Plastering quote request Workflow

Why should we automate plastering quote requests instead of managing them by email and spreadsheets?

Handling quote requests manually across email and spreadsheets makes it easy to lose track of which stage a job is at, especially when estimators, office staff and the plastering team all need visibility. This workflow gives each request a record with a status and timeline, so anyone in the workspace can see whether a job is awaiting inspection, quoting, customer decision or scheduling. It also removes the need to manually draft acknowledgement, quote and completion emails, since these are sent automatically at the right step.

What is the return on investment of using this workflow?

The workflow reduces time spent on repetitive admin tasks such as sending acknowledgements, quotes and completion emails, freeing estimators and office staff to focus on inspections, quoting accuracy and job delivery. Because status and task assignment are automated, requests are less likely to stall waiting for someone to notice and act on them. Over time this can support faster turnaround from enquiry to scheduled job, which matters for winning price-sensitive plastering work.

How does this compare to handling quote requests manually?

Manually, each request typically depends on someone remembering to follow up, chase a quote decision, or notify the customer of a scheduled start date. This workflow assigns tasks directly to the estimator, office and plastering team with due dates where relevant, and automatically sends customer-facing emails at each stage. The result is a more structured process where the record's status and timeline show exactly what has happened, without relying on someone's memory or inbox.

Who is involved in this workflow and what do they do?

Estimators are assigned the site inspection task and the quote preparation task, both of which the workflow waits for before moving forward. Office staff handle job scheduling, entering the start date and assigned plastering team, while the plastering team completes the job and records completion notes, photos and the final invoice amount. Customers take part through emailed forms to accept or decline the quote and to submit feedback, without needing an account.

What happens when a customer declines the quote?

When the customer selects Decline on the emailed quote form, the workflow routes the record to a Quote Declined status and sends a thank-you email acknowledging their decision. The customer's comments are saved on the record since the workflow waits for this form response. This keeps a clear record of the outcome and reason, if provided, in the request's timeline.

Can we customise the steps, emails or forms in this workflow?

Yes, the workflow can be changed by describing the change in plain English or by editing the steps directly in the workflow editor, and earlier versions are kept. This means the intake form fields, task assignments, email content or the feedback request can be adjusted as the business's plastering process evolves. Changes can be made without a development project, since the template is ready to publish and run as-is or with modifications.

What information is captured during the site inspection and quoting steps?

During the site inspection task, the estimator records the inspection date, areas measured, repairs required and notes, all of which are saved to the record because the workflow waits for this task. The quote preparation task then captures the quote amount, scope of works and the date the quote is valid until. Both sets of details form part of the record's history and are used to generate the quote sent to the customer.

How does the workflow keep the customer informed throughout the job?

The customer receives an acknowledgement email with their reference number as soon as the request is created, followed by the quote and a decision form once quoting is complete. If they accept, they are later emailed the scheduled job start date and, after completion, a thank-you email including the final invoice amount. Two days after job completion, they also receive a feedback form asking for an overall satisfaction rating and comments.

What happens if the customer doesn't clearly accept or decline the quote?

The routing step checks the customer's response against Accept or Decline, and includes an otherwise path for any other outcome, so the workflow can continue to be managed even if the response doesn't match the two expected options. This keeps the record from being lost in an undefined state and preserves the customer's original comments on the record. The specific handling of that otherwise path can be adjusted by editing the workflow to suit how the business wants to follow up.

What details are recorded once a job is completed?

When the plastering team completes the job, they enter completion notes, before and after photos, and the final invoice amount, which are saved to the record since the workflow waits for this task. This information sits alongside the earlier inspection and quote details in the record's timeline, giving a full picture of the job from first enquiry to completion. Each business should confirm how long it needs to retain these records for its own record-keeping requirements.