Rendering quote request Workflow

What does this workflow record at each stage of a rendering quote request?

The record's timeline tracks status changes from New Request through Site Inspection, Quote Sent, Quote Accepted or Declined, Job Scheduled and Job Completed. It also stores the data entered on waited-for tasks, including inspection findings, quote amount and scope, scheduling details, and job completion notes with before and after photos. This gives a complete, timestamped view of how each request progressed.

Who is involved in progressing a rendering quote request?

Estimators are assigned the site inspection and quote preparation tasks, office staff are assigned the job scheduling task, and the rendering team is assigned the job completion task. Each task is tied to a workspace member and appears on the record until completed. Customers take part through the public request form, the emailed quote acceptance form, and the emailed feedback form, without needing an account.

What happens when a customer accepts or declines the quote?

The workflow routes based on the customer's response to the emailed quote form. If the quote is accepted, the status is set to Quote Accepted and the office is assigned a task to schedule the job. If declined, the status is set to Quote Declined and a thank-you email is sent to the customer, closing that path of the process.

How do we change this workflow if our process differs?

A workflow can be adjusted by describing the change in plain English or by editing steps directly in the workflow editor. This makes it possible to add, remove or reorder tasks, such as changing the inspection due date or the fields captured on the quote form. Earlier versions of the workflow are kept, so changes can be reviewed over time.

What information is captured during the site inspection task?

The estimator's site inspection task records Inspection Date, Measured Area in square metres, Surface Condition, whether Scaffolding is Required, and any additional Notes. Because the workflow waits for this task, these details are saved directly to the record and become part of its permanent history. This data feeds into the subsequent quote preparation task.

What does the customer receive by email during the process?

Customers receive an acknowledgement email with their reference number, an emailed quote with an accept-or-decline form, a job start date confirmation once scheduling is complete, a completion thank-you email showing the final invoice amount, and a feedback request two days after completion. All of this happens without the customer needing to create an account.

How is job scheduling and completion tracked?

Once a quote is accepted, office staff are assigned a task to record the Job Start Date and Assigned Rendering Team, which is saved to the record and shown in a Job Scheduled status. After the job is carried out, the rendering team completes a task recording Completion Notes, Before and After Photos, and the Final Invoice Amount, moving the record to Job Completed status.

Can we adjust the quote or feedback forms sent to customers?

Yes, the fields on the emailed quote acceptance form and the feedback request form can be changed by editing the workflow's steps or by describing the desired change in plain English. This allows a workspace to adjust the questions asked, such as the feedback rating scale or comment prompts, without a development project. Changes take effect the next time the workspace publishes the updated workflow.

How can a workspace monitor the status of multiple rendering quote requests at once?

Each quote request is a record with its own reference number, current status and timeline, and these records are shown together in table views and dashboards organised by status. This allows staff to see at a glance how many requests are at New Request, Site Inspection, Quote Sent, or later stages. Workspace activity related to these records is also logged for reference.