Let the automation prepare the quote. You approve it.
A bookkeeping enquiry becomes a prepared quote using the firm’s rates. The team receives a decision to approve or request changes, and the quote is sent only after approval. Built around the tools you use.
Follow the workflow
Select a step to see what happens.
Example tools. Built around the ones you use.
- 01Examples: Typeform, Google Forms, WordPress, Wix, Squarespace, GmailEnquiry receivedExamples: Typeform, Google Forms, WordPress, Wix, Squarespace, Gmail
- 02Examples: HubSpot, Salesforce, Zoho CRM, Odoo, Airtable, NotionSave the enquiryExamples: HubSpot, Salesforce, Zoho CRM, Odoo, Airtable, Notion
- 03Examples: n8n, Zapier, Make, Retool, Node-RED, IFTTTApply your ratesExamples: n8n, Zapier, Make, Retool, Node-RED, IFTTT
- 04Examples: n8n, Zapier, Make, Retool, Node-RED, IFTTTGenerate the quoteExamples: n8n, Zapier, Make, Retool, Node-RED, IFTTT
- 05Examples: Slack, Discord, Google Chat, Gmail, Mattermost, TelegramAsk for approvalExamples: Slack, Discord, Google Chat, Gmail, Mattermost, Telegram
- 06
Send after approvalGmail
Enquiry received
Ellis runs Mariner Electrical and requests monthly bookkeeping and payroll. The enquiry includes the details the firm needs to price that work. It can arrive through your existing form, website or inbox.
- Contact
- Ellis Baptiste · Mariner Electrical
- Monthly activity
- 80 transactions
- Payroll
- 8 staff
Save the enquiry
The CRM keeps the request with Ellis’s business details and previous conversations. The team can see where the enquiry came from without copying it between tools.
- Business
- Mariner Electrical
- Service
- Monthly bookkeeping + payroll
- Sales stage
- Quote in preparation
Apply your rates
The workflow checks the request against the firm’s agreed services and rate card. This fictional package covers up to 100 transactions; payroll adds CAD 10 per employee. Missing information or an unusual scope goes to a person instead.
- Bookkeeping package
- CAD 400 / month · up to 100 transactions
- Payroll
- 8 staff × CAD 10 = CAD 80 / month
- Pricing note
- Fictional bookkeeping rates, not Akryn’s fees
Generate the quote
The automation prepares the quote, including the services, price and assumptions. It attaches the draft to the customer’s CRM entry so Nadia can review the finished proposal.
- Prepared for
- Ellis Baptiste · Mariner Electrical
- Quote
- CAD 480 / month
- Includes
- Monthly bookkeeping + payroll for 8 staff
Ask for approval
Nadia receives the prepared quote in the team’s chosen channel. She decides whether to offer it to Ellis or request a revision. The workflow waits for that decision; a notification alone never authorizes sending.
- Decision maker
- Nadia Sinclair
- Approve
- Release the prepared quote for sending
- Request changes
- Keep the quote unsent and return it for revision
Send after approval
Only after Nadia approves, the workflow emails the quote to Ellis and marks it as sent in the CRM. Until then, sending stays on hold. This panel illustrates the approved branch; it does not send an email.
- Recipient
- Ellis Baptiste
- Attachment
- Approved QUOTE-1042 · CAD 480 / month
- CRM stage
- Quote sent · approval recorded
Fictional sample data. These simplified views show how your existing tools could work together. This walkthrough doesn’t run AI, send messages, or connect to live systems.
Your team reviews a prepared quote instead of building one from scratch.
This is a workflow concept, not a promise of measured results. Equivalent implementations depend on the systems and process involved.
What we would work through together
- Agree your service packages, rates and scope limits. Flag missing details or unusual requests for review.
- Match enquiries by email so a returning prospect doesn’t become a duplicate contact.
- Confirm what your CRM plan lets us connect and which team members can see customer details.
- Choose who can approve a quote. A change request, missing approval or failed step must keep it from being sent.
What keeps needing
another follow-up?
Show us where enquiries, quotes or client handoffs get stuck.
We’ll help you see the scope, the cost and a better way through.