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Workflow Template

Quote acceptance and confirmation Workflow

Captures a trade business's quote details, sends the customer a written acceptance form, and manages the accept/decline path — including deposit confirmation, job booking, and scheduling notifications through to a final status.

Trade businesses lose time chasing customers for quote sign-off, deposit payments and scheduling confirmations, with details scattered across emails and calls. This workflow captures the quote, sends the customer a written acceptance form, and manages the full accept or decline path through to deposit confirmation, job booking and start-date notification. Office and accounts staff handle the tasks assigned to them, while the customer takes part entirely through emailed forms with no account needed.

Business Outcomes

  • Reduces time spent chasing customers for quote acceptance
  • Keeps deposit and booking details recorded consistently on each quote record
  • Cuts manual follow-up on declined quotes by capturing lost reasons in one task
  • Speeds up the handover from accepted quote to booked, scheduled job
  • Gives staff a clear view of every quote's status at a glance

Workflow Steps

Steps

  1. 1
    Create Quote Recordcreate record

    Registers the submitted quote details as a new quote record.

  2. 2
    Set Status: Awaiting Acceptanceupdate record

    Sets the quote status to Awaiting Acceptance.

  3. 3
    Send Quote Acceptance Formrequest external input

    Emails the customer the quote details with a form to accept or decline the quote.

  4. 4
    Route on Accept/Decline

    Branches the workflow based on whether the customer accepted or declined the quote.

    acceptance_decision: "Accept"→Set Status: Accepted
    acceptance_decision: "Decline"→Set Status: Declined
    Default→End
  5. 5
    Set Status: Declinedupdate record

    Sets the quote status to Declined.

  6. 6
    Send Thank-You Emailsend email

    Emails the customer a thank-you note for their consideration.

  7. 7
    Office: Call and Record Reason Lostcreate task

    Creates a fire-and-forget task for the office to call the customer and record why the quote was lost.

  8. 8
    Set Status: Acceptedupdate record

    Sets the quote status to Accepted.

  9. 9
    Send Acceptance Confirmationsend email

    Emails the customer a confirmation of acceptance with quote reference, amount and next steps.

  10. 10
    Route on Deposit Required

    Branches based on whether a deposit is required for this quote.

    deposit_required: "Yes"→Set Status: Awaiting Deposit
    deposit_required: "No"→Office: Book the Job
    Default→Office: Book the Job
  11. 11
    Set Status: Awaiting Depositupdate record

    Sets the quote status to Awaiting Deposit.

  12. 12
    Accounts: Confirm Deposit Receivedcreate task

    Blocking task for accounts to confirm the deposit amount and date received before proceeding.

  13. 13
    Save Deposit Details to Recordupdate record

    Persists the confirmed deposit amount and date to the quote record.

  14. 14
    Office: Book the Jobcreate task

    Blocking task for the office to book the job, recording the start date and assigned team.

  15. 15
    Save Booking Details to Recordupdate record

    Persists the job start date and assigned team to the quote record.

  16. 16
    Set Status: Scheduledupdate record

    Sets the quote status to Scheduled.

  17. 17
    Send Start Date Emailsend email

    Emails the customer the confirmed job start date.

Fields

  • Customer Name*
  • Customer Email*
  • Customer Mobile*
  • Site Address*
  • Quote Reference*
  • Scope of Works*
  • +16 more fields

Forms

New Quote Intake

11 fields

Data Views

Quotes Overview

customer_name, quote_reference, quote_amount, acceptance_full_name +2 more

Dashboard Widgets

Quotes by Status

Recommended integrations

Setup the following integrations to extend workflow capability.

  • Send email in the workflow

    AWS SES logoAWS SES
quote acceptance and confirmationtradetrades

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Similar Categories

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FAQs

How do I set up this workflow for my trades business?

Publish the template in your workspace and it's ready to run straight away — no installation or development project needed. You can adjust the request form fields or wording of the acceptance form and emails to match your business before you start sending quotes.

What happens when a customer declines a quote?

The status is set to Declined, a thank-you email goes out automatically, and a task is created for the office to call the customer and record the reason lost. That task doesn't block the workflow, so the quote record still shows a final Declined status while the reason is captured separately on the task.

How does the deposit step work if I don't always require a deposit?

Step 10 branches based on the Deposit Required answer from the original quote submission. If a deposit is required, the status moves to Awaiting Deposit and accounts get a task to confirm the amount and date received before the job booking step runs.

Can I change the questions on the customer acceptance form?

Yes. You can edit the form's fields, such as Preferred Start Timeframe or Comments, directly in the workflow editor, or describe the change you want in plain English. Earlier versions of the workflow are kept, so you can review what changed.

Who is responsible for booking the job once a quote is accepted?

The office team is assigned a task to book the job, recording the start date and assigned team. This is a blocking task, so the workflow waits until it's completed before saving those details to the record and moving the status to Scheduled.

Does the customer need to create an account to accept or decline a quote?

No. The customer receives the acceptance form by email and responds directly — no account or login is required at any point in the process.

What gets recorded on the quote record versus on individual tasks?

Answers from blocking tasks, like the deposit confirmation and job booking details, are saved to the quote record because the workflow waits for them. The office's fire-and-forget task, like the reason a quote was lost, stays with that task and shows in the record's task list rather than as a record field.

How do I track where each quote stands?

Every quote is a record with a reference number, a status such as Awaiting Acceptance, Accepted, Awaiting Deposit or Scheduled, and a timeline showing what's happened so far. Table views and dashboards let you see all quotes grouped by status at once.

Can I take deposit payments online through this workflow?

Connecting a Stripe account to your workspace enables online payments, but a payment step needs to be added to this workflow for it to take effect. As it stands, the deposit step relies on accounts confirming the amount and date received.

What should I check for compliance around quote acceptance records?

The workflow keeps a record of each quote's status changes, the values entered by staff and customers, and a timeline of what happened, which supports your own record-keeping. Each business should confirm what it needs to retain or disclose for its own regulatory or contractual obligations.

Ready to use this workflow?

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

Quote acceptance and confirmation Workflow | assess.one