Quote request workflow for trade businesses

Every trade business quotes. Few have a workflow. Here's one that works.

Workflow: Quote Request to Booked Job

Trigger: Customer enquiry received (email, phone, web form).

Step 1: Auto-acknowledge (immediate).

"Thanks for your enquiry. You'll receive a quote within [timeframe]." Automated. Zero effort.

Step 2: Qualify (within 2 hours).

Is this a job you do? Is it in your service area? Is the scope clear enough to quote? If not: request photos, measurements, or book a site visit.

Step 3: Quote (within 24 hours for standard jobs).

Use your pricing matrix. Standard template. Include: scope, price, timeline, terms, acceptance method.

Step 4: Follow up (automated).

• Day 2: "Any questions about the quote?"
• Day 7: "Still interested? I've got availability [date]."
• Day 14: "Closing off this quote — pricing held for 7 more days."

Step 5: Accept and book.

Customer accepts (click-to-accept link or reply). Deposit collected. Job added to schedule. Confirmation sent with date, time, and prep instructions.

Step 6: Pre-job reminder (48 hours before).

Automated to customer: "Your [job] is scheduled for [date/time]. Please ensure [access/parking/etc]."

Step 7: Post-job (same day).

Invoice sent. Review request sent. Follow-up for any warranty registration.

Steps 1, 4, 5, 6, and 7 can all be automated with AI. You focus on 2 and 3 — the actual quoting.

See how AI handles trade business admin →

Further reading

• InboxAgents: AI workflows for service businesses