Fencing quote request Workflow

How do I set up this fencing quote workflow for my business?

Publish the template in your workspace and it's ready to run straight away, with no installation or development project needed. The public request form, estimator and office tasks, and customer emails are already built in, so you can start receiving quote requests immediately. You can then adjust wording, fields or steps to match how your team actually works.

Who needs to be involved for this workflow to run smoothly?

The workflow assigns tasks to an estimator for the site inspection and quote preparation, to office staff for job scheduling, and to the fencing crew for job completion. Each person only sees the tasks assigned to them, and the record's timeline shows what's happened at every stage. Admins and members in your workspace can be assigned these tasks as needed.

What happens if a customer declines the quote?

When the customer responds to the quote email with a decline decision, the workflow sets the record status to Quote Declined and sends them a thank-you email acknowledging their decision. The decline reason and any comments they provide are saved to the record. If the customer doesn't respond with a clear accept or decline, the workflow can route that case separately.

Can I change what information is collected on the intake form?

Yes, you can edit the request form fields in the workflow editor or describe the change you want in plain English. This includes adding, removing or adjusting fields like fence type, measurements or photo uploads. Earlier versions of the workflow are kept, so you can review what changed.

How long does the site inspection step take?

The estimator's site inspection task is due in 2 days from when it's assigned, and the workflow waits for it to be completed before moving forward. The estimator's inspection date, measurements, ground conditions, gate positions and notes are all saved to the record once submitted. You can adjust this due date if your team needs more or less time.

How does the customer accept or decline the quote?

After the quote is prepared and saved, the workflow emails the customer the quote details along with a form asking them to accept or decline, with an optional comments field. The workflow waits for their reply before moving to the next stage. Their decision and any comments are saved directly to the record.

What gets recorded when the job is completed?

The fencing crew completes a task with no due date, recording completion notes, before and after photos, and the final invoice amount. Because the workflow waits for this task, all of these details are saved to the record once submitted. The customer then receives a thank-you email showing the final invoice amount.

Can I change the timing of the feedback request?

Yes, the workflow currently waits 2 days after job completion before sending the feedback request, and you can adjust this wait period in the workflow editor or by describing the change you want. The feedback form asks for an overall satisfaction rating and any comments or suggestions. Since this task isn't one the workflow waits for, the answers are saved with that task on the record's task list.

Does the customer need to create an account to submit a request or respond to forms?

No, customers take part entirely through the public request form and the forms emailed to them at each stage, such as the quote decision and feedback forms. They never need to log in or create an account to submit information. All their responses are tied back to their request record automatically.