Darwin QuoteFlow
Free workflow review

Sample business: Darwin Fencing Co

See how it works from start to finish

This is what the system looks like for a real Darwin fencing business, from the moment a customer gets in touch to a professional quote landing in their inbox.

1

Customer submits a quote request

A homeowner in Palmerston finds Darwin Fencing Co online and fills in the intake form on their website. They enter all the job details up front, no back-and-forth required.

Name: Sarah Mitchell
Phone: 0412 345 678
Service: Colorbond fencing (residential)
Length: approx. 60 metres
Height: 1.8m standard
Gates: 1 x single driveway gate
Address: 14 Kurrajong Cres, Palmerston NT
Timing: Within the next 4–6 weeks
Notes: Replacing old pool fence on eastern side too
2

Customer receives an instant acknowledgement

The moment Sarah submits, she gets an automatic reply. She knows Darwin Fencing Co got her enquiry. No wondering, no calling to check.

From: Darwin Fencing Co <quotes@darwinfencingco.com.au>
To: sarah.mitchell@email.com
Thanks for your quote request | Darwin Fencing Co

Hi Sarah, thanks for getting in touch. We've received your request for fencing at Kurrajong Cres and we'll be in touch within 4 hours with next steps.

If you have any photos or additional details, just reply to this email.

- Darwin Fencing Co · (08) 8900 1234

3

Business owner receives a structured notification

At the same time, the owner gets an email with all the job details, formatted cleanly and ready to quote from. No login. No chasing the customer.

From: Darwin QuoteFlow <notifications@quoteflow.au>
To: owner@darwinfencingco.com.au
New quote request: Sarah Mitchell, Palmerston
CUSTOMER: Sarah Mitchell · 0412 345 678 · sarah.mitchell@email.com
SERVICE: Colorbond fencing (residential) · 60m · 1.8m height · 1 gate
ADDRESS: 14 Kurrajong Cres, Palmerston NT 0830
TIMING: Within 4–6 weeks
NOTES: Replace pool fence on eastern side too
✓ Quote-ready. All details captured.
4

Lead is added to the tracker

The new enquiry gets a row in the lead tracker. Status: New. The owner can see all their active leads in one place: who submitted, when, and what needs to happen next.

DateCustomerServiceStatusNext action
13 MaySarah Mitchell60m Colorbond fenceNewPrepare quote
09 MayTom B.Pool fence repairWon-
5

A follow-up reminder is created

If the owner quotes but doesn't hear back within 48 hours, a reminder pops up. One low-pressure, professional message to the customer is often enough to bring the job back.

⏰

Follow-up reminder: Sarah Mitchell

Quote sent 2 days ago. No reply yet. Ready to send follow-up?

“Hi Sarah, just checking in on the fencing quote I sent through. Happy to adjust anything or answer any questions. Let me know when suits.”
6

Quote or proposal is prepared

Using the captured job details, the owner prepares a professional quote in minutes. No guessing, no missing information. A clean proposal goes out same-day.

Darwin Fencing Co

darwin@fencingco.com.au · (08) 8900 1234

Quote #2024-047

13 May 2026

Prepared for: Sarah Mitchell, 14 Kurrajong Cres, Palmerston

60m Colorbond fencing 1.8m (inc. posts, caps, rails)$6,900
1 x single driveway gate (Colorbond matched)$850
Remove & dispose of existing fencing$420
Total (inc. GST)$8,170

That's the system.

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