Deck construction quote and site assessment Workflow

How do I set up this workflow for my deck business?

Publish the template in your workspace and it's ready to run live, no development or installation needed. You can then adjust the request form fields, email wording, or routing decisions to match how your team works. Assign the manager review and office booking tasks to the right people in your workspace before your first request comes in.

How does the manager review and revision loop work?

After the quote amount is calculated, the estimating manager gets a task to check the measurements and price and record a decision with comments. If they choose 'Changes needed', the status moves to Revising and the estimator gets a task to update dimensions, rate, and extras cost based on the manager's comments. Once resubmitted, the workflow restarts the calculation step automatically so the quote reflects the new figures.

What happens when the customer receives the quote?

Once the manager approves, the status changes to Quote Sent and the customer is emailed a form asking whether they accept or decline, with a space for comments. If they decline, the status updates to Quote Declined and they receive a thank-you email. If they accept, the status updates to Quote Accepted and they get a confirmation email while the office receives a task to book the job.

Can I change the fields on the site assessment form?

Yes. You can describe the change in plain English or edit the form fields directly in the workflow editor, and earlier versions of the workflow are kept. This is useful if you want to add fields like access restrictions or remove ones you don't use.

Who needs an account to use this workflow?

Only your workspace users, estimators, managers, and office staff, need accounts, set up as admins or members with tasks assigned to them. Customers never need an account; they interact only through the emailed quote form.

How is the quote amount calculated?

The workflow multiplies deck length by width to get the area, multiplies that by the rate per square metre, then adds the extras cost for stairs and balustrades. This calculation runs automatically after the site assessment is submitted and again if the estimator revises any figures.

What does the office booking task involve?

Once a customer accepts the quote, the office gets a task to book the job. This task doesn't block the workflow, so the record moves on immediately, and the booking confirmation the office enters is saved with that task rather than on the main record.

Can I track where each quote is in the process?

Yes. Every request becomes a record with a reference number, a status such as Measured, Revising, Quote Sent, Quote Declined, or Quote Accepted, and a timeline of what happened. Table views and dashboards let you see all your deck quotes by status at a glance.

Does this workflow handle payments for accepted quotes?

The workflow as described doesn't include a payment step, but a workspace can connect Stripe for online payments if a payment step is added later. Connecting Stripe on its own doesn't change how this workflow runs unless that step is included.

What should I confirm before relying on this for compliance or record-keeping?

The workflow records statuses, the values staff and customers enter, and a full timeline on each record, which gives you a clear audit trail of decisions and communications. Each business should confirm its own record-keeping and compliance obligations, since requirements vary by location and industry.