Trades & construction / Connected operations
The customer said yes. The work should move forward.
An accepted quote now prepares the job, checklist, documents, draft deposit invoice and team brief. The office keeps its attention on scheduling and customers.
Explore the project
What changed
A consistent handoff from sales to delivery, without rebuilding the same agreement in several tools.
01 / The problem
Where things got stuck.
Every accepted quote created a queue of office tasks. Someone had to match the customer, copy the address and scope, assemble documents, select a checklist and pass the deposit terms to accounts.
When several quotes arrived together, this work competed with phone calls and scheduling. An accepted quote did not necessarily mean the job, invoice preparation and crew brief were ready.
02 / What we built
What we built.
Trident connected PandaDoc, ServiceM8, Xero and Microsoft Teams through n8n. The accepted agreement became the source for setup, with one quote reference connecting the records.
The workflow matches the customer, prepares the job and attaches the relevant documents. Separate stages create the draft deposit invoice and send the internal brief. Each completed stage is recorded, so a failed invoice step can be retried without creating another job.
03 / How it works
Connected from
start to finish.
- 01
Accept the quote
Check the final agreement and whether its acceptance has already been processed.
- 02
Prepare the job
Match the customer, add the scope, choose the checklist and attach the documents.
- 03
Prepare the deposit
Create a linked draft invoice from the agreed commercial terms.
- 04
Brief the team
Send the job reference, scope and useful links into Microsoft Teams.
04 / The difference
A better working day.
Before
- Accepted work waited for manual job setup.
- Scope and deposit terms were interpreted at each handoff.
- The office checked several systems to establish progress.
After
- Acceptance starts a defined setup workflow.
- The agreed information travels with a shared quote reference.
- Each setup stage has a recorded outcome.
05 / Inside the build
The details that
make it dependable.
Uncertain customer matches and missing details go to the office. Scheduling remains a separate decision unless an appointment is already authorised. Scope and price changes follow a separate path. The workflow prepares draft invoices; it does not automatically send them or collect payment. Structured fields and explicit rules make AI unnecessary for the core process.
- PandaDoc
- Accepted scope, price and deposit terms
- n8n
- Validation, record matching and workflow coordination
- ServiceM8
- Job record, checklist and supporting documents
- Xero
- Linked draft deposit invoice
- Microsoft Teams
- Internal job brief and exception notifications
