Workflow Template
Plumbing maintenance service report Workflow
Captures a plumber's service report for commercial and residential clients, routes handling based on defect priority (none/minor/urgent), manages repair quoting and approval, notifies clients at each stage, and tracks status through to completion.
A plumber finishes a service call, taps out a quick report on their phone, and from there the paperwork usually snowballs into emails, quotes and follow-up calls. This workflow takes that report and automatically routes it based on what was found — no defects, urgent repairs, or minor repairs needing a quote — while keeping the client informed by email at every stage. Staff only get involved when there's a task to do, like pricing a repair or carrying out the work, and the record's status and timeline show exactly where each job stands without anyone needing to chase for updates.
Business Outcomes
- Reduces time spent manually chasing service report follow-ups
- Speeds up client communication with automatic status update emails
- Helps ensure urgent defects get flagged and assigned for immediate repair
- Streamlines quote approval so office and field teams aren't stuck waiting on replies
- Keeps a clear record of repairs, photos and quote decisions on every job
Workflow Steps
Steps
- 1Create Service Report Recordcreate record
Creates the service report record from the submitted form.
- 2Set Status to Submittedupdate record
Marks the record status as Submitted upon creation.
- 3Route on Defect Priority
Branches handling based on the defect priority selected by the plumber.
defect_priority: "No defects"→Set Status to Completedefect_priority: "Urgent defects"→Set Status to Urgent Repairdefect_priority: "Minor defects"→Office: Price Minor RepairsDefault→End - 4Set Status to Completeupdate record
Marks the record as Complete since no defects were found.
- 5Email Client Service Summarysend email
Sends the client the service summary and next service due date.
- 6Set Status to Urgent Repairupdate record
Marks the record as Urgent Repair due to urgent defects found.
- 7Email Client Urgent Defectssend email
Notifies the client of the urgent defects found during service.
- 8Plumber: Carry Out Urgent Repairscreate task
Assigns the plumber a task due in 1 day to carry out and record the urgent repairs.
- 9Save Urgent Repair Detailsupdate record
Saves the urgent repair notes and photos to the record.
- 10Email Client Repairs Completesend email
Notifies the client that the urgent repairs are complete and shares the next service due date.
- 11Office: Price Minor Repairscreate task
Assigns the office a task due in 3 days to price the minor repairs and provide a quote amount.
- 12Save Quote Amount and Set Statusupdate record
Saves the quote amount to the record and sets the status to Quote Sent.
- 13Send Quote for Client Approvalrequest external input
Emails the client a form showing the defects and quote amount, requesting approval or decline.
- 14Route on Quote Decision
Branches based on whether the client approved or declined the repair quote.
quote_decision: "Approve"→Plumber: Carry Out Minor Repairsquote_decision: "Decline"→Set Status to Repairs DeclinedDefault→End - 15Plumber: Carry Out Minor Repairscreate task
Assigns the plumber a task with no due date to carry out and record the approved minor repairs.
- 16Save Minor Repair Detailsupdate record
Saves the minor repair notes and photos to the record and sets status to Complete.
- 17Email Client Repairs Completesend email
Notifies the client that the approved minor repairs are complete.
- 18Set Status to Repairs Declinedupdate record
Marks the record as Repairs Declined since the client declined the quote.
- 19Email Client Decline Noticesend email
Notifies the client that the defects remain and will be noted for the next service.
Fields
- Plumber Name*
- Client Name*
- Client Email*
- Site Address*
- Service Date*
- Tasks Done*
- +13 more fields
Forms
Plumbing Service Report
11 fields
Data Views
Service Reports
client_name, site_address, service_date, defect_priority +3 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
Similar Workflows
Similar Categories
FAQs
Do I need any technical setup to start using this workflow?
No, the template is ready to use as soon as your workspace publishes it. There's no installation or development project involved — your team can start submitting service reports and running the live process straight away.
Can my team customise the steps or tasks in this workflow?
Yes, you can describe the change you want in plain English or edit the steps directly in the workflow editor. Earlier versions of the workflow are kept, so you can adjust things like task deadlines or email wording without losing your original setup.
Who is responsible for each task in this workflow?
Tasks are assigned to specific team members — the plumber carries out urgent and minor repairs, and the office team prices minor repairs and issues quotes. Workspace admins or members handle these assigned tasks, and the workflow waits for them to be completed before moving on.
What happens if the client declines the repair quote?
If the client declines, the record status is set to Repairs Declined and the client receives an email noting that the defects will remain on file for the next service. The decision, along with any comments the client left, is captured on the record.
How does the workflow decide what happens after a service visit?
It routes automatically based on the defect priority the plumber selects on the report — no defects, urgent, or minor. Each path triggers a different sequence: closing out the job, dispatching urgent repairs, or sending a quote for approval.
Do clients need to log in or create an account to respond to quotes?
No, clients respond through a form sent directly to their email — there's no account required. This applies to both the quote approval request and any other client-facing forms in the process.
Is this workflow suitable for both residential and commercial jobs?
Yes, the request form captures client name, site address and service details that work for either type of client. Since the workflow is easy to adjust, you can also tailor wording or add steps if commercial jobs need a different approach later on.
What information gets saved to the record versus staying with a task?
Anything entered on a task the workflow waits for — like repair notes, photos, or the quote amount — is saved to the record and visible in its timeline. This gives you a full picture of each job's status, from submission through to completion or decline.
Can I track how many jobs are waiting on quotes or repairs at any time?
Yes, table views and dashboards show records grouped by status, so you can see at a glance which jobs are in Quote Sent, Urgent Repair, or Complete status. This makes it easier to spot bottlenecks without digging through individual records.
Ready to use this workflow?
Create a free account and customise this workflow for your business.