Scaffolding quote request Workflow

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

Each quote request is a record with a reference number, a status, and a timeline of what happened. As the request progresses, the record captures inspection details such as measured runs, heights and ground conditions, quote details including price and hire rate, the customer's accept or decline decision, job scheduling information, and completion details such as photos and the final invoice amount.

Who is involved in processing a scaffolding quote request?

Estimators are assigned the site inspection and quote preparation tasks, office staff handle job scheduling once a quote is accepted, and the scaffolding crew records job completion details. Customers take part through the public request form and through emailed forms to accept or decline a quote and to submit feedback, without needing an account.

What happens when a customer accepts or declines a quote?

The workflow routes based on the customer's accept or decline response saved to the record. If accepted, the status changes to Quote Accepted and office staff are assigned to schedule the job. If declined, the status changes to Quote Declined and a thank-you email is sent acknowledging the decision.

How do we change this workflow if our quoting process is different?

A workflow can be changed by describing the change in plain English or by editing its steps directly in the workflow editor, and earlier versions are kept so changes can be reviewed over time. This makes it straightforward to adjust which details an estimator records during inspection or quoting, or to change the wording of customer-facing emails.

What information does the estimator record during the site inspection and quote steps?

During the site inspection task, the workflow waits for the estimator to record the inspection date, measured runs and heights, ground conditions, whether overhead power lines are present, the duty rating required, and notes. During the quote preparation task, the estimator records the erect and dismantle price, hire rate per week, scope of works, and the quote's valid-until date, all of which are saved to the record.

What is recorded when the scaffolding crew completes the job?

The workflow waits for the crew to complete the job task, at which point completion notes, photos of the erected scaffold, the handover inspection record, and the final invoice amount are saved to the record. This gives a documented record of job completion alongside the record's status and timeline.

How is the customer kept informed throughout the process?

The customer receives an acknowledgement email with their reference number when the request is created, a quote email with a link to accept or decline, an email with the scheduled erection date once the job is scheduled, and a thank-you email with the final invoice amount after job completion. Two days after completion, they also receive a feedback request form asking for a rating and comments.

Can the workflow be adapted for different scaffold types or project sizes?

Yes, the request form and workflow steps can be edited in plain English or through the workflow editor to reflect different scaffold types, project scopes or inspection requirements. Because earlier versions are kept, adjustments can be made confidently as the business's quoting process evolves.

How are tasks assigned to estimators, office staff and crew members?

Tasks and approvals in this workflow, such as site inspection, quote preparation, job scheduling and job completion, are assigned to workspace members. Each task appears against the record until completed, with the entered details saved to the record once the workflow proceeds past that step.