Electrical quote request Workflow

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

Each quote request is created as a record with a reference number, a status, and a timeline of activity. As the request moves through the process, the record captures inspection findings such as switchboard condition and materials required, the quote amount, scope of works and validity date, job scheduling details, and completion information including before and after photos, the safety certificate and final invoice amount. Status values like New Request, Site Inspection, Quote Sent, Quote Accepted or Declined, Job Scheduled and Job Completed give a clear view of where each request stands.

Who is involved in handling an electrical quote request?

The on-call electrician receives a call-back task when a request is flagged as an emergency, the estimator conducts the site inspection and prepares the quote, office staff schedule the job with a start date and assigned electrician, and the electrician completes the job and records completion details. All of these tasks are assigned to workspace members, while the customer takes part entirely through the public request form and the emailed forms sent to them, without needing an account.

What happens when a request is marked as an emergency?

When urgency is set to Emergency, the workflow creates a fire-and-forget call-back task for the on-call electrician, due within one day. Because the workflow does not wait for this task, the call-back notes entered stay with that task and appear in the record's task list rather than being saved directly to the record. Non-emergency requests bypass this task and move straight to the site inspection stage.

How is the customer's quote decision handled?

After the quote is emailed, the customer is asked whether they accept or decline, along with any comments, and the workflow waits for this response before proceeding. Accepting routes the record to Quote Accepted status and on to job scheduling, while declining sets the status to Quote Declined and triggers a thank-you email. This decision and the customer's comments are saved directly to the record since the workflow waits for the response.

How do we change this workflow if our quoting or scheduling process differs?

A workflow can be adjusted by describing the change in plain English or by editing its steps directly in the workflow editor, and earlier versions are kept so changes can be reviewed over time. This makes it straightforward to add extra tasks, adjust due dates, or change the forms sent to customers as your process evolves. Because the template is ready to use, a workspace can publish it in minutes and start running the live process without a development project.

What information does the site inspection and job completion capture?

During the site inspection, the estimator records the inspection date, switchboard condition, materials required and general notes, all saved to the record. At job completion, the electrician records completion notes, before and after photos, the electrical safety certificate and the final invoice amount. Both tasks are ones the workflow waits for, so this information is saved directly to the record rather than staying with the task.

How does the workflow keep customers informed without requiring them to log in?

Customers interact through the public request form and through forms emailed to them at key points, such as the quote decision form and the feedback request, without ever needing an account. Built-in email is used to send acknowledgement messages, the quote itself, job start date confirmations, and completion thank-you messages, each referencing the record's reference number. This keeps customers informed at each stage while all detailed record-keeping happens on the workspace side.

What feedback is collected after a job is completed and how is it recorded?

Two days after the job completion thank-you email is sent, the workflow requests customer feedback via an emailed form asking for an overall satisfaction rating from 1 to 5 and any comments. Since this is an emailed form, the customer's answers are saved to the record, contributing to the overall timeline of what happened on that request. Businesses can review this feedback alongside status and activity data to assess service quality over time, and should confirm any related record-keeping obligations for their own operations.