Insulation quote request Workflow

Do I need to set this up from scratch, or is it ready to use?

This workflow is a template, so your workspace can publish it and start taking live quote requests within minutes. There's no development project or installation involved — you just publish it and the request form and steps are ready to go.

Can my team change the steps to match how we actually work?

Yes, you can describe the change you want in plain English or edit the steps directly in the workflow editor. For example, you might add an extra task or change who a step is assigned to, and earlier versions of the workflow are kept so you can see what's changed.

Who is involved in this workflow, and what do they do?

An estimator conducts the site inspection and prepares the quote, office staff schedule the job and assign an installer, and the installer completes the job and records the finished details. Each of these is a task assigned to a team member, and the workflow waits for it to be completed before moving on.

What happens if the customer declines the quote?

At the quote decision step, the workflow checks whether the customer accepted or declined. If they decline, the status is set to Quote Declined and they're sent a thank-you email — if they accept, the status moves to Quote Accepted and the job scheduling steps begin.

Is this suitable for a small insulation business with just a few staff?

Yes, it works well for small teams since tasks are assigned directly to admins or members in your workspace, whether that's one estimator handling everything or separate people for inspection, office scheduling and installation. Customers never need an account — they interact entirely through the request form and emailed forms.

How does the customer know what's happening with their request?

The customer receives an acknowledgement email with their reference number right after submitting the request, then a quote email asking them to accept or decline, a job scheduled email with the confirmed start date, and a completion email with the final invoice amount. A feedback request is sent two days after the job is marked complete.

Where do the inspection findings and quote details end up?

Because the workflow waits for the estimator's inspection and quote tasks, everything they enter — like the recommended product, thermal rating, hazards and quote amount — is saved directly onto the record. You can see this information alongside the record's status and timeline at any point.

Can we track where every quote request currently stands?

Each quote request becomes a record with its own reference number, current status and a timeline of everything that's happened on it. Table views and dashboards let you see records grouped by status, so you can spot which are awaiting inspection, sitting with the customer for a decision, or scheduled for install.

Does this workflow help us meet any compliance requirements around inspections or invoicing?

The workflow records what your estimator and installer enter — inspection notes, hazards, product details, invoice amounts — and keeps a timeline of statuses and actions on each record. It's worth checking with your own advisor what record-keeping your business specifically needs to meet, since this is something each business should confirm for itself.