Irrigation Design and Quote Workflow

Why should we automate irrigation quote intake instead of handling it manually by email and spreadsheets?

Manual intake often means requests get missed, inspection notes live in someone's notebook, and quotes are tracked in a separate spreadsheet from customer replies. This workflow keeps every request as a single record with a reference number and status, so anyone on the team can see where a job stands without chasing emails. It also automates repetitive tasks like sending acknowledgements and scheduling notices, freeing staff to focus on inspections and installations.

What is the ROI of using this workflow compared to a manual quoting process?

The workflow reduces time spent on administrative tasks such as drafting acknowledgement emails, chasing quote decisions and manually updating job status, which can add up across a busy quoting pipeline. Because inspection details, quotes and completion data are captured directly on the record, there is less duplicate data entry and fewer details lost between handoffs. The exact time and cost savings will depend on your current process, but the structured, trackable flow is designed to support fewer delays and clearer accountability.

How does the customer accept or decline a quote, and what happens at that decision point?

After the estimator prepares the quote, the customer receives an email with the quote details and a form asking them to accept or decline, along with any comments. The workflow waits for their reply and then branches: an acceptance moves the record to Quote Accepted and triggers job scheduling, while a decline moves the record to Quote Declined and sends a thank-you email acknowledging their decision.

Who is responsible for each task in this workflow?

The estimator is assigned the site inspection task, with a two-day due date, and later the quote preparation task covering the quote amount, design and validity date. An office team member is assigned to schedule the job start date and assign an installer, and the irrigation installer is then assigned the job completion task, recording completion notes, photos, zone layout, controller settings and the final invoice amount. Each of these tasks is tracked on the record's timeline as it is completed.

Can we customise the request form or the questions asked at each stage?

Yes. A workspace can update the workflow by describing the desired change in plain English or by editing the steps directly in the workflow editor, and earlier versions are kept if you need to revert. This means fields on the public request form, the quote decision form, or the feedback form can be adjusted as your process evolves.

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

No account is required. Customers submit their initial request through a public request form, and they receive subsequent forms, such as the quote decision and feedback request, by email, responding directly without logging into anything.

What information is captured during the site inspection and job completion stages?

During the site inspection, the estimator records the inspection date, water pressure, flow rate, number of zones, controller and valve locations, and general notes, all saved to the record. During job completion, the installer records completion notes, completion photos, zone layout, controller settings and the final invoice amount, which are also saved to the record for future reference.

How does the workflow keep customers informed throughout the process?

Customers receive an acknowledgement email with their reference number as soon as their request is registered, followed by the quote and decision form once it's ready, a notice of the scheduled job start date, and a thank-you email with the final invoice amount after completion. Two days after completion, they also receive a feedback form asking for an overall satisfaction rating and comments.

How is progress tracked across all irrigation requests in the pipeline?

Each request is stored as a record with its own reference number, current status and a timeline showing what has happened at each stage, from New Request through Site Inspection, Quote Sent, Quote Accepted or Declined, Job Scheduled and Job Completed. Table views and dashboards display these records grouped by status, giving staff a clear view of where every job stands, and all workspace activity is logged.

Can this workflow send communications through our own email or SMS setup?

Yes, a workspace can optionally send emails through its own AWS SES account or SMS through AWS SNS or Twilio, allowing communications like acknowledgements, quotes and completion notices to go out under your own sending infrastructure.