Window Replacement Measure and Quote Workflow

Why should we automate window measurement and quoting instead of handling it manually?

Manual quoting typically involves emails, spreadsheets and phone calls between the estimator, manager and customer, which creates delays and version confusion. This workflow calculates the quote amount automatically from the measurements and pricing entered, and keeps every decision, comment and revision on a single record with a timeline. That reduces the chance of a stale price being sent and gives the business a clear view of where each quote stands at any time.

What is the ROI of using this workflow compared to our current process?

The workflow removes manual quote calculation, manual routing between estimator and manager, and manual chasing of customer responses, all of which take staff time on every job. Because the request form, calculation, review and customer form are already built and ready to use, a workspace can publish and run it in minutes rather than building this process from scratch. The time saved on admin per quote, multiplied across a business's quote volume, is where the return comes from.

Who is involved in reviewing and approving a quote?

The estimating manager reviews the measurements and price on a task the workflow waits for, recording a Decision and Comments directly on the record. If the manager selects 'Changes needed', the workflow assigns a task to the estimator to update the figures, and the quote is recalculated and sent back for manager review again. Both roles are workspace team members, and every decision they make is saved to the record's timeline.

What happens if the manager requests changes to the quote?

When the manager's decision is 'Changes needed', the status is set to Revising and the estimator receives a task to update the number of windows, price per window, and installation and extras cost based on the manager's comments. Once the estimator submits these revised figures, the workflow restarts from the quote calculation step, recalculating the amount and sending it back through manager review. This loop can repeat as many times as needed before the quote is approved.

How does the customer accept or decline a quote, and do they need an account?

Once a quote is approved, the customer receives it by email along with a form asking them to Accept or Decline and add any comments. They complete this form directly without needing to create an account or log in anywhere. Their response routes the workflow automatically: accepting moves the status to Quote Accepted and triggers a confirmation email plus a job-booking task for the office, while declining moves the status to Quote Declined and triggers a thank-you email.

What happens after the customer accepts the quote?

The status is set to Quote Accepted, and the customer is sent an acceptance confirmation email. At the same time, a task is created for the office to book the installation job, due in two days, and the workflow does not wait for this task to complete before moving on. Any booking notes the office records are kept with that task and shown in the record's task list.

Can we customise the fields captured on the site measurement form or the quote calculation?

Yes, a workspace can describe the change it wants in plain English or edit the workflow's steps directly in the workflow editor, and earlier versions of the workflow are kept. This means fields on the request form, such as window sizes, frame material or glazing type, can be adjusted, and the quote calculation logic can be updated as pricing structures change. Any changes apply going forward without needing a development project.

How do we track the status of quotes in progress across multiple estimators?

Each window quote is a record with a reference number, a current status such as Measured, Revising, Quote Sent, Quote Accepted or Quote Declined, and a full timeline of what happened. Table views and dashboards display records grouped by status, so office staff can see at a glance how many quotes are awaiting review, out for customer decision, or ready for booking. Workspace activity is also logged, giving visibility into who took which action and when.

Does connecting Stripe let customers pay online through this workflow?

A workspace can connect a Stripe account for online payments, but connecting it does not change this workflow by itself. To collect payment as part of the quote acceptance process, a payment step would need to be added to the workflow. As it stands, this workflow handles quote acceptance and decline through the customer's response form, and payment collection is a separate step that could be added if needed.