Workflow Template

On-site quote and estimate Workflow

Captures an on-site estimator's quote form, calculates the quote amount, routes large/unusual jobs through operations manager review with a revision loop, sends the finalised quote to the customer for acceptance, and books the job once accepted.

Estimators filling out quotes on-site often end up with inconsistent pricing, slow manager sign-off on unusual jobs, and no clear record of what the customer agreed to. This workflow captures the on-site quote form, calculates the quote amount automatically, routes large or unusual jobs to the operations manager with a revision loop back to the estimator, then sends the finalised quote to the customer for acceptance and books the job once they accept. Estimators, operations managers, office staff and customers each play a defined role, with every step tracked on the record's timeline.

Business Outcomes

Helps reduce pricing errors by calculating quote amounts automatically from labour and materials
Supports faster turnaround on standard quotes by skipping manager review when it's not needed
Makes it easier to keep large or unusual jobs consistent with a built-in manager review and revision loop
Improves customer experience with clear, trackable quote acceptance and job start date confirmation
Gives office staff a clear, time-bound task to book the job once a quote is accepted

Workflow Steps

Steps

1
Create Quote Recordcreate record
Creates the quote record from the estimator's on-site form submission.
2
Set Status to Draftupdate record
Sets the quote status to Draft immediately after creation.
3
Calculate Quote Amountupdate record
Calculates the quote amount as labour hours times hourly rate plus materials cost and saves it to the record.
4
Route on Job Size
Routes large or unusual jobs to manager review; standard jobs go straight to the customer.
job_size: "Large or unusual job"→Operations Manager Review
job_size: "Standard job"→Set Status to Quote Sent
Default→Set Status to Quote Sent
5
Operations Manager Reviewcreate task
Assigns the operations manager a task to review the large or unusual job quote, due in 1 day.
6
Save Manager Decisionupdate record
Saves the operations manager's decision and comments to the record.
7
Route on Manager Decision
Routes to the customer if approved, or to revision if changes are needed.
manager_decision: "Approved"→Set Status to Quote Sent
manager_decision: "Changes needed"→Set Status to Revising
Default→Set Status to Revising
8
Set Status to Revisingupdate record
Sets the quote status to Revising when changes are needed.
9
Estimator Revision Taskcreate task
Gives the estimator a task due in 1 day to update the quote based on the manager's comments.
10
Save Revised Detailsupdate record
Saves the estimator's revised labour hours, materials cost and scope of works to the record.
11
Restart Quote Calculationrestart from step
Closes this iteration and restarts from the quote calculation step so the revised figures are recalculated and re-reviewed.
12
Set Status to Quote Sentupdate record
Sets the quote status to Quote Sent before emailing the customer.
13
Send Quote to Customerrequest external input
Emails the customer the scope of works, exclusions, quote amount and valid-until date, and waits for their Accept or Decline response.
14
Save Customer Responseupdate record
Saves the customer's Accept/Decline decision and comments to the record.
15
Route on Customer Decision
Routes to decline handling or acceptance handling based on the customer's response.
customer_decision: "Accept"→Set Status to Quote Accepted
customer_decision: "Decline"→Set Status to Quote Declined
Default→Set Status to Quote Declined
16
Set Status to Quote Declinedupdate record
Sets the quote status to Quote Declined.
17
Send Decline Thank You Emailsend email
Emails the customer a thank-you note acknowledging their decision to decline the quote.
18
Set Status to Quote Acceptedupdate record
Sets the quote status to Quote Accepted.
19
Send Acceptance Confirmationsend email
Emails the customer confirming their quote acceptance.
20
Book the Jobcreate task
Gives the office a task due in 2 days to book the job, recording the start date and assigned team.
21
Save Booking Detailsupdate record
Saves the job start date and assigned team to the record.
22
Set Status to Job Scheduledupdate record
Sets the quote status to Job Scheduled.
23
Send Start Date Emailsend email
Emails the customer the confirmed job start date.

Fields

Customer Name*
Customer Email*
Customer Mobile*
Site Address*
Scope of Works*
Measurements*
+16 more fields

Forms

On-Site Quote Form

14 fields

Data Views

Quotes Overview

customer_name, site_address, labour_hours, materials_cost +2 more

Dashboard Widgets

Quotes by Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

on-site quote and estimatetradetrades

Similar Workflows

job booking and scheduling work order and job card job completion and customer sign off

Similar Categories

sales crm

FAQs

How do I set up this workflow for my team?

Publish the template in your workspace and it's ready to run live quotes immediately, no installation needed. You'll want to add your operations manager and office staff as workspace members so tasks can be assigned to them. The request form fields for scope, measurements, materials and labour are already built in, so estimators can start submitting quotes right away.

How does the workflow decide which quotes need manager review?

The workflow routes based on the Job Size field from the estimator's form. If it's marked as a large or unusual job, it goes to the operations manager for review; standard jobs skip review and go straight to the customer. This keeps routine quotes moving fast while flagging the ones that need a second look.

What happens if the operations manager asks for changes?

The quote status is set to Revising and the estimator gets a task, due in 1 day, to update labour hours, materials cost and scope of works based on the manager's comments. Once the estimator submits those updates, the workflow restarts from the quote calculation step, so the revised figures are recalculated and sent back through manager review automatically.

Can I change the manager review or revision deadlines?

Yes. Describe the change in plain English or edit the step directly in the workflow editor to adjust task due dates, such as the 1-day review or revision windows. Earlier versions of the workflow are kept, so you can review what changed.

Do customers need an account to accept or decline a quote?

No. Customers receive the finalised quote by email, including scope of works, exclusions, quote amount and valid-until date, and respond directly to Accept or Decline without logging in anywhere. Their decision and any comments are saved straight to the quote record.

What happens after a customer accepts the quote?

The status updates to Quote Accepted and a confirmation email goes out to the customer. Office staff then get a task, due in 2 days, to book the job by recording the start date and assigned team, after which the customer is emailed the confirmed job start date.

What happens if the customer declines the quote?

The quote status is set to Quote Declined and the customer receives a thank-you email acknowledging their decision. The decline decision and any comments they left are saved to the record's timeline for your reference.

Can I customise the emails sent to customers?

Yes, the quote email, decline thank-you email, acceptance confirmation and start date email can all be edited by describing the change or updating the step in the workflow editor. This lets you match your business's tone while keeping the same underlying process.

Who is responsible for each step in this process?

Estimators submit the initial quote form and handle any revision tasks, the operations manager reviews large or unusual jobs, and office staff book the job once a customer accepts. Each task is assigned to a workspace member and shows up in the record's task list until it's completed.

How is the quote amount calculated?

The workflow calculates it as labour hours multiplied by the hourly labour rate, plus materials cost, and saves the result to the quote record. This calculation runs again automatically any time revised figures come back from the estimator, so the quote stays accurate through revisions.

Ready to use this workflow?

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