Workflow Template
Painting pre-start condition and damage record Workflow
Captures the existing condition of a property before painting work starts, has the customer confirm the recorded damage/condition, and if disputed routes to a supervisor site review with the customer before finalising the agreed pre-start condition on record.
Painting crews that skip a documented pre-start walkthrough often end up arguing with customers over who caused a scratch on the floor or a dent in the fence weeks after the job wraps up. This workflow captures condition and damage details with photos before painting starts, sends the customer a form to confirm agreement, and automatically routes any disagreement to a supervisor for an on-site review with the customer. The result is a clear, timestamped record of agreed condition that both sides signed off on, reducing the back-and-forth over who's responsible for pre-existing damage.
Business Outcomes
- Helps reduce disputes over pre-existing damage after the job is done
- Speeds up customer sign-off with an emailed confirmation form instead of chasing signatures on-site
- Gives supervisors a clear, time-bound task to resolve disagreements before painting starts
- Keeps a documented timeline of condition, disagreement, and resolution on every record
- Makes it easier to show customers photo evidence of condition agreed before work began
Workflow Steps
Steps
- 1Create Pre-Start Recordcreate record
Registers the submitted pre-start condition and damage details as a record.
- 2Set Status to Recordedupdate record
Marks the record's pre-start status as Recorded.
- 3Request Customer Confirmation of Conditionrequest external input
Emails the customer the recorded damage and condition and asks them to confirm agreement, waiting for their reply.
- 4Route on Customer Confirmation
Branches based on whether the customer agreed or disagreed with the recorded condition.
condition_confirmation: "Agree"→Set Status to Agreedcondition_confirmation: "Disagree"→Set Status to Under ReviewDefault→Set Status to Under Review - 5Set Status to Under Reviewupdate record
Marks the record's pre-start status as Under Review because the customer disagreed with the recorded condition.
- 6Supervisor Site Review with Customercreate task
Assigns the supervisor a task due in 1 day to review the property with the customer, showing the customer's comments, and record the agreed condition and extra photos.
- 7Save Agreed Condition to Recordupdate record
Persists the supervisor's on-site agreed condition notes and extra photos to the record.
- 8Set Status to Agreedupdate record
Marks the record's pre-start status as Agreed.
- 9Email Customer Pre-Start Agreement Confirmationsend email
Notifies the customer that the pre-start condition is agreed and on record, along with the start date.
Fields
- Painter's Name*
- Customer's Name*
- Customer's Email*
- Site Address*
- Job Reference*
- Areas to be Painted*
- +12 more fields
Forms
Pre-Start Condition & Damage Form
13 fields
Data Views
Pre-Start Condition Records
customer_name, site_address, job_reference, start_date +1 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
What happens if the customer never replies to the confirmation request?
The workflow waits at the confirmation step for the customer's reply, so the record stays at Recorded status until they respond. Since the request goes out by email and doesn't require an account, teams can follow up with the customer directly, and the record's timeline shows how long it's been waiting.
What happens if the customer disagrees with the recorded condition?
The record's status changes to Under Review and a task is created for the supervisor, due in 1 day, to visit the site with the customer. The supervisor sees the customer's comments from the confirmation form, records the agreed condition on-site, and adds extra photos before the record moves to Agreed status.
Can this handle a customer who neither agrees nor disagrees clearly?
Yes, the routing step includes an 'otherwise' branch for replies that don't match Agree or Disagree, so unexpected responses don't get lost. A workspace can adjust what happens on that branch by editing the workflow in plain English or in the workflow editor.
Who is responsible for the on-site review after a dispute?
A supervisor is assigned the site review task, which the workflow waits for before the record can move forward. They record the agreed condition and any extra photos taken during the visit, and those details are saved to the record once the task is completed.
What if a job needs more detail than the standard request form fields?
The request form fields, task fields, and messages can all be adjusted by describing the change in plain English or editing the steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed or rolled back if needed.
What if the supervisor can't complete the site review within 1 day?
The task stays open on the record until the supervisor completes it, and the record remains at Under Review status in the meantime. The due date is a target that can be edited in the workflow if a different timeframe suits the team's typical scheduling.
Does the customer need to create an account to confirm the condition or take part in the site review?
No, customers take part entirely through the emailed confirmation form and the in-person review with the supervisor, without needing to log into anything. Their replies and comments are captured directly on the record.
What does the record show once the pre-start condition is agreed?
The record's timeline shows the original recorded condition, the customer's confirmation reply, any dispute and supervisor review, and the final agreed condition with photos. Each record also carries a reference number and status, so teams can track where every job stands from a table view or dashboard.
Can photos and condition notes be reviewed later if a damage claim comes up?
The photos submitted on the request form, along with any extra photos from a supervisor's site review, are saved to the record and remain part of its history. Each business should confirm what documentation it needs to retain for its own record-keeping or insurance requirements.
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