Map a quote-to-job workflow
Follow an approved quote through a sample workflow review. See the handoffs, compare options and explore where time could be reduced.
Illustrative walkthrough. Sample data, not a customer result.
1. Bring one real workflow
Who is involved: Your team
Starting point: A recent approved quote, your current tools and the people who move the work along.
What happens: Before the session, gather an example and describe where information is copied or work waits. Use redacted material where possible.
What you receive: An agreed starting point for one workflow, up to three tools and up to two participants.
Example supplied for the session
Item · Example · What we need to understand
Trigger · Quote Q184 approved · Who notices the approval?
Handoff · Scope copied into a job · Which fields are retyped?
Decision · Choose crew and date · Which decisions must stay with a person?
2. Map the handoffs
Who is involved: Together
Starting point: The example and the people who understand the process.
What happens: In the 60-minute review, trace the trigger, information, owner and exceptions. Separate routine copying from decisions requiring judgement.
What you receive: A draft map with clear ownership and the points where work can stall.
Illustrative current-state map
Step · Owner · Information · Exception
Notice approval · Sales · Quote ID and scope · Approval not recorded
Prepare job · Operations · Address and agreed work · Address missing
Confirm booking · Scheduler · Crew and available dates · Customer requests another date
3. Compare the options
Who is involved: Together
Starting point: The mapped process and your practical constraints.
What happens: Consider changing the existing tool, adding a small integration or leaving the process manual. Agree which problem is worth solving first.
What you receive: A recommendation with assumptions, dependencies and a clear boundary between automation and human decisions.
Example decision
Option · Would help with · Still needs a person
Configure the current tool · Make required fields clearer · Choose crew and date
Connect approval to a draft job · Reduce repeated entry · Check details and confirm booking
Keep the process manual · Avoid a build for very low volume · Complete every handoff
4. Receive your blueprint
Who is involved: Labs
Starting point: The agreed map and recommendation.
What happens: Prepare the editable workflow map, written recommendation and recorded walkthrough. Identify what would be needed before any implementation.
What you receive: A practical decision pack you can review with your team. The target is three working days after the required information is available.
Handover
You receive an editable map, a written recommendation and a recorded walkthrough. Workflow Blueprint is a review: implementation is a separate decision. The service page holds the current scope and price.
Explore the time in the handoffs
Illustrative assumptions: 20 Approved quotes per week; 6 minutes currently and 3 minutes in the proposed process per item.
2.0 hours currently; 1.0 hours in the proposed process per week.
These are invented planning inputs for routine copying and checking. The proposed time includes a human check but excludes scheduling, delivery, setup and testing. A blueprint identifies options; it does not itself implement this change.
This comparison is an estimate, not a promised saving.