Pool builder / renovation quote request Workflow

How do I set up this workflow for my pool building business?

Publish the template in your workspace and it's ready to run immediately, no installation or development project needed. You can adjust field labels, email wording or task assignments to match how your team works, either by describing the change in plain English or editing steps directly in the workflow editor.

How long does it take to get a new quote request moving?

As soon as a customer submits the public request form, a record is created and an acknowledgement email with their reference number goes out automatically. The record status moves to Site Inspection right away, so the estimator's task is waiting for them without any manual handoff.

Who is responsible for each step in this process?

Estimators handle the site inspection and quote preparation tasks, office staff confirm deposits and schedule the job, and the pool construction team records completion details. Each task is assigned to a team member and the workflow waits for their input before moving the record forward.

What happens if a customer declines the quote?

The customer responds through an emailed form choosing Accept or Decline along with comments. If they decline, the record status changes to Quote Declined and a thank-you email is sent automatically, closing out that path cleanly.

Can I change the site inspection or quote details captured?

Yes, the fields recorded during the Site Inspection and Prepare Quote tasks can be adjusted to suit your business, since these are just the steps a workspace configures in the editor. Because the workflow waits for these tasks, whatever the estimator enters is saved directly on the record for later reference.

How is the deposit tracked before the job is scheduled?

After the customer accepts the quote, the status moves to Awaiting Deposit and an email tells them the amount due. Office staff then confirm the amount and date received on their task, which is saved to the record before the job can be scheduled.

What does the customer see and do during this process?

The customer interacts entirely through the public request form and emailed forms, with no account required. They receive an acknowledgement email, the quote with an accept/decline form, a deposit due notice, a job scheduled confirmation, a completion thank-you, and a feedback request two days after completion.

How is job completion and warranty information recorded?

The pool construction team completes a task capturing completion notes, photos, equipment warranties, a pool barrier certificate where required, and the final invoice amount. This task has no due date, and once submitted the details are saved to the record and the status updates to Job Completed.

Can I see the status of all quote requests at a glance?

Yes, each request is a record with a reference number, current status and a timeline of everything that has happened. Table views and dashboards let you see records grouped by status, such as New Request, Quote Sent, Awaiting Deposit or Job Completed.

What happens with customer feedback after the job is done?

Two days after the completion thank-you email, the workflow automatically sends a feedback request form asking for an overall satisfaction rating and comments. Since this form is emailed to the customer, their responses are saved back to the record for your team to review.