Workflow Template

Roof condition inspection report Workflow

Captures a roof inspection, routes it through manager review (with revision loop if changes are needed), emails the approved report to the customer, and triggers a repair quote task when repairs are recommended.

Picture an inspector finishing a roof survey on-site, then someone back at the office having to chase down photos, chase a manager for sign-off, and manually email the customer. This workflow captures the inspection details straight from a form, routes the report to a manager for review with a built-in revision loop if changes are needed, and emails the approved report to the customer automatically. When repairs are recommended, it also creates a task for the estimator to prepare a quote, so nothing falls through the cracks between inspection and follow-up.

Business Outcomes

Reduces time between site inspection and customer report delivery
Helps keep manager reviews and revisions on track with due dates
Cuts down on manual emailing of inspection reports to customers
Makes it easier to spot which reports are pending review, revision or quoting
Supports faster handoff to the estimator when repairs are recommended

Workflow Steps

Steps

1
Create Inspection Report Recordcreate record
Creates the inspection report record from the submitted form data.
2
Set Status to Report Reviewupdate record
Marks the report status as Report Review.
3
Manager Reviews Inspection Reportcreate task
Assigns the roofing manager a task due in 2 days to review the report and record a decision.
4
Save Review Decisionupdate record
Persists the manager's review decision and comments to the record.
5
Route on Manager Review Decision
Branches based on whether the manager approved the report or requested changes.
review_decision: "Approved"→Set Status to Report Sent
review_decision: "Changes needed"→Set Status to Revising
Default→End
6
Set Status to Revisingupdate record
Marks the report status as Revising when changes are needed.
7
Inspector Updates Reportcreate task
Assigns the inspector a task due in 1 day to update the defects found and recommended work based on the manager's comments.
8
Save Revised Report Contentupdate record
Saves the inspector's updated defects found and recommended work to the record.
9
Send Report Back for Reviewrestart from step
Restarts the workflow from the manager review task so the revised report is reviewed again.
10
Set Status to Report Sentupdate record
Marks the report status as Report Sent once the manager approves the report.
11
Email Report to Customersend email
Sends the approved inspection report to the customer including overall condition, area conditions, defects and recommended work.
12
Route on Repairs Recommended
Branches depending on whether repairs were recommended in the report.
repairs_recommended: "Yes"→Set Status to Quote to Follow
repairs_recommended: "No"→Set Status to Closed
Default→Set Status to Closed
13
Set Status to Quote to Followupdate record
Marks the report status as Quote to Follow when repairs are recommended.
14
Estimator Prepares Repair Quotecreate task
Assigns the estimator a task due in 3 days to prepare a repair quote, without waiting for completion.
15
Set Status to Closedupdate record
Marks the report status as Closed when no repairs are recommended.

Fields

Inspector Name*
Customer Name*
Customer Email*
Customer Mobile*
Site Address*
Inspection Date*
+16 more fields

Forms

Roof Condition Inspection Form

19 fields

Data Views

Inspection Reports

customer_name, site_address, inspection_date, roof_type +2 more

Dashboard Widgets

Reports by Report Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

roof condition inspection reportroofing and roof plumbinginspectiontradetrades

Similar Workflows

roof safety fall protection pre start roof penetration flashing inspection gutter and downpipe inspection

Similar Categories

trades home services quality management

FAQs

Do I need any technical setup to start using this workflow?

No, the template is ready to use as-is. Once your workspace publishes it, the live process runs straight away with no installation or development work needed.

Can my team customise the fields or steps in this report?

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 is involved in reviewing and approving the inspection report?

The roofing manager is assigned a task to review the report and record a decision, with comments if changes are needed. If the manager requests changes, the inspector gets a task to update the defects found and recommended work, and the report goes back for another review.

What happens if the manager asks for changes to the report?

The report status moves to Revising and the inspector is assigned a task to update the defects and recommended work based on the manager's comments. Once the inspector submits the update, the report is sent back to the manager for another review, and this loop can repeat until it's approved.

How does the customer receive the final report?

Once the manager approves the report, its status changes to Report Sent and the customer is emailed the report automatically. The email includes overall condition, area-by-area conditions, defects found and recommended work, and the customer doesn't need an account to receive it.

What happens when repairs are recommended?

If the report shows repairs are recommended, the status changes to Quote to Follow and the estimator is assigned a task to prepare a repair quote within a set timeframe. If no repairs are recommended, the report status is simply set to Closed.

Can I see the status of an inspection report at any point?

Yes, each report is a record with a reference number, a current status, and a timeline showing what's happened so far. Table views and dashboards let you see reports by status, whether they're in review, revising, sent, or awaiting a quote.

Is this workflow suitable for smaller roofing businesses without dedicated admin staff?

Yes, it's designed to work without needing a technical or admin specialist. Inspectors and managers just complete their assigned tasks, and the workflow handles routing, status updates and the customer email automatically.

Do customers need to log in to receive or respond to anything?

No, customers take part through the emailed report and, where relevant, a public request form. They never need to create or manage an account.

Ready to use this workflow?

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