Workflow Template
Water Efficiency and Leak Audit Workflow
Captures a plumbing water efficiency and leak audit, calculates the hidden leak rate from a no-use meter test, routes the audit through manager review (with revision loop back to the plumber), emails results to the customer once approved, and triggers an estimator quote task when leaks were found.
Plumbing teams tracking leak audits across spreadsheets and email threads often lose track of which reports are pending review, which need revisions, and which customers are still waiting on results. This workflow captures the audit on submission, automatically calculates the hidden leak rate from the no-use meter test, and routes the report through manager review with a built-in revision loop back to the plumber. Once approved, the customer gets an automatic email with results, and if leaks were found, an estimator is assigned a quote task — so nothing sits unnoticed in an inbox.
Business Outcomes
- Faster turnaround from audit submission to customer notification
- Fewer missed follow-ups on audits requiring revisions or quotes
- Consistent hidden leak rate calculations across all audits
- Clearer visibility into audit status across the team via record statuses
- Reduced manual handoffs between plumbers, managers, and estimators
Workflow Steps
Steps
- 1Create Audit Recordcreate record
Registers the submitted water efficiency and leak audit as a record.
- 2Calculate Hidden Leak Rateupdate record
Calculates the hidden leak rate in litres per hour from the meter readings and test duration and sets status to Audit Review.
- 3Manager: Review Auditcreate task
Assigns the plumbing manager a task due in 2 days to review the audit and record a decision and comments.
- 4Save Review Decisionupdate record
Persists the manager's review decision and comments to the record.
- 5Route on Review Decision
Routes the workflow based on the manager's approval decision.
review_decision: "Approved"→Set Status: Report Sentreview_decision: "Changes needed"→Set Status: RevisingDefault→End - 6Set Status: Revisingupdate record
Updates the record status to Revising because changes were requested by the manager.
- 7Plumber: Update Recommended Fixescreate task
Assigns the plumber a task due in 1 day to review the manager's comments and update the recommended fixes.
- 8Save Updated Fixesupdate record
Persists the plumber's updated recommended fixes to the record.
- 9Return to Manager Reviewrestart from step
Restarts the workflow from the manager review task so the updated audit can be reviewed again, up to 2 times.
- 10Set Status: Report Sentupdate record
Updates the record status to Report Sent as the audit has been approved.
- 11Email Customer Audit Resultssend email
Sends the customer an email with the hidden leak rate, leaks found status, and recommended fixes.
- 12Route on Leaks Found
Checks whether leaks were found to determine if an estimator quote task is needed.
leaks_found: "Leaks found"→Set Status: Quote to Followleaks_found: "No leaks found"→EndDefault→End - 13Set Status: Quote to Followupdate record
Updates the record status to Quote to Follow since leaks were found and a quote is needed.
- 14Estimator: Prepare Quotecreate task
Assigns the estimator a fire-and-forget task due in 3 days to prepare a quote for the recommended fixes.
Fields
Show all 22 fieldsShow fewer fields
FormWater Efficiency & Leak Audit
- Plumber Name*· Text
- Customer Name*· Text
- Customer Email*· Email
- Site Address*· Text
- Audit Date*· Date
- Water Meter Reading - Start of No-Use Test*· Number
- Water Meter Reading - End of No-Use Test*· Number
- Test Duration (minutes)*· Number
- Shower Flow Rates (L/min)· Text
- Toilets with Leaks Found in Dye Test· Long text
- Dripping Taps· Long text
- Irrigation & Outdoor Leaks· Long text
- Hot Water System Type· Text
- Hot Water System Condition· Text
- Photos· File upload
- Recommended Fixes*· Long text
- Leaks Found?*· Choice
TaskManager: Review Audit
- Review Decision*· Choice
- Review Comments· Long text
TaskPlumber: Update Recommended Fixes
- Updated Recommended Fixes*· Long text
Other fields
- Hidden Leak Rate (L/hr)· Number
- Audit Status· Choice
- Plumber Name*
- Customer Name*
- Customer Email*
- Site Address*
- Audit Date*
- Water Meter Reading - Start of No-Use Test*
Forms
Water Efficiency & Leak Audit
17 fields
Data Views
Water Audits
customer_name, site_address, audit_date, hidden_leak_rate_lph +2 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
What happens if the manager requests changes to an audit?
The record status updates to Revising and the plumber gets a task due in 1 day to review the manager's comments and update the recommended fixes. Once the plumber submits the updated fixes, the workflow automatically returns the audit to the manager review task for another look. This revision loop can run up to 2 times, keeping the audit moving without manual reassignment.
Can this handle audits where no leaks are found?
Yes. After the customer email is sent, the workflow checks the Leaks Found? field and routes accordingly. If no leaks were found, the estimator quote task is skipped entirely, and the record simply reflects the approved audit with no further action needed.
What if the manager review task isn't completed within 2 days?
The task remains assigned to the plumbing manager and stays visible in the record's timeline and workspace activity until it's completed, since the workflow waits for the review decision before proceeding. The due date acts as a visibility marker for follow-up rather than an automatic escalation.
How does the workflow calculate the hidden leak rate?
It uses the water meter readings from the start and end of the no-use test along with the test duration to calculate the hidden leak rate in litres per hour. This calculation happens automatically right after the audit record is created, before the manager review step, so the manager reviews a complete report.
Who is involved in this workflow and what do they do?
A plumber submits the initial audit and, if needed, updates recommended fixes after manager feedback. A plumbing manager reviews the audit and records an approval decision with comments, and an estimator prepares a quote when leaks are found. Customers receive the final results by email without needing to log into anything.
What does the customer actually receive once the audit is approved?
The customer gets an email containing the calculated hidden leak rate, whether leaks were found, and the recommended fixes from the audit. This email is sent automatically once the record status updates to Report Sent, so there's no manual step for the team to remember.
Can we customise what happens after leaks are found?
Yes, the routing step after the customer email checks the Leaks Found? value and can be adjusted by editing the workflow steps or describing the change in plain English. Teams can change task due dates, add fields to the request form, or adjust what triggers the estimator task to fit their process.
What if the revision loop between plumber and manager needs more than 2 rounds?
The workflow is set to allow up to 2 return trips between the plumber and manager review step. If a team consistently needs more rounds, the loop limit can be adjusted by editing the workflow steps, and each revision is still tracked in the record's timeline for full visibility.
Is the estimator's quote task tracked on the audit record?
The estimator task itself appears in the record's task list, but because the workflow doesn't wait for it, the Quote Preparation Notes the estimator enters stay with that task rather than being saved directly to the record. The record status still reflects Quote to Follow so the team can see a quote is in progress.
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