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Workflow Template

Pool fence site measure Workflow

Captures a pool fence site measure from the estimator, calculates the quote, routes it through estimating manager review (with revision loop), then sends the quote to the customer for acceptance and books the job on acceptance.

Pool fence quoting slows down when estimators email measurements, managers check pricing by hand, and revisions get lost in inboxes. This workflow captures the site measure from a form, calculates the quote automatically, routes it to the estimating manager for review with a built-in revision loop, then sends the quote to the customer to accept or decline before booking the job. Estimators, estimating managers and office staff each pick up their part of the process without chasing status updates.

Business Outcomes

  • Helps reduce time between site measure and quote being sent
  • Supports more consistent quote calculations across estimators
  • Makes it easier to track revisions between estimator and manager
  • Speeds up customer response by letting them accept or decline quotes online
  • Improves handover to the office when a job is ready to book

Workflow Steps

Steps

  1. 1
    Create Pool Fence Quote Recordcreate record

    Registers the site measure submission as a pool fence quote record.

  2. 2
    Set Status to Measuredupdate record

    Sets the quote status to Measured after the site visit data is captured.

  3. 3
    Calculate Quote Amountupdate record

    Calculates the quote amount from measured length, rate per metre, gates, gate price and extras cost.

  4. 4
    Manager Reviews Measurements and Pricecreate task

    Estimating manager checks measurements and price and records a decision and comments.

  5. 5
    Save Review Decisionupdate record

    Persists the manager's decision and comments to the record.

  6. 6
    Route on Manager Review Decision

    Routes to quote approval or back to the estimator for changes based on the manager's decision.

    review_decision: "Approved"→Set Status to Quote Sent
    review_decision: "Changes needed"→Set Status to Revising
    Default→End
  7. 7
    Set Status to Revisingupdate record

    Sets the quote status to Revising when changes are needed.

  8. 8
    Estimator Updates Measurements and Pricecreate task

    Estimator reviews the manager's comments and updates the measured length, gates, rates and extras cost.

  9. 9
    Save Revised Valuesupdate record

    Saves the estimator's revised measurements and pricing to the record.

  10. 10
    Restart Quote Calculationrestart from step

    Restarts the workflow from the quote calculation step with the revised figures.

  11. 11
    Set Status to Quote Sentupdate record

    Sets the quote status to Quote Sent before sending the quote to the customer.

  12. 12
    Send Quote to Customer for Acceptancerequest external input

    Emails the customer the quote details with a link to accept or decline, and waits for their reply.

  13. 13
    Route on Customer Decision

    Routes based on whether the customer accepted or declined the quote.

    customer_decision: "Accept"→Set Status to Quote Accepted
    customer_decision: "Decline"→Set Status to Quote Declined
    Default→End
  14. 14
    Set Status to Quote Declinedupdate record

    Sets the quote status to Quote Declined.

  15. 15
    Send Decline Thank-You Emailsend email

    Emails the customer a thank-you message after they decline the quote.

  16. 16
    Set Status to Quote Acceptedupdate record

    Sets the quote status to Quote Accepted.

  17. 17
    Send Acceptance Confirmation Emailsend email

    Emails the customer a confirmation that their quote has been accepted.

  18. 18
    Office Books the Jobcreate task

    Creates a task for the office to book the job; the workflow does not wait for this to complete.

Fields

  • Customer Name*
  • Customer Email*
  • Customer Mobile*
  • Site Address*
  • Visit Date*
  • Fence Type*
  • +20 more fields

Forms

Pool Fence Site Measure Form

15 fields

Data Views

Pool Fence Quotes

customer_name, site_address, fence_type, measured_length +4 more

Dashboard Widgets

Quotes by Quote Status

Recommended integrations

Setup the following integrations to extend workflow capability.

  • Send email in the workflow

    AWS SES logoAWS SES
pool fence site measurepool fencingtradetrades

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FAQs

How do I set up this workflow for our pool fence business?

Publish the template in your workspace and it's ready to run straight away, no installation needed. You can adjust the request form fields, wording of emails, and the pricing inputs to match how your business quotes pool fencing.

What information does the estimator need to submit to start a quote?

The request form captures customer details, site address, visit date, fence type, measured length, gate count, ground type, climbable objects near the fence line, pricing inputs and site photos. This gives the workflow everything it needs to calculate the quote amount automatically.

How does the manager review step work?

The estimating manager reviews the measurements and calculated price on a task, then records a decision and any comments. The workflow waits for this task, and the decision along with comments is saved to the record.

What happens if the manager asks for changes?

The quote status is set to Revising and the estimator gets a task to update the measured length, gate count, rates and extras cost based on the manager's comments. Once the estimator saves the revised figures, the workflow restarts the quote calculation and routes back through manager review.

How does the customer accept or decline a quote?

The customer receives an emailed quote with a link to accept or decline, and can add optional comments. They don't need an account to respond, and the workflow waits for their reply before moving to the next step.

What happens after the customer accepts the quote?

The status is set to Quote Accepted, a confirmation email goes to the customer, and a task is created for the office to book the job. The workflow doesn't wait on the booking task, so booking notes stay attached to that task in the record's task list.

What happens if the customer declines the quote?

The status is set to Quote Declined and the customer receives a thank-you email. The record keeps a full timeline of the quote history, including the decline decision.

Can I change the workflow steps later without rebuilding it?

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 see what changed over time.

Who needs access to run this workflow day to day?

Estimators and the estimating manager need to be set up as workspace members to receive and complete their tasks. Office staff picking up the booking task also need workspace access, while customers interact purely through emailed forms and links.

How do I track where a quote is in the process?

Each site measure becomes a record with a reference number, a status such as Measured, Revising, Quote Sent, Quote Accepted or Quote Declined, and a timeline of what happened. Table views and dashboards let you see all records grouped by status at a glance.

Ready to use this workflow?

Create a free account and customise this workflow for your business.

Pool fence site measure Workflow | assess.one