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Workflow Template

Stonemasonry site measure and assessment Workflow

Captures estimator site-measure data for natural stone work, calculates a quote, routes it through estimating-manager review (with a revision loop back to the estimator if changes are needed), then sends the customer a quote form to accept or decline, and books the job internally on acceptance.

Stonemasonry quotes often stall between the site visit and a number the customer can act on, with figures and revisions scattered across emails and notes. This workflow captures the estimator's site-measure data, calculates the quote automatically, routes it to an estimating manager for review with a revision loop back to the estimator if changes are needed, then sends the customer a form to accept or decline before the office books the job. Estimators, estimating managers and office staff run it from a single record with a full timeline.

Business Outcomes

  • Helps reduce time between site measure and quote being sent to the customer
  • Supports more consistent quote calculations by removing manual maths from area, rate and extras
  • Makes manager review and revision cycles easier to track on one record
  • Reduces back-and-forth by letting customers accept or decline a quote directly by email
  • Helps the office act faster on accepted quotes with a clear job-booking task

Workflow Steps

Steps

  1. 1
    Create Stone Quote Recordcreate record

    Registers the site-measure submission as a stone quote record.

  2. 2
    Set Status to Measuredupdate record

    Sets the quote status to Measured after site data is captured.

  3. 3
    Calculate Quote Amountupdate record

    Calculates the quote amount as measured area times rate per square metre plus extras cost.

  4. 4
    Estimating Manager: Check Measurements & Pricecreate task

    Estimating manager checks measurements and price and records a decision with comments.

  5. 5
    Save Review Decisionupdate record

    Persists the manager's decision and comments to the record.

  6. 6
    Route on Manager Decision

    Routes the workflow based on whether the manager approved the quote or requested changes.

    review_decision: "Approved"→Set Status to Quote Sent
    review_decision: "Changes needed"→Set Status to Revising
    Default→End
  7. 7
    Set Status to Revisingupdate record

    Sets the quote status to Revising while the estimator updates the quote.

  8. 8
    Estimator: Update Measurements & Pricecreate task

    Estimator reviews the manager's comments and updates the measured area, rate and extras cost.

  9. 9
    Save Revised Figuresupdate record

    Saves the estimator's revised measured area, rate and extras cost to the record.

  10. 10
    Restart Quote Calculationrestart from step

    Restarts the workflow from the quote calculation step so the revised figures are recalculated and re-reviewed.

  11. 11
    Set Status to Quote Sentupdate record

    Sets the quote status to Quote Sent once the manager approves the quote.

  12. 12
    Send Quote to Customer for Decisionrequest external input

    Emails the customer the quote details with a form to accept or decline, and waits for their reply.

  13. 13
    Route on Customer Decision

    Routes the workflow based on whether the customer accepted or declined the quote.

    customer_decision: "Accept"→Set Status to Quote Accepted
    customer_decision: "Decline"→Set Status to Quote Declined
    Default→End
  14. 14
    Set Status to Quote Declinedupdate record

    Sets the quote status to Quote Declined.

  15. 15
    Send Decline Thank-You Emailsend email

    Emails the customer a thank-you message after they decline the quote.

  16. 16
    Set Status to Quote Acceptedupdate record

    Sets the quote status to Quote Accepted.

  17. 17
    Send Acceptance Confirmation Emailsend email

    Emails the customer a confirmation that their quote has been accepted.

  18. 18
    Office: Book the Jobcreate task

    Creates a fire-and-forget task for the office to book the job within 2 days.

Fields

  • Customer Name*
  • Customer Email*
  • Customer Mobile*
  • Site Address*
  • Visit Date*
  • Type of Work*
  • +14 more fields

Forms

Stonemasonry Site Measure Form

14 fields

Data Views

Stone Quotes Overview

customer_name, site_address, work_type, measured_area +3 more

Dashboard Widgets

Quotes by Status

Recommended integrations

Setup the following integrations to extend workflow capability.

  • Send email in the workflow

    AWS SES logoAWS SES
stonemasonry site measure and assessmentstone masonrytradetrades

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FAQs

How do I set up this workflow for my stonemasonry business?

Publish the template in your workspace and it's ready to run straight away, no installation or development project needed. You can then describe any changes you want in plain English, or edit the steps directly in the workflow editor. Earlier versions are always kept so you can compare or roll back.

Who needs to be involved for this workflow to run smoothly?

You need an estimator to complete the site measure and update figures if changes are requested, an estimating manager to review measurements and price, and office staff to book the job once a quote is accepted. These roles are assigned as workspace members who receive tasks directly on the record.

What happens if the estimating manager requests changes?

The record status is set to Revising and a task is sent to the estimator to update the measured area, rate and extras cost, along with the manager's comments. Once the estimator submits revised figures, the workflow restarts the quote calculation step and sends the updated quote back through manager review.

How does the customer receive and respond to the quote?

Once the manager approves the quote, the status is set to Quote Sent and the customer is emailed the quote details with a simple form asking whether they accept or decline, plus an optional comments field. The customer never needs an account to respond, and the workflow waits for their reply before moving on.

What happens after the customer accepts or declines?

If they accept, the status becomes Quote Accepted, a confirmation email goes out, and the office gets a task to book the job within 2 days. If they decline, the status becomes Quote Declined and a thank-you email is sent automatically.

Can I customise the fields on the site-measure form?

Yes. The request form fields, such as stone type, measured area, access conditions and site photos, can be adjusted by describing the change or editing the form in the workflow editor. Any changes apply to future submissions while keeping a record of earlier versions.

How is the quote amount calculated?

The workflow calculates the quote as measured area times rate per square metre, plus extras cost. This calculation runs automatically both on the initial site measure and again after any revision, so the manager always reviews an up-to-date figure.

Where can I see the status of quotes in progress?

Each site-measure submission becomes a record with a reference number, a status such as Measured, Revising, Quote Sent, Quote Accepted or Quote Declined, and a full timeline of what happened. Table views and dashboards let you see records grouped by status, and all workspace activity is logged.

Does the office booking task need to be completed before other steps continue?

No, the job-booking task is fire-and-forget, meaning the workflow does not wait for it to finish. The office records a Booked Job Date on the task itself once the job is scheduled, and this stays with that task in the record's task list.

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Stonemasonry site measure and assessment Workflow | assess.one