Flooring site measure and estimate Workflow

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

The record captures the original site measurement details, the calculated quote amount, the manager's review decision and comments, and any revised measurements or pricing entered by the estimator. It also records the customer's accept or decline decision and comments, and the office's booking notes. The record's status and timeline show these changes as they happen, giving a clear history of how each quote progressed.

Who is involved in reviewing and approving a flooring quote?

The estimating manager checks the measurements and pricing and records an approval decision, which the workflow waits for before proceeding. If changes are needed, the task returns to the estimator to update the figures based on the manager's comments. Office staff are brought in later to book the job once the customer accepts the quote.

What happens if the manager requests changes to a quote?

When the manager's decision is 'Changes needed', the record status is set to Revising and a task is assigned to the estimator to update the area, waste allowance, rate and extras cost based on the manager's comments. Once the estimator submits the revised figures, the workflow restarts the quote calculation and returns it to the manager for another review. This looping continues until the manager approves the figures.

How does the customer receive and respond to the quote?

Once approved, the record status is set to Quote Sent and the customer is emailed the quote details along with a form to accept or decline, without needing an account. The workflow waits for their reply, and their decision and any comments are saved to the record. Based on their response, the workflow routes to either an acceptance confirmation email or a decline thank-you email.

How do we change the steps in this workflow?

A workspace can update the workflow by describing the desired change in plain English or by editing the steps directly in the workflow editor. Earlier versions of the workflow are kept, so previous configurations remain available for reference. This makes it possible to adjust review steps, forms or messages as the business's process evolves.

What happens after the customer accepts the quote?

When the customer accepts, the record status is set to Quote Accepted and a confirmation email is sent to them. A task is then created for the office to book the job, which the workflow does not wait for, so the process can continue while booking notes are added to that task. This keeps the record moving without holding up other steps.

What is recorded if the customer declines the quote?

If the customer declines, the record status is set to Quote Declined and a thank-you email is sent to them. The customer's decline decision and any comments they provided are saved to the record, giving visibility into why a quote did not proceed. This information remains part of the record's timeline for later reference.

Who can submit the initial site measurement details?

The site measurement details, including rooms, flooring product, measured floor area, subfloor condition and site photos, are submitted through the request form when the record is created. This form is completed by whoever carries out the site visit, typically the estimator, without needing a workspace account. Once submitted, the workflow registers this information as a new flooring quote record and sets its status to Measured.

Does this workflow support each business's own compliance needs?

The workflow records statuses, the values staff and customers enter, and a timeline of what happened on each record, which can support a business's internal tracking. Each business should confirm its own compliance and record-keeping obligations separately, as these vary by jurisdiction and industry. The recorded data is available to review as part of that process.