Painting quote request Workflow

What happens if the customer doesn't respond to the quote email?

The workflow waits at the Send Quote to Customer step until the customer submits the accept/decline form, so the request stays in Quote Sent status until then. The record's timeline shows when the quote was sent, making it easy for staff to see how long a decision has been outstanding and follow up if needed.

Can this handle a customer who declines the quote?

Yes. The Route on Quote Decision step checks the customer's response, and if they decline, the status is set to Quote Declined and a thank-you email is sent automatically. No further scheduling or job steps run for that request.

What if the estimator needs more than 2 days to complete the site inspection?

The site inspection task has a 2-day due date, but the workflow still waits for the estimator to complete it before moving on — it doesn't skip the step if the deadline passes. The due date is there to flag overdue tasks in the workspace, and the assigned estimator can complete it whenever the inspection is actually done.

Who is responsible for each task in this workflow?

The estimator handles site inspection and quote preparation, office staff schedule the job's start date and assigned painting team, and the painting team records completion details including before/after photos and the final invoice amount. Each task is assigned to a workspace member and the workflow waits for it to be completed before moving to the next step.

Can we customise the quote request form or the questions asked?

Yes, the intake form fields, task details, and emailed forms 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 reverted if needed.

What happens to the before and after photos submitted by the painting team?

Since the painting team's completion task is one the workflow waits for, the before photos, after photos, completion notes, and final invoice amount are all saved directly to the request record. They appear in the record's timeline alongside the rest of the job history.

What if we want to skip the feedback request for some jobs?

As written, the workflow sends a feedback request to every customer two days after the job is marked completed. If certain job types should be excluded, that logic can be added to the workflow by editing the routing steps or describing the desired condition in plain English.

How do customers interact with this process without creating an account?

Customers submit the initial quote request through a public request form and respond to the quote and feedback surveys through forms emailed directly to them. They never need to log in or create an account at any stage of the process.

What if the final invoice amount changes after the job starts?

The final invoice amount is recorded by the painting team as part of the Complete Job task, so it reflects the amount at the time the job is marked complete. If pricing needs to be revisited before that point, staff can update the quote details recorded earlier, since earlier task answers remain visible in the record's timeline.

Can this workflow track multiple quote requests at once across different statuses?

Yes, each submitted request creates its own record with a reference number, its own status, and its own timeline of activity. Table views and dashboards let staff see all requests grouped by status, such as Site Inspection, Quote Sent, or Job Scheduled, at a glance.