Exterior painting site assessment and quote Workflow

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

Publish the template as-is and your workspace can start capturing site assessments straight away. You can adjust field labels, the pricing formula inputs, or wording in the customer-facing emails and forms using plain English descriptions of the change, or by editing steps directly in the workflow editor.

Who needs to be involved for this to run day to day?

An estimator submits the request form after the site visit, an estimating manager reviews the measurements and price, and office staff pick up the booking task once a customer accepts. Customers only interact through the emailed quote form and never need to log in or create an account.

What happens if the manager asks for changes to the quote?

The status moves to Revising and the estimator gets a task to update the measured wall area, rate per square metre and extras cost based on the manager's comments. The workflow then restarts the calculation step, recalculates the amount, and sends it back to the manager for another review.

Is there a limit to how many revision rounds can happen?

The revision loop is bounded — it runs the estimator update, recalculation and manager review steps as many times as needed until the manager approves, but each pass records a fresh Review Decision and Comments entry on the record's timeline. That timeline gives you a clear history of how the quote changed and why.

What does the customer actually see and do?

Once the manager approves the quote, the customer gets an email with the quote details and a form asking if they accept or decline, plus space for comments. They respond directly from that email — no account or login required — and their answer is saved to the record.

What happens if the customer declines the quote?

The status is set to Quote Declined and the customer automatically receives a thank-you email. The decline reason and any comments they entered are saved on the record for your team to review later.

How does the job get booked after a customer accepts?

The status changes to Quote Accepted, the customer gets a confirmation email, and the office is assigned a task to book the job. That task isn't blocking — the workflow moves on immediately, and the Scheduled Start Date the office enters is stored on that task in the record's task list.

Can I change what information the estimator collects on-site?

Yes. The request form fields — like surfaces, surface condition, access equipment or paint system — can be edited by describing the change in plain English or updating the form in the workflow editor. Earlier versions of the workflow are kept so you can see what changed.

How is the quote amount actually calculated?

The workflow multiplies the measured wall area in square metres by the rate per square metre, then adds the extras cost, and saves that total to the record. If figures are revised during the manager review loop, this calculation reruns automatically with the new numbers.

Where can I track the status of quotes in progress?

Every request becomes a record with a reference number, a current status such as Measured, Revising, Quote Sent, Quote Accepted or Quote Declined, and a full timeline of what happened. Table views and dashboards let you see records grouped by status across your whole workspace.