Pest control quote / booking request Workflow

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

The workflow waits at the quote step until the customer submits an Accept or Decline response, so the record stays in Quote Accepted or Quote Declined status only once they respond. Until then the record remains visible in the workspace's table views under its current status, making it easy for staff to see which quotes are still outstanding and follow up manually if needed.

Can this handle a customer who neither accepts nor declines clearly?

The workflow includes an 'otherwise' route alongside the Accept and Decline paths, so any response that doesn't match those two options is routed separately rather than causing an error. This lets office staff review the comments the customer left and decide how to proceed.

What if pets or children live at the property?

The request form captures this detail upfront, so it's saved on the record and visible to office staff when they prepare the quote and to the technician when reviewing job details. Staff can factor this into the treatment plan they enter during the Office: Prepare Quote task.

Who is responsible for each step in this workflow?

Office staff handle quote preparation and job scheduling, entering quote amounts, treatment plans and service dates as assigned tasks. The assigned pest control technician completes the final task, recording treatment details, chemicals used and the final invoice amount, all of which the workflow waits for before moving the record forward.

Can we customise the emails or the feedback form questions?

Yes, any step's wording, the request form fields, or the feedback form questions can be adjusted by describing the change in plain English or editing the step directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed.

What if the job needs to be rescheduled after the service date is confirmed?

The Office: Schedule Job task can be revisited and the service date or assigned technician updated, and the Save Job Schedule step will save the new details to the record. A new confirmation email can then be triggered by re-running or adjusting the relevant step to notify the customer of the change.

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

No account is required at any point. Customers submit their initial request through the public request form and respond to the quote, and later the feedback form, entirely through forms emailed to them.

What information is kept on the record versus just on a task?

Anything entered on a step the workflow waits for, like the quote amount, service date, or completion notes, is saved directly to the record and appears in its timeline. Details entered on tasks the workflow doesn't wait for stay attached to that specific task in the record's task list rather than on the record itself.

What happens to the feedback once the customer submits it?

The feedback form's rating and comments are saved on the record since the answers to an emailed form are stored there automatically. This gives the team a record-level view of satisfaction alongside the job's full history, from initial request through completion.

Can this workflow track how many jobs are at each stage?

Yes, every quote request is a record with a status such as New Request, Quote Accepted, Job Scheduled, or Job Completed, and the workspace's table views and dashboards display records grouped by status. This gives office staff a live view of how many jobs are quoted, scheduled or awaiting feedback without manually compiling reports.