Workflow Template

Landscaping quote request Workflow

Manages a landscaping quote request end-to-end: intake, site inspection, quote preparation, customer acceptance, deposit collection, job scheduling, job completion, and post-job feedback collection.

A homeowner fills in a quote request form describing their landscaping project, and from that moment the workflow takes over the paperwork so your team can focus on the actual work. It walks the request through site inspection, quote preparation, customer acceptance, deposit collection, job scheduling and completion, automatically sending emails and updating the status at each stage. Everyone on the team can see exactly where a job stands and what's needed next, without chasing emails or spreadsheets.

Business Outcomes

Fewer manual follow-up emails, since acknowledgements, quotes and updates go out automatically
Clearer visibility of every job's stage, from new request through to completion
Faster deposit and scheduling turnaround with tasks assigned directly to office staff
Better record of inspection findings, quote details and job completion notes for each request
More consistent customer communication from first enquiry through to post-job feedback

Workflow Steps

Steps

1
Create Quote Request Recordcreate record
Registers the incoming quote request as a record.
2
Set Status: New Requestupdate record
Sets the request status to New Request.
3
Email Acknowledgementsend email
Sends the customer an acknowledgement email with their reference number.
4
Set Status: Site Inspectionupdate record
Sets the request status to Site Inspection.
5
Estimator: Conduct Site Inspectioncreate task
Estimator visits the site and records inspection findings, due in 2 days.
6
Save Inspection Resultsupdate record
Persists the inspection findings to the record.
7
Estimator: Prepare Quotecreate task
Estimator prepares the quote details for the project.
8
Save Quote Detailsupdate record
Persists the prepared quote details to the record.
9
Set Status: Quote Sentupdate record
Sets the request status to Quote Sent.
10
Email Quote and Request Decisionrequest external input
Emails the customer the quote details and asks them to accept or decline via a form.
11
Route on Quote Decision
Routes the workflow based on whether the customer accepted or declined the quote.
quote_decision: "Accept"→Set Status: Quote Accepted
quote_decision: "Decline"→Set Status: Quote Declined
Default→End
12
Set Status: Quote Declinedupdate record
Sets the request status to Quote Declined.
13
Email Decline Thank Yousend email
Sends a thank-you email to the customer who declined the quote.
14
Set Status: Quote Acceptedupdate record
Sets the request status to Quote Accepted.
15
Email Deposit Amount Duesend email
Emails the customer the deposit amount required to proceed.
16
Set Status: Awaiting Depositupdate record
Sets the request status to Awaiting Deposit.
17
Office: Confirm Deposit Receivedcreate task
Office staff confirm the deposit payment has been received.
18
Save Deposit Confirmationupdate record
Persists the confirmed deposit details to the record.
19
Office: Schedule Jobcreate task
Office staff schedule the job with a start date and assigned crew.
20
Save Job Scheduleupdate record
Persists the job start date and assigned crew to the record.
21
Set Status: Job Scheduledupdate record
Sets the request status to Job Scheduled.
22
Email Job Start Datesend email
Emails the customer the confirmed job start date.
23
Crew: Complete Jobcreate task
Landscaping crew completes the job and records completion details, with no due date.
24
Save Completion Detailsupdate record
Persists the job completion details to the record.
25
Set Status: Job Completedupdate record
Sets the request status to Job Completed.
26
Email Completion Thank Yousend email
Sends a thank-you email to the customer with the final invoice amount.
27
Wait 2 Days Before Feedback Request
Pauses for two days before requesting customer feedback.
28
Request Customer Feedbackrequest external input
Sends the customer a feedback form with a 1-5 rating and comments.

Fields

Full Name*
Email*
Mobile Number*
Site Address*
Project Types*
Approximate Area*
+28 more fields

Forms

Landscaping Quote Request

10 fields

Data Views

Quote Requests

customer_name, site_address, budget_range, quote_amount +2 more

Dashboard Widgets

Requests by Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

landscaping quote requestlandscaping and gardeningquote requesttradetrades

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Similar Categories

trades home services sales crm

FAQs

Do I need any technical skills to set this workflow up?

No — this is a ready-to-use template, so your workspace can publish it in minutes and start taking quote requests straight away. There's no installation or development project involved, so your team can get going without IT support.

Can my team customise the steps or forms in this workflow?

Yes, you can change any step by describing the change in plain English or editing it directly in the workflow editor. For example, you could adjust the site inspection fields or add extra questions to the feedback form, and earlier versions of the workflow are kept if you want to look back.

Who is actually involved in handling a quote request?

The workflow assigns tasks to specific roles — an estimator conducts the site inspection and prepares the quote, office staff confirm the deposit and schedule the job, and the crew records completion details. Each task is assigned to a team member in your workspace, and the workflow waits for them to complete it before moving on.

What happens if the customer declines the quote?

When the customer responds to the quote email, the workflow routes based on their answer. If they decline, the status is set to Quote Declined and a thank-you email is sent; if they accept, the status moves to Quote Accepted and the deposit request email goes out.

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

No — customers take part entirely through a public request form and forms emailed to them, such as the quote decision and feedback forms. They never need to log in or set up an account at any stage.

How is the deposit payment tracked?

Once the customer accepts the quote, they're emailed the deposit amount due and the status changes to Awaiting Deposit. Office staff then complete a task confirming the deposit received amount and date, which is saved to the record before the job is scheduled.

Is this workflow suitable for a small landscaping business with just a couple of staff?

Yes — the workflow is built around simple task assignments to workspace members, whether that's one estimator handling inspections and quotes or a small office team managing deposits and scheduling. It scales to however your team is structured, since tasks and approvals go to whoever you assign them to.

What information is kept on each request?

Every quote request is a record with a reference number, a status, and a timeline showing what happened at each stage. Details entered during inspection, quoting, deposit confirmation and job completion are all saved to the record, and workspace activity is logged — each business should confirm this meets its own record-keeping needs.

When does the feedback request get sent?

The workflow waits two days after the job completion email before sending the feedback form. This gives the customer a short window after the work is finished before asking for their rating and comments.

Ready to use this workflow?

Create a free account and customise this workflow for your business.