Excavation / earthmoving quote request Workflow

What does this workflow record at each stage of the excavation quote process?

Each quote request is created as a record with a reference number, a status and a timeline of what happened. As the request moves through the process, the record captures the inspection findings (such as ground conditions, underground services and estimated spoil volume), the prepared quote details, the customer's accept or decline decision, job scheduling details, and completion information including photos, disposal receipts and final invoice amount.

Who is involved in handling an excavation quote request?

The estimator is assigned tasks to conduct the site inspection and prepare the quote, office staff are assigned the task of scheduling the job start date and operator, and the machine operator is assigned the task of recording job completion details. The customer takes part through the public request form and through emailed forms for the quote decision and feedback, without needing an account.

What happens if the customer declines the quote?

When the customer selects Decline on the quote decision form, the workflow sets the request status to Quote Declined and sends the customer a thank-you email acknowledging their decision. The comments they provide alongside their decision are saved to the record as part of this response.

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

A workflow is changed 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 adjust the inspection task, quote fields, or scheduling step to match how a particular business operates.

How is the site inspection task tracked?

The estimator is assigned a task, due in two days, to inspect the site and record findings such as access notes, ground conditions and estimated spoil volume. The workflow waits for this task to be completed before saving the findings to the record and moving the status forward, so the inspection stage remains visible in the record's timeline.

What information does the customer provide when the job is completed?

The customer does not submit information at job completion; instead, the machine operator is assigned a task to record completion notes, before and after photos, spoil disposal receipts and the final invoice amount. These details are saved to the record once the task is finished, and the customer then receives a thank-you email including the final invoice amount.

How is customer feedback collected and where is it stored?

Two days after the job is marked complete, the workflow sends the customer a feedback form asking for an overall satisfaction rating and any comments. Because the workflow waits for this emailed form, the responses are saved directly to the request record for later review.

Can this workflow support job scheduling with a specific operator assigned?

Yes, once a quote is accepted, an office task is assigned to schedule the job start date and select the assigned machine operator. The workflow waits for this task, saves the schedule details to the record, updates the status to Job Scheduled, and emails the customer a confirmation of the job start date.