Handyman quote / job request Workflow

What does this workflow record at each stage of the job request?

The record captures the original job details from the request form, then the quote amount, pricing type, jobs included and quote validity once the office prepares a quote. As the job progresses, the service date and assigned handyman are saved, followed by completion notes, before and after photos, and the final invoice amount. Each of these updates is reflected in the record's status and timeline, giving a running history of the job from submission to completion.

Who is involved in progressing a handyman job request?

Customers submit the initial request through a public form and later respond to emailed forms for quote acceptance and feedback, without needing an account. Office staff are assigned the task of preparing the quote and scheduling the job, while an assigned handyman completes the job task and records completion details. Each task is assigned to a specific team member within the workspace, keeping responsibility clear at every stage.

What happens when a customer accepts or declines the quote?

The workflow waits for the customer's reply to the quote email and then branches based on their decision. If accepted, the status is set to Quote Accepted and the workflow moves on to scheduling; if declined, the status is set to Quote Declined and a thank-you email acknowledging the decision is sent. This branching keeps the record's status aligned with the customer's actual response at all times.

How do we change the steps or timing in this workflow?

A workflow can be adjusted by describing the desired change in plain English or by editing individual steps directly in the workflow editor. This includes adjusting due dates, such as the one-day quote preparation window, or amending the wording of emails and forms. Earlier versions of the workflow are kept, so changes can be reviewed against prior configurations.

What information does the office see when preparing a quote?

The office task for preparing the quote is built from the job details and photos submitted on the original request form, including the list of jobs needed, job categories and site address. The office then enters the quote amount, pricing type, jobs included in the quote, and how long the quote remains valid. Because the workflow waits for this task, these details are saved directly onto the job request record once completed.

How is the assigned handyman kept informed of job details?

Once the office schedules the job, the service date and assigned handyman are saved to the record and the status is updated to Job Scheduled. The assigned handyman then completes a task to finish the job and record completion notes, before and after photos, and the final invoice amount. Because this task has no due date, it remains open until the handyman submits the completion details.

What does the customer receive throughout the process?

Customers receive an acknowledgement email with their reference number after submitting a request, followed by a quote email that includes a form to accept or decline. Once the job is scheduled they are emailed the service date, and after completion they receive a thank-you email with the final invoice amount. Two days after completion, a feedback form requesting a 1-5 rating and optional comments is sent by email.

How is customer feedback collected and where is it recorded?

Two days after the job is marked completed, the workflow sends the customer a feedback form asking for a service rating from 1 to 5 and optional comments. Because this is an emailed form, the customer's responses are saved directly onto the job request record. This gives the business a recorded feedback entry tied to the specific job and reference number.

Can the quote decline process be customised for different reasons?

The quote decision form already includes an optional comments field, so a customer can share their reason for declining alongside their decision. The thank-you email sent on decline, along with the wording of the decision form itself, can be adjusted by describing the change in plain English or editing the relevant step in the workflow editor. This allows the business to tailor the decline experience without altering the underlying record structure.