Roof repair quote request Workflow

Why should we automate roof repair quote requests instead of handling them by phone and email?

Manually tracking quote requests across phone calls, emails and spreadsheets makes it easy to lose track of where a job stands, especially when juggling emergencies alongside routine work. This workflow captures every request as a record with a status and timeline, so staff can see at a glance whether a job is awaiting inspection, quoting, customer decision or scheduling. It also removes the need to manually draft acknowledgement and update emails, since these are sent automatically at each stage.

How does this workflow handle emergency roof damage differently from standard requests?

When a customer marks their request as an emergency, the workflow routes it to create a call-back task for the on-call roofer, due within one day. This task is fire-and-forget, meaning the workflow does not wait for it to complete before continuing, so the record can still progress through inspection and quoting in parallel. Call-back notes from that task stay attached to the task itself, visible in the record's task list.

What happens if a customer declines the quote?

If the customer selects Decline on the quote decision form, the workflow sets the record status to Quote Declined and sends a thank-you email. This closes out that path of the process while keeping a full record of the request, inspection findings and quote details in the record's timeline for future reference.

Who is responsible for each step in the process?

The estimator carries out the site inspection and prepares the quote, the office team schedules the job with a start date and assigned roofing team, and the roofing team records job completion details including photos, warranty information and the final invoice amount. Each of these tasks is assigned to a workspace member and the workflow waits for completion before moving the record to the next status.

Can we customise the request form or the steps in this workflow?

Yes, the workflow can be adjusted by describing the change in plain English or by editing the steps directly in the workflow editor. This means fields on the request form, task details, or messaging at any stage can be tailored to match how a specific roofing business operates, and earlier versions are kept.

Do customers need to create an account to submit a request or respond to forms?

No, customers interact entirely through a public request form and forms emailed to them at key points, such as accepting or declining a quote and providing post-job feedback. They never need to log in or set up an account to take part in the process.

What information does the workflow track from inspection through to job completion?

The estimator's site inspection records details such as inspection date, roof condition, cause of damage, and safety equipment required, which are saved to the record. Quote details, job scheduling information, and completion data including before and after photos, warranty details and the final invoice amount are all saved to the record as the job progresses, building a complete timeline of the request.

How does the post-job feedback step work?

Two days after the job is marked complete, the workflow sends the customer a feedback form asking for an overall satisfaction rating and any comments or suggestions. This gives the business a structured way to gather feedback consistently after every job, rather than relying on customers to volunteer it.

Can this workflow send updates by SMS as well as email?

Email and SMS are both built into the platform, so a workspace can configure SMS notifications for stages of this workflow if needed. A workspace can also connect its own AWS SES, AWS SNS or Twilio account to send these messages through its own infrastructure.

Does this workflow support taking payment for completed jobs?

A workspace can connect Stripe to accept online payments, though this requires a payment step to be added to the workflow since connecting Stripe alone does not change how the workflow runs. As it stands, this workflow sends the final invoice amount to the customer by email after job completion.