Stonemasonry quote request Workflow

Do I need any technical skills to set this workflow up?

No, the workflow is ready to publish and run as-is, with no installation or development project required. If you want to tweak a step later, you can describe the change in plain English or edit it directly in the workflow editor, and earlier versions are kept so you can always see what changed.

Can my team customise the stages or forms to match how we quote jobs?

Yes, every step in this workflow — from the intake form fields to the inspection details and quote fields — can be adjusted to fit how your business actually works. You can add, remove or reword fields on any task or form, and change the status names if they don't match your terminology.

Who is actually doing the work at each stage of this workflow?

The workflow assigns tasks to specific team roles as the job progresses: an estimator conducts the site inspection and prepares the quote, office staff confirm the deposit and schedule the job, and a stonemason completes the job and logs completion details. Each task is assigned to a workspace member, and the workflow waits for it to be completed before moving the record forward.

What happens if a customer declines the quote?

When the customer responds to the quote form with Decline, the workflow routes the record to a Quote Declined status and sends them a thank-you email acknowledging their decision. If they accept instead, the record moves to Quote Accepted and the deposit request email goes out automatically.

Does the customer need to create an account to respond to quotes or give feedback?

No, customers take part entirely through the public request form and forms emailed directly to them, such as the quote acceptance form and the final feedback form. They never need to log in or set up an account at any point in the process.

How does the deposit get confirmed before the job is scheduled?

Once the customer accepts the quote, they're emailed the deposit amount due and the record status changes to Awaiting Deposit. An office team member then completes a task confirming the deposit amount and date received, and this is saved to the record before the job scheduling step begins.

Can we see where every job currently stands across all our customers?

Yes, each quote request is a record with its own reference number, current status and full timeline of what's happened. Table views and dashboards let you see records grouped by status, such as how many are in Site Inspection versus Job Scheduled, and all workspace activity is logged against the record.

Is this suitable for a small stonemasonry business without dedicated office staff?

Yes, the workflow is built around roles like estimator, office and stonemason, but these can be assigned to whichever team members actually handle those tasks in your business, even if one person covers multiple roles. Tasks are simply assigned to whoever in your workspace should complete them, whether that's one person or several.

What information gets saved permanently on the customer record versus staying with a task?

Anything entered on a task the workflow waits for — like inspection findings, quote details, deposit confirmation and job completion notes — is saved to the record and visible in its history. Details from tasks the workflow doesn't wait for would instead stay attached to that specific task in the record's task list rather than on the main record.