Solar installation quote request Workflow

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

The workflow records details entered on each task or form directly onto the request record, including inspection findings, quote amounts, deposit confirmation, job scheduling details and job completion documentation. The record's status updates automatically as it moves through stages such as Site Inspection, Quote Sent, Quote Accepted and Job Completed. A full timeline of these updates and task outcomes is kept on each record for later reference.

Who is involved in processing a solar quote request?

Estimators complete the site inspection and prepare quote details, office staff confirm deposit receipt and schedule the installation job, and the installation team records job completion details. Customers take part through the public request form, an emailed quote acceptance form and a post-job feedback form, without needing an account. Each of these tasks is assigned to a workspace member and tracked as part of the record.

What happens when a customer accepts or declines a quote?

The workflow branches based on the customer's response: an acceptance moves the record to Quote Accepted status and triggers a deposit due email, while a decline moves it to Quote Declined status and sends a thank-you email. This routing keeps each request moving down the correct path automatically once the customer responds. The decision and any comments the customer provides are saved to the record.

How do we change this workflow to suit our own solar business?

A workflow can be adjusted by describing the change in plain English or by editing its steps directly in the workflow editor. Earlier versions of the workflow are kept, so previous configurations remain available for reference. This makes it straightforward to add, remove or reorder steps such as inspection questions or notification emails as processes evolve.

What is recorded during the site inspection and quote preparation steps?

During the site inspection task, the estimator records details such as inspection date, roof orientation, shading observations, switchboard condition and recommended system size, all of which are saved to the record. When preparing the quote, the estimator enters the quote amount, deposit amount, system size, panel and inverter details, battery details and the quote's valid-until date. Because the workflow waits for both of these tasks, all entered information is saved directly on the record rather than staying with the task.

How is the deposit and job scheduling tracked?

After a customer accepts a quote, the office is assigned a task to confirm the deposit received amount and date, which is then saved to the record. A separate office task follows to schedule the job start date and assign an installation team, with those details also saved to the record. Both tasks are waited on by the workflow, keeping the record's status and timeline current as the job moves toward Job Scheduled.

What documentation is captured when the installation job is completed?

The installation team is assigned a task to record completion notes, before and after photos, a compliance certificate, network connection paperwork and the final invoice amount. This task has no due date, allowing the team to complete it once the physical installation work is finished. All of these details are saved to the record and the status updates to Job Completed once the task is submitted.

How and when is customer feedback collected?

Two days after the job completion email is sent, the workflow automatically emails the customer a feedback form asking for an overall satisfaction rating from 1 to 5 and any comments. Because the customer submits this through an emailed form, their responses are saved directly to the record. This gives the business a recorded feedback entry on the completed job for later review.

Should our business rely on this workflow for compliance purposes?

The workflow records statuses, task entries such as compliance certificates and network connection paperwork, and a full timeline of activity on each request. Each business should confirm its own regulatory and record-keeping obligations for solar installations with the relevant authorities or advisors. The workflow is designed to support organised record-keeping rather than to determine compliance requirements itself.