Workflow Template

Trade quote request and lead qualification Workflow

Captures inbound quote requests, qualifies leads, routes to quote-from-photos or site visit, prepares and sends quotes, captures customer acceptance/decline, and schedules accepted jobs — with status tracking throughout.

Trade businesses lose time and leads chasing quote requests through inboxes, spreadsheets and phone calls, with no clear view of what's outstanding. This workflow captures inbound requests through a public form, has the office qualify each lead, routes it to a site visit or a quote-from-photos, then handles quote delivery, customer acceptance and job scheduling. Office staff and estimators run it from request through to a confirmed job, with status tracked at every stage.

Business Outcomes

Faster response to new quote requests with automatic acknowledgement emails
Fewer unqualified leads reaching estimators thanks to an early office qualification step
Clearer visibility of every request's status from new lead through to job scheduled
Reduced back-and-forth on quotes with a built-in accept/decline form for customers
Smoother handoff from accepted quote to scheduled job with recorded start date and team

Workflow Steps

Steps

1
Create Quote Request Recordcreate record
Registers the incoming quote request as a record.
2
Set Status: New Leadupdate record
Marks the record status as New Lead.
3
Email Acknowledgementsend email
Sends the customer an acknowledgement email with their reference number.
4
Office: Qualify Leadcreate task
Office reviews the request and records a qualification outcome and notes, due in 1 day.
5
Save Qualification Outcomeupdate record
Persists the qualification outcome and notes to the record.
6
Route on Qualification Outcome
Routes the lead based on the qualification outcome.
qualification_outcome: "Not a fit"→Set Status: Not Proceeding
qualification_outcome: "Site visit needed"→Set Status: Site Visit
qualification_outcome: "Quote from photos"→Estimator: Prepare Quote
Default→End
7
Set Status: Not Proceedingupdate record
Marks the record status as Not Proceeding.
8
Email: Not a Fitsend email
Sends a polite email explaining we can't help with this job this time.
9
Set Status: Site Visitupdate record
Marks the record status as Site Visit.
10
Estimator: Conduct Site Visitcreate task
Estimator visits the site and records the visit date, measurements and notes, due in 3 days.
11
Save Site Visit Dataupdate record
Persists the visit date, measurements and notes to the record.
12
Estimator: Prepare Quotecreate task
Estimator prepares the quote amount, scope of works and valid-until date, due in 2 days.
13
Save Quote Detailsupdate record
Persists the quote amount, scope of works and valid-until date to the record.
14
Set Status: Quote Sentupdate record
Marks the record status as Quote Sent.
15
Send Quote to Customerrequest external input
Emails the customer the quote details and a form to accept or decline, and waits for their reply.
16
Route on Quote Decision
Routes the workflow based on whether the customer accepted or declined the quote.
quote_decision: "Accept"→Set Status: Quote Accepted
quote_decision: "Decline"→Set Status: Quote Declined
Default→End
17
Set Status: Quote Declinedupdate record
Marks the record status as Quote Declined.
18
Email: Thank You for Considering Ussend email
Sends a thank-you email to the customer after they decline the quote.
19
Set Status: Quote Acceptedupdate record
Marks the record status as Quote Accepted.
20
Office: Schedule Jobcreate task
Office schedules the job, recording the start date and assigned team.
21
Save Job Scheduleupdate record
Persists the job start date and assigned team to the record.
22
Set Status: Job Scheduledupdate record
Marks the record status as Job Scheduled.
23
Email: Job Scheduledsend email
Emails the customer confirming the job start date.

Fields

Full Name*
Email Address*
Mobile Number*
Site Address*
Service Needed*
Description of the Job*
+18 more fields

Forms

Request a Quote

11 fields

Data Views

Leads & Quotes

customer_name, site_address, service_needed, job_size +2 more

Dashboard Widgets

Leads by Lead Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

trade quote request and lead qualificationquote requesttradetrades

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FAQs

How do I get this workflow up and running?

The workflow is ready to use as a template, so your workspace can publish it and start taking quote requests within minutes. There's no installation or development project involved. You can start using the public request form right away and adjust steps later as you learn what works.

What do I need to set up before customers can submit requests?

You mainly need your team members added to the workspace as admins or members so tasks like lead qualification and site visits can be assigned to them. The request form fields are already defined, covering site address, job details, photos and preferred timeframe. If you want emails sent through your own AWS SES account, you can connect that too.

Who handles the lead qualification step, and what happens there?

A member of the office team reviews each new request and records a qualification outcome and notes, with this task due in 1 day. The outcome they choose determines whether the lead is marked not a fit, sent for a site visit, or moved straight to a quote from photos. This decision and the notes are saved permanently on the record.

What's the difference between quote-from-photos and a site visit?

Both paths lead to a quote, but the site visit route adds an extra task where an estimator visits the site and records the visit date, measurements and notes, due in 3 days. The quote-from-photos route skips that step and moves straight to quote preparation. Either way, the estimator prepares the quote amount, scope of works and a valid-until date before it's sent.

How does the customer accept or decline a quote?

Once the quote is prepared, the customer is emailed the quote details along with a form to accept or decline and add comments, with no account needed. The workflow waits for their reply before moving forward. Depending on their answer, the record status updates to Quote Declined or Quote Accepted and the relevant follow-up email is sent.

What happens after a customer accepts a quote?

The record status is set to Quote Accepted, and the office team then schedules the job, recording a start date and assigned team. This information is saved to the record, the status updates to Job Scheduled, and the customer is emailed confirmation of the job start date.

Can I change the wording of the emails or the form fields?

Yes. You can describe the change you want in plain English, or edit the steps directly in the workflow editor. Earlier versions of the workflow are kept, so you can review what changed over time.

How do I track where each request stands?

Every quote request becomes a record with its own reference number, current status and a timeline of everything that's happened on it, from New Lead through to Job Scheduled. Table views and dashboards let you see records grouped by status, and all workspace activity is logged.

What if a lead isn't a good fit for our business?

If the office marks the qualification outcome as Not a fit, the workflow sets the record status to Not Proceeding and sends the customer a polite email explaining you can't help with this job. No further quoting or scheduling steps happen on that record.

Ready to use this workflow?

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