Concreting quote request Workflow

Why should we automate our concreting quote process instead of handling it manually?

Manually tracking quote requests across email, spreadsheets and phone calls makes it easy to lose track of where a request stands. This workflow gives each request a record with a status and timeline, so staff can see at a glance whether a job is awaiting inspection, quoting, a deposit or scheduling. It also removes manual steps like sending acknowledgement emails or quote details, since these are sent automatically as the record moves through its stages.

What is the ROI of using this workflow compared to our current process?

The workflow reduces time spent on repetitive administrative tasks such as sending emails, chasing deposit confirmations and re-typing quote details into other systems. Estimators, office staff and crews receive tasks directly tied to the record, with data captured once and reused throughout the process. Over time this can help a business quote and schedule more jobs with the same staffing level, since less time is spent on coordination and status chasing.

How is the workflow triggered and what does the customer see first?

A customer submits a public request form with details such as site address, type of work, approximate area, finish and preferred timeframe. This creates a record with status New Request, and the customer immediately receives an acknowledgement email containing their reference number. From that point they can track progress through the emails and forms sent to them as the record advances.

Who is involved in completing a quote request, and what are they responsible for?

An estimator is assigned a task to conduct the site inspection and record measured area, levels and excavation requirements, followed by a task to prepare the quote. Office staff are then assigned tasks to confirm deposit receipt and to schedule the job with a start date and crew. Finally, the concreting crew is assigned a task to complete the job and record completion notes, before and after photos, and the final invoice amount.

What happens when a customer accepts or declines the quote?

After the quote is emailed, the workflow waits for the customer's response before branching. If the customer accepts, the record status changes to Quote Accepted and an email is sent with the deposit amount due, moving the process toward scheduling. If the customer declines, the status changes to Quote Declined and a thank-you email is sent, closing out that path of the process.

How is the deposit and job scheduling tracked in the workflow?

Once a quote is accepted, the record status moves to Awaiting Deposit while the office confirms receipt through a dedicated task that records the amount and date received. This information is saved to the record before the office is assigned a task to schedule the job, entering the start date and assigned crew. The status then updates to Job Scheduled and the customer is emailed their confirmed start date.

Can we customise the steps, emails or tasks in this workflow?

Yes, a workflow can be changed by describing the change in plain English or by editing its steps directly in the workflow editor, and earlier versions are kept for reference. This makes it straightforward to adjust task due dates, email wording, or the fields captured at each stage as a business refines its process. Since the template is ready to use, a workspace can start running the live process within minutes and adjust it as needed afterward.

What happens after the job is completed?

Once the crew records completion notes, before and after photos, and the final invoice amount, the record 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 automatically emailing a feedback form asking for an overall satisfaction rating and comments. This feedback, along with all prior task entries and form responses, is retained on the record's timeline.

How does the workflow record what happens at each stage for reporting or compliance purposes?

Each request record carries a reference number, a current status, and a timeline showing what happened at every step, including task entries such as inspection findings, quote details, deposit confirmations and completion data. Table views and dashboards can show records grouped by status, and all workspace activity is logged. Businesses should confirm their own record-keeping and compliance obligations, as this workflow tracks process data but does not itself determine compliance.