Workflow Template
Pool fencing quote request Workflow
Manages a pool fencing quote request from intake through site inspection, quoting, customer acceptance, job scheduling, job completion, and post-job feedback collection.
A homeowner submits a pool fencing quote request online, and instead of chasing details across emails and spreadsheets, everything lands in one organised record with a reference number from the start. The workflow guides the request through site inspection, quote preparation, customer acceptance, job scheduling, completion, and a follow-up feedback form, assigning tasks to estimators, office staff and the fencing crew along the way. Your team always knows what stage each job is at, and customers get automatic updates without anyone having to write a status email.
Business Outcomes
- Reduces time spent manually tracking quote requests from inquiry to job completion
- Helps keep customers informed automatically at each stage with status emails
- Supports faster handoffs between estimators, office staff and fencing crews
- Makes it easier to capture consistent inspection and completion details on every job
- Helps surface customer feedback automatically after job completion
Workflow Steps
Steps
- 1Create Fencing Request Recordcreate record
Registers the incoming quote request as a fencing_request record.
- 2Set Status to New Requestupdate record
Sets the request status to New Request.
- 3Email Acknowledgementsend email
Sends the customer an acknowledgement email with their reference number.
- 4Set Status to Site Inspectionupdate record
Sets the request status to Site Inspection.
- 5Estimator: Conduct Site Inspectioncreate task
Assigns the estimator a task to inspect the site and record measurements, due in 2 days.
- 6Estimator: Prepare Quotecreate task
Assigns the estimator a task to prepare the quote amount, scope of works, and valid-until date.
- 7Save Quote to Recordupdate record
Persists the inspection findings and quote details to the record.
- 8Set Status to Quote Sentupdate record
Sets the request status to Quote Sent.
- 9Email Quote & Request Decisionrequest external input
Sends the customer the quote details and a form to accept or decline, and waits for their reply.
- 10Route on Customer Quote Decision
Routes the workflow based on whether the customer accepted or declined the quote.
quote_decision: "Accept"→Set Status to Quote Acceptedquote_decision: "Decline"→Set Status to Quote DeclinedDefault→End - 11Set Status to Quote Declinedupdate record
Sets the request status to Quote Declined.
- 12Email Decline Thank-Yousend email
Sends a thank-you email to the customer for considering the quote.
- 13Set Status to Quote Acceptedupdate record
Sets the request status to Quote Accepted.
- 14Office: Schedule Jobcreate task
Assigns the office a task to schedule the start date and assigned crew for the job.
- 15Save Schedule to Recordupdate record
Persists the job start date and assigned crew to the record.
- 16Set Status to Job Scheduledupdate record
Sets the request status to Job Scheduled.
- 17Email Job Start Datesend email
Sends the customer their scheduled job start date.
- 18Fencing Crew: Complete Jobcreate task
Assigns the fencing crew a task to complete the job and record completion details, with no due date.
- 19Save Completion Details to Recordupdate record
Persists the job completion details to the record.
- 20Set Status to Job Completedupdate record
Sets the request status to Job Completed.
- 21Email Completion Thank-Yousend email
Sends a thank-you email to the customer with the final invoice amount.
- 22Wait 2 Days Before Feedback Request
Pauses for two days before requesting customer feedback.
- 23Email Feedback Requestrequest external input
Sends the customer a feedback form with a 1-5 rating and comments.
Fields
- Name*
- Email*
- Mobile*
- Site Address*
- Fence Type*
- Approximate Length (metres)*
- +27 more fields
Forms
Pool Fencing Quote Request
11 fields
Data Views
Fencing Requests
customer_name, site_address, fence_type, quote_amount +2 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
Do I need any technical skills to set this workflow up?
No. The workflow is a ready-to-use template, so your workspace can publish it and start taking pool fencing quote requests within minutes. There's no installation or development project involved — it runs as a live process as soon as you publish it.
Can my team customise the steps to match how we run inspections or quoting?
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's changed over time.
Who is responsible for each task in this workflow?
Tasks are assigned to specific team members: the estimator handles the site inspection and quote preparation, office staff schedule the job, and the fencing crew completes the job and records the finished details. Each task is tied to the record, so anyone checking the request can see who's responsible at that stage.
What happens if the customer declines the quote?
If the customer selects Decline on the emailed quote form, the record status updates to Quote Declined and a thank-you email is sent automatically. If they accept, the status moves to Quote Accepted and the job moves into scheduling — either way, the decision and any comments are saved on the record.
Do customers need to create an account to submit a request or respond to forms?
No. Customers take part entirely through a public request form and forms emailed to them at each stage, such as accepting or declining the quote and giving feedback. They never need to log in or set up an account.
Is this workflow suitable for tracking pool barrier compliance details?
The job completion task includes fields for things like the gate self-closing and latching test result and a pool barrier compliance certificate where required, and these are saved on the record's timeline. Each business should confirm its own compliance obligations, as the workflow records the information entered rather than determining compliance itself.
How does the workflow keep customers updated without extra admin?
Built-in email is used to send automatic updates at key points — acknowledgement of the request, the quote and decision form, the scheduled job start date, a completion thank-you with the final invoice amount, and a feedback request two days after the job finishes. Your team doesn't need to send any of these manually.
Can we see where every quote request stands at a glance?
Yes. Each request is a record with a reference number, a current status such as Site Inspection or Job Scheduled, and a timeline of everything that's happened. Table views and dashboards let you see records grouped by status across your whole workspace.
What if the estimator doesn't finish the site inspection or quote task on time?
The site inspection task has a two-day due date, and the workflow waits until it's completed before moving on. The quote details, once entered, are saved to the record so the next steps — quoting the customer and requesting their decision — can proceed.
Ready to use this workflow?
Create a free account and customise this workflow for your business.