End-of-lease cleaning quote request Workflow

Do I need any technical skills to set this workflow up?

No, this template is ready to use as soon as your workspace publishes it, so you can start taking quote requests right away. There's no installation or development project involved, and if you want to tweak any step later you can describe the change in plain English or edit it directly in the workflow editor.

Can my team customise the quote request form or the steps involved?

Yes, you can adjust the workflow by describing what you want changed in plain English, or by editing the steps yourself in the workflow editor. Earlier versions of the workflow are kept, so you can see how it's evolved over time.

Who is involved in preparing and approving a quote?

The office prepares the quote from the property details and photos submitted on the request form, entering the quote amount, what's included, and how long it's valid for. That information is saved to the record, and the workflow then waits for the office to complete this step before sending the quote to the customer.

What happens if a customer declines the quote?

If the customer selects Decline on the quote response form, the workflow sets the request status to Quote Declined and sends them a thank-you email. If they accept instead, the status changes to Quote Accepted and the workflow moves on to job scheduling with the office.

Do customers need to create an account to request a quote or respond to emails?

No, customers take part entirely through the public request form and the forms emailed to them, such as the quote acceptance form and the feedback survey. They never need to log in or set up an account at any point in the process.

How does the cleaning team record job completion details?

Once a job is scheduled, the cleaning team completes a task where they enter completion notes, before and after photos, a cleaning checklist, the re-clean policy, and the final invoice amount. The workflow waits for this task to be finished before saving those details to the record and updating the status to Job Completed.

Is this workflow suitable for a small cleaning business with just a couple of staff?

Yes, it's built around simple task handoffs between office staff and the cleaning team, so it works whether you have a small crew or several teams. Tasks are assigned to individual workspace members, which keeps things clear even with a lean setup.

When does the customer receive the feedback request?

The workflow waits two days after the job is marked complete before automatically sending the feedback form, which asks for a 1-5 rating and comments. This gives the customer a bit of breathing room after the clean before you ask them how it went.

Can we track the status of every quote request in one place?

Yes, each request is a record with its own reference number, current status, and a timeline showing what's happened so far, from New Request through to Job Completed. Table views and dashboards let your team see requests grouped by status at a glance.

Does the workflow handle payment for the cleaning job?

The workflow captures the final invoice amount as part of the job completion details and includes it in the completion thank-you email to the customer. If you want to collect online payment, your workspace can connect Stripe and add a payment step to the workflow.