it's still pending a customer decision.

Who is actually involved in approving and booking a driveway quote?

The estimating manager reviews the measurements and pricing and records a decision, the estimator handles any requested revisions, and the office team gets a task to book the job once the customer accepts. The customer takes part only through the emailed acceptance form, without needing an account.

What happens after the customer accepts the quote?

The status is set to Quote Accepted, a confirmation email is sent to the customer, and the office is given a task to book the job within 2 days. That booking task isn't waited on by the workflow, so the Scheduled Start Date the office enters is recorded on the task itself rather than on the main record.

Can we customise what information is captured on the site assessment form?

Yes, the request form fields — like measured area, slab thickness, finish, or access notes — can be adjusted by editing the workflow's steps in the workflow editor, or by describing the change in plain English. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed.

What if the removal and extras cost changes after the manager's first review?

That's exactly what the revision loop is for: the estimator updates the removal and extras cost along with the area and rate, those figures are saved to the record, and the quote amount is recalculated from scratch. The updated quote then goes back through the manager review step before it can be sent to the customer.

Does the workflow track how the quote price was calculated?

The quote amount is calculated as driveway area times rate per square metre plus removal and extras cost, and each version of these figures is saved to the record as they're entered or revised. The record's timeline shows the status changes and the manager's review decision and comments, giving a clear history of how the quote arrived at its final value.

Can site photos and drainage notes be reviewed before pricing is approved?

Yes, site photos, levels and drainage notes, and access notes are captured on the initial request form and saved to the record before the quote is calculated. The estimating manager can refer to these details on the record while reviewing measurements and pricing.