Website operations map
Estimate To Payment Workflow
A visual overview of how Hanks Paints moves a customer from an online estimate request through review, inspection, final estimate approval, repair work, invoice, and payment tracking.
Status Progression
01Request Received
02Under Review
03Inspection Needed
04Appointment Confirmed
05Inspection Completed
06Final Estimate Sent
07Customer Approved
08Converted to Job
09Invoiced
10Paid / Ready for Pickup
Customer, Shop, And System Handoffs
CustomerShop / AdminAutomated System
01
Estimate Request
Customer
Starts a free estimate, enters contact details, vehicle information, service type, payment type, description, phone consent, and uploads vehicle media.
Shop / Admin
Receives the new request in the shop dashboard queue with the quote number, customer name, vehicle, service type, media, and contact information.
System
Creates the quote record, assigns the quote number, validates required fields and media, texts the customer confirmation, and texts the shop notification.
Quote status becomes Request Received.
02
Shop Review
Customer
Can check status through the customer portal and respond to shop messages when more information or media is requested.
Shop / Admin
Opens the quote, starts review, reviews uploaded media, uses direct messaging, and decides whether photos are enough or an inspection is needed.
System
Moves the record to Under Review, keeps the message history with the quote, and shows quote/message notifications on the dashboard views.
The shop chooses preliminary estimate, more information, or on-site inspection.
03
Inspection Scheduling
Customer
Chooses from owner-controlled available inspection times, sees existing appointments, and can request rescheduling or cancellation when needed.
Shop / Admin
Maintains available time slots, confirms appointments, reschedules, marks no-show, cancels, or marks the physical inspection completed.
System
Adds confirmed inspections to the office calendar display and sends appointment scheduled and reminder text messages to the customer and shop.
Final estimate stays locked until the in-person inspection is completed.
04
Estimate Creation
Customer
Receives the estimate link by text and can view the estimate in the portal. Shared estimate texts can include both the portal link and estimate image/PDF.
Shop / Admin
Creates flat dollar line items, saves preliminary or final estimate details, prints the estimate, copies the link, shares it, or sends it by text.
System
Separates preliminary photo estimates from final estimates and applies required inspection disclaimers where appropriate.
Estimate is ready for customer review.
05
Customer Approval
Customer
Reviews the final estimate, enters legal name, checks approval acknowledgments, and electronically approves the final estimate.
Shop / Admin
Tracks whether the customer has approved the estimate and can move approved final estimates into active repair work.
System
Captures approval time, approval text, signed name, estimate version, total, and customer authorization record.
Approved final estimate can be converted to an active job.
06
Repair Job
Customer
Can follow status updates, view customer-visible photos, and approve supplements if hidden damage or scope changes are found.
Shop / Admin
Converts the approved quote to a job, updates repair status, uploads internal or customer-visible media, and creates supplements when needed.
System
Keeps internal-only material, activity, and photo notes separate from customer-visible updates and requires supplement approval before extra work continues.
Job moves through active repair, waiting on approval, ready for pickup, or balance due.
07
Invoice And Payment
Customer
Receives invoice text messages with the portal link and invoice image/PDF, then pays through the shop accepted manual payment methods.
Shop / Admin
Generates invoices from approved estimates and supplements, records payments manually, and updates remaining balance or pickup status.
System
Tracks invoice totals, payment records, balance due, and product order notifications from Stripe separately from repair invoice payments.
Invoice is paid, balance due is visible, and the vehicle can be marked ready for pickup.
Features That Support The Whole Workflow
Access
Customers use passwordless quote access. Shop staff use admin, employee, or receptionist access depending on their role.
Messaging
Customer and shop messages stay attached to the selected quote so the conversation remains part of the work record.
Notifications
SMS alerts cover new estimates, estimate/invoice sharing, scheduled inspections, inspection reminders, product orders, and customer messages.
Calendar
The office calendar view shows confirmed inspections and dashboard notifications for items that need shop attention.