Pergola / patio carpentry quote Workflow

What does this workflow record at each stage of a pergola or patio request?

The workflow keeps each request as a record with a reference number, a status, and a timeline of what happened. Details entered on waited-for tasks, such as inspection measurements, quote amounts, deposit confirmation, job scheduling and completion notes, are all saved to the record. This gives a running history of the request from initial submission through to final feedback.

Who is involved in progressing a request from enquiry to completion?

An estimator carries out the site inspection and prepares the quote, an office team member confirms the deposit and schedules the job, and the carpentry team records completion details once the work is finished. Each of these is a task assigned to a workspace member, and the workflow waits for that task before moving to the next status. The customer takes part through the initial request form, the quote decision form, and the feedback form, without needing an account.

What happens when a customer accepts or declines the quote?

The workflow routes based on the customer's response on the quote decision form. If they accept, the status moves to Quote Accepted and the process continues to deposit collection; if they decline, the status moves to Quote Declined and a thank-you email is sent. This routing decision is captured on the record along with any comments the customer provided.

How do we change the steps in this workflow?

A workspace can update the workflow by describing the desired change in plain English or by editing the steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed over time. This makes it possible to adjust tasks, forms or emails as the business's carpentry process evolves.

How is the deposit payment tracked before a job is scheduled?

After the customer accepts the quote, the workflow emails the deposit amount due and sets the status to Awaiting Deposit. An office team member then completes a task confirming the amount and date the deposit was received, and these details are saved to the record before job scheduling begins.

What information does the carpentry team record when a job is finished?

The carpentry team completes a task recording completion notes, before and after photos, and the final invoice amount. The workflow waits for this task before saving the completion details and setting the status to Job Completed, after which the customer receives a thank-you email with the final invoice amount.

Can the request form be adjusted to capture different site details?

Yes, the fields on the public request form, such as structure type, approximate size, roof type or timber preference, can be adjusted by editing the workflow's steps or describing the change in plain English. This allows a workspace to tailor the intake information to the specific carpentry services it offers.

How is customer feedback collected after the job is done?

Two days after the job is marked complete, the workflow emails the customer a feedback form asking for an overall satisfaction rating and comments. Since this is an emailed form, the responses are saved to the record, adding a final entry to the request's timeline.

Does the customer need to create an account to take part in this process?

No, the customer takes part entirely through the public request form and forms emailed to them at each stage, such as the quote decision and feedback forms. All of their responses are linked to their request record and reference number without requiring account creation.