hexylMove a missed trades enquiry from first contact to an approved quote
Check the service area, arrange a realistic site visit and follow up the quote without promising an unapproved job price.
In this guide
Prepare the information needed for a visit
Define the job categories you accept, your service area and the information needed to arrange an assessment. Distinguish a scheduled site visit from a repair appointment or a commitment to undertake the work.
- Collect the site postcode, contact details, job category and access arrangements.
- Agree visit duration, travel allowance and the person who approves exceptions.
- Provide your business’s urgent-contact instructions; a routine booking queue is not an emergency response service.
Connect the enquiry to the job record
Check for an existing enquiry before creating a new record. Offer visits that fit both availability and travel rules. Confirm the saved visit with its location and any agreed call-out or assessment charge.
After the visit, the tradesperson approves the scope and price. Follow up only the approved quote version, record acceptance or questions and stop chasing when the customer responds. Quote acceptance, scheduling the work and collecting a deposit are separate steps.
Try a change of scope
Use an example request outside the service area, then one where the customer adds work after receiving the quote. The assistant should route the change to the estimator and avoid treating the earlier price as approval for the additional work.
- Reschedule a visit and check travel constraints again.
- Ask for an exact price before assessment and check the approved response.
- Accept a superseded quote and confirm that a person reviews the mismatch.
Measure the whole job journey
Track enquiries reached, visits completed, approved quotes, accepted work and paid completed jobs separately. Review travel wasted, duplicate records and chasing time. A booked visit is not job revenue; an accepted quote is not yet collected cash. Use your own job margin and costs to judge the pilot.
Start with the scope you need
Start with enquiry capture and one connection to the existing job system. Add scheduling, payments or Portal only where the selected workflow needs them.
- Hexyl Connect — Calls, messages & web chat
- Hexyl Flow — Software connections & automation
Optional additions
- Hexyl Book — Bookings & appointment reminders
- Hexyl Pay — Payments & deposits
- Hexyl Portal — Customer portal & smart sign-in
Your proposal confirms inclusions, product tiers, supported actions and setup costs. Related products are not automatically added to a package.
Plan my trades packageContinue with a related guide
Define which enquiries need attention, agree a useful conversation and measure completed bookings against your normal follow-up process.
Hexyl Flow · software connectionsCheck what a useful software connection needs to doDescribe the everyday task first, then confirm system access, supported actions and how your team handles exceptions before launch.
Hexyl Portal · customer self-serviceGive customers a useful portal alongside your existing softwareChoose the information and actions customers need, agree smart sign-in and test what each person can see and change.