Roof replacement quote and measure Workflow

What does this workflow record at each stage of the quote process?

The record captures the initial site visit data from the request form, the calculated quote amount, and the estimating manager's Decision and Comments once their review task is completed. If revisions are needed, the estimator's Updated Roof Area, Updated Rate per Square Metre and Updated Extras Cost are saved to the record, and the customer's acceptance or decline decision and comments are also stored. Throughout, the record's status field and timeline reflect each step, from Measured through to Quote Accepted or Quote Declined.

Who is involved in reviewing and revising the quote before it reaches the customer?

The estimating manager is assigned a task, due in 1 day, to check the measurements and pricing and record a Decision and Comments. If changes are needed, the estimator is assigned a follow-up task to update the roof area, rate and extras cost based on the manager's comments. This calculation-review cycle can repeat up to 2 times before the quote proceeds to the customer.

What happens if the estimating manager requests changes to the quote?

The record's status is set to Revising, and the estimator receives a task to update the roof area, rate per square metre and extras cost. Once the estimator submits these updated figures, the workflow loops back to recalculate the quote amount and route it to the manager again for review. This loop can run up to 2 times to accommodate further adjustments.

What happens once the customer receives the quote?

Once the manager approves, the status is set to Quote Sent and the customer is emailed the quote details along with a form asking them to accept or decline and add any comments. The workflow waits for their reply, and their decision and comments are saved to the record. Depending on their response, the status updates to either Quote Accepted or Quote Declined.

What happens after the customer accepts or declines the quote?

If the customer declines, the status is set to Quote Declined and a thank-you email is sent to them. If they accept, the status is set to Quote Accepted, a confirmation email is sent, and the office is assigned a task, due in 2 days, to book the job and record the Booked Job Date on that task.

How do we change this workflow if our quoting process differs?

A workspace can adjust the workflow by describing the desired change in plain English or by editing the steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be made with confidence that prior configurations remain accessible.

Who has access to the tasks and information in this workflow?

Workspace users are set up as admins or members, and tasks such as the manager's review or the office's job booking are assigned to specific team members. Customers take part through the emailed quote acceptance form and never need to create an account to respond.

Can we track how many quotes are pending manager review or customer acceptance?

Yes, table views and dashboards show records grouped by their current status, such as Measured, Revising, Quote Sent, Quote Accepted or Quote Declined. This gives oversight of where each quote sits in the process without needing to open individual records.

How is pricing information tracked if figures are revised during the review loop?

The original Rate per Square Metre and Extras Cost from the request form are saved on the record, and any revised figures entered by the estimator during a revision cycle are saved as separate values on the record. The record's timeline reflects when each calculation occurred, giving a clear history of how the final quote amount was reached; each business should confirm this level of detail meets its own record-keeping needs.