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Workflow Template

Fence site measure and quote Workflow

Captures an estimator's site measure for a fence job, calculates a quote, routes it through manager review (with a revision loop back to the estimator), then sends the quote to the customer for acceptance and books the job once accepted.

An estimator gets back from a fence site visit with measurements, gate counts and a photo or two, and needs to turn that into a priced quote without chasing emails or spreadsheets. This workflow captures the site measure, calculates the quote amount automatically, sends it to the estimating manager for a decision, and loops it back to the estimator if changes are needed before the quote is recalculated and re-checked. Once approved, the quote is emailed to the customer to accept or decline, and an accepted quote automatically triggers a task for the office to book the job in.

Business Outcomes

  • Reduces time spent manually calculating fence quotes from site measurements
  • Helps keep manager review and revision cycles organised without back-and-forth emails
  • Speeds up how quickly customers receive and can respond to their quote
  • Makes it easier to track every quote's status from measured to accepted or declined
  • Cuts down on missed handoffs between quoting and job booking

Workflow Steps

Steps

  1. 1
    Create fence quote recordcreate record

    Creates the fence quote record from the estimator's site measure submission.

  2. 2
    Set status to Measuredupdate record

    Marks the record as Measured now that the site visit data has been captured.

  3. 3
    Calculate quote amountupdate record

    Calculates the quote amount from measured length, gate count, rates and removal cost.

  4. 4
    Estimating manager checks measurements and pricecreate task

    Assigns the estimating manager a task to review the measurements and quote and record a decision.

  5. 5
    Save manager decision to recordupdate record

    Persists the manager's decision and comments to the record.

  6. 6
    Route on manager decision

    Routes to quote sending if approved, or back to the estimator for revisions if changes are needed.

    manager_decision: "Approved"→Set status to Quote Sent
    manager_decision: "Changes needed"→Set status to Revising
    Default→End
  7. 7
    Set status to Revisingupdate record

    Marks the record as Revising while the estimator updates the measurements and price.

  8. 8
    Estimator updates measurements and pricecreate task

    Assigns the estimator a task to update the measured length, gates, rates and removal cost based on manager comments.

  9. 9
    Save revised values to recordupdate record

    Persists the estimator's revised measurements and pricing to the record before recalculating.

  10. 10
    Restart from quote calculationrestart from step

    Closes this iteration and restarts from the quote calculation step so the manager can re-review the revised quote.

  11. 11
    Set status to Quote Sentupdate record

    Marks the record as Quote Sent before emailing the customer.

  12. 12
    Email quote to customer for acceptancerequest external input

    Emails the customer the quote details with a link to accept or decline.

  13. 13
    Route on customer response

    Routes to acceptance or decline handling based on the customer's reply.

    customer_response: "Accept"→Set status to Quote Accepted
    customer_response: "Decline"→Set status to Quote Declined
    Default→End
  14. 14
    Set status to Quote Declinedupdate record

    Marks the record as Quote Declined.

  15. 15
    Send thank-you emailsend email

    Emails the customer a thank-you note for considering the quote.

  16. 16
    Set status to Quote Acceptedupdate record

    Marks the record as Quote Accepted.

  17. 17
    Send acceptance confirmation emailsend email

    Emails the customer confirming their quote acceptance.

  18. 18
    Office books the jobcreate task

    Assigns the office a task to book the job; the workflow does not wait for this to complete.

Fields

  • Customer name*
  • Customer email*
  • Customer mobile*
  • Site address*
  • Visit date*
  • Fence type*
  • +16 more fields

Forms

Fence Site Measure Form

16 fields

Data Views

Fence Quotes

customer_name, site_address, fence_type, measured_length_m +4 more

Dashboard Widgets

Quotes by Quote Status

Recommended integrations

Setup the following integrations to extend workflow capability.

  • Send email in the workflow

    AWS SES logoAWS SES
fence site measure and quotefencing and gatestradetrades

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FAQs

Do I need any technical setup to start using this workflow?

No, the template is ready to use as-is — your workspace can publish it and start running live fence quotes within minutes. There's no installation or development project involved, so your estimators and office team can start using it straight away.

Can my team change the quote calculation or add extra fields to the form?

Yes, you can describe the change you want in plain English or edit the steps directly in the workflow editor. Earlier versions of the workflow are kept, so you can review or roll back changes if needed.

Who is responsible for reviewing the quote before it goes to the customer?

The estimating manager is assigned a task to check the measurements and price, and the workflow waits until they record a decision and any comments. If they mark it as approved, the quote moves straight to being sent to the customer.

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

The record status is set to Revising and the estimator gets a task to update the measured length, gate count, rates and removal cost based on the manager's comments. Once the estimator saves their updates, the workflow restarts from the quote calculation step so the manager can re-review the revised figures.

Does the customer need to create an account to accept or decline their quote?

No, customers never need an account. They receive the quote by email with a link where they can respond directly to accept or decline, and can leave comments as part of that response.

What happens after a customer accepts their quote?

The record status updates to Quote Accepted, a confirmation email is sent to the customer, and the office is assigned a task to book the job. That booking task doesn't hold up the rest of the process — the office fills in the booked date and booking notes on their own timeline.

What happens if a customer declines the quote?

The record status is set to Quote Declined and a thank-you email is automatically sent to the customer for considering the quote. Everything that happened on the record, including the decline, is kept in the record's timeline.

Is this workflow suitable for a small fencing business with just an estimator and an office admin?

Yes, it's built around simple roles — an estimator who measures and prices the job, an estimating manager who reviews it, and office staff who book confirmed jobs. Tasks and approvals are assigned to whichever team members you set up, so it scales to a small team without extra complexity.

Can we track the status of all our fence quotes in one place?

Yes, each quote request is a record with its own reference number, current status and full timeline of what's happened, from Measured through to Quote Accepted or Declined. Table views and dashboards let you see all your quotes grouped by status at a glance.

Can we send the quote emails from our own email address?

Yes, your workspace can optionally connect its own AWS SES account to send the quote and confirmation emails, or use the built-in email sending. This applies to email delivery generally rather than needing separate setup for each step in this workflow.

Ready to use this workflow?

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Fence site measure and quote Workflow | assess.one