Workflow Template

Tiling quote request Workflow

Manages a tiling quote request from initial customer submission through site inspection, quoting, customer acceptance, job scheduling, completion, and post-job feedback collection.

A customer fills in a form asking for a tiling quote, and from that moment your team has a clear record to work from — no more digging through emails or texts to find site details and photos. The workflow moves the request through site inspection, quote preparation, customer acceptance, job scheduling, completion and a follow-up feedback request, updating the record's status at every stage so anyone on the team can see where things stand. Estimators, office staff and tilers each get their own task at the right point, and the customer stays informed by email without ever needing to log in anywhere.

Business Outcomes

Fewer missed follow-ups between quote and job start
Clearer visibility of every request's status without chasing emails
Faster handoffs between estimator, office and tiler tasks
More consistent customer communication from enquiry to feedback
Easier tracking of quote acceptance rates over time

Workflow Steps

Steps

1
Create Quote Request Recordcreate record
Registers the incoming quote request as a record.
2
Set Status to New Requestupdate record
Marks the record status as New Request.
3
Email Acknowledgementsend email
Sends the customer an acknowledgement email with their reference number.
4
Set Status to Site Inspectionupdate record
Marks the record status as Site Inspection.
5
Estimator: Conduct Site Inspectioncreate task
Assigns the estimator a task to visit the site and record inspection findings, due in 2 days.
6
Save Inspection Detailsupdate record
Persists the estimator's inspection findings to the record.
7
Estimator: Prepare Quotecreate task
Assigns the estimator a task to prepare the quote amount, scope of works and valid-until date.
8
Save Quote Detailsupdate record
Persists the prepared quote details to the record.
9
Set Status to Quote Sentupdate record
Marks the record status as Quote Sent.
10
Email Quote and Request Decisionrequest external input
Emails the customer the quote details and a form to accept or decline, waiting for their reply.
11
Route on Quote Decision
Branches the workflow based on whether the customer accepted or declined the quote.
quote_decision: "Accept"→Set Status to Quote Accepted
quote_decision: "Decline"→Set Status to Quote Declined
Default→Set Status to Quote Declined
12
Set Status to Quote Declinedupdate record
Marks the record status as Quote Declined.
13
Email Thank-You for Declined Quotesend email
Sends the customer a thank-you email acknowledging the declined quote.
14
Set Status to Quote Acceptedupdate record
Marks the record status as Quote Accepted.
15
Office: Schedule the Jobcreate task
Assigns an office task to set the job start date and assigned tiler.
16
Save Schedule Detailsupdate record
Persists the job start date and assigned tiler to the record.
17
Set Status to Job Scheduledupdate record
Marks the record status as Job Scheduled.
18
Email Customer the Start Datesend email
Notifies the customer of the confirmed job start date.
19
Tiler: Complete the Jobcreate task
Assigns the tiler a task with no due date to record completion notes, before and after photos, and the final invoice amount.
20
Save Completion Detailsupdate record
Persists the job completion details to the record.
21
Set Status to Job Completedupdate record
Marks the record status as Job Completed.
22
Email Thank-You with Final Amountsend email
Sends the customer a thank-you email with the final invoice amount.
23
Wait 2 Days Before Feedback Request
Pauses for two days before requesting customer feedback.
24
Request Customer Feedbackrequest external input
Emails the customer a feedback form with a 1-5 rating and comments.

Fields

Full Name*
Email Address*
Mobile Number*
Site Address*
Area*
Approximate Area*
+23 more fields

Forms

Tiling Quote Request

10 fields

Data Views

Quote Requests

customer_name, site_address, area_type, quote_amount +2 more

Dashboard Widgets

Requests by Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

tiling quote requesttilingquote requesttradetrades

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FAQs

Do I need any technical setup to start using this workflow?

No — this is a ready-to-use template, so your workspace can publish it and start taking quote requests straight away. There's no installation or development project involved, so you can be running live requests within minutes of setting it up.

Can my team customise the steps to match how we quote jobs?

Yes, you can describe the change you want in plain English or edit the steps directly in the workflow editor. For example, you might add extra fields to the inspection task or change the wording of customer emails, and earlier versions of the workflow are kept if you want to look back.

Who is actually involved in running a quote through this workflow?

The estimator carries out the site inspection and prepares the quote, office staff schedule the job once the customer accepts, and the tiler records completion details at the end. Each of these is a task assigned to a team member, and the workflow waits for that task to be finished before moving to the next stage.

What happens if the customer declines the quote?

The workflow routes based on the customer's reply on the quote decision form. If they decline, the record status is set to Quote Declined and they receive a thank-you email acknowledging their decision, closing out that path cleanly.

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

No — customers take part entirely through the public request form and forms emailed to them, such as the quote decision form and the feedback survey. They never need to log in or set up an account at any stage.

Is this suitable for a small tiling business with just a couple of staff?

Yes, it works well whether it's one person handling estimating and scheduling or separate people doing each role. Tasks are assigned to whichever team members you choose, so a small team can run the same process without needing extra admin overhead.

How does the workflow keep track of what's happened on each job?

Every request is a record with its own reference number, a current status, and a timeline showing what's occurred at each step. This makes it easy to check where a job stands or look back at what was recorded, though each business should confirm this meets its own record-keeping needs.

Can we send job updates by text message instead of email?

Email and SMS are both built into the platform, so you can adjust the workflow to send certain updates by SMS if that suits your customers better. A workspace can also send through its own SMS provider account if it prefers.

What if we want to take a deposit before scheduling the job?

You can connect Stripe to the workspace for online payments, then add a payment step into the workflow at the point you want, such as before scheduling. Connecting Stripe on its own doesn't change the workflow — the payment step needs to be added where you want it to run.

Ready to use this workflow?

Create a free account and customise this workflow for your business.