SmartMoving quote intake: a workflow planning guide

Availability note: Responsebird’s Zapier connection for this platform is currently marked coming soon on the Integrations page. This article is a workflow planning guide, not a live setup or supported integration. Check the current Integrations page on responsebird.com before choosing a connector.

Gather the details needed to scope a move

Moving inquiries depend on more than a name and callback number. Decide which questions your estimators need before they can recommend a survey or prepare a quote, and keep the requested details proportionate to that next step.

• Origin and destination, at the level your process needs
• Move date or flexibility
• Home size, access constraints, and specialty items

Route to the right estimator

Document how the inquiry is assigned by service area, move type, or team capacity. Confirm where your staff checks availability for an in-home or virtual survey. A customer should receive a clear next step while an estimator verifies timing, rather than an unconfirmed appointment promise.

• Who owns the first response?
• Which move types need estimator review?
• How is a survey time confirmed?

Preserve the quote context

Keep the original marketing source and the customer’s stated details with the record your sales team uses. Make it easy to distinguish confirmed information from assumptions. If details change, define who updates the estimate or survey notes.

• Lead source and requested move date
• Customer-provided inventory or access details
• Open questions for the estimator

Test common exceptions

Use test cases for a local move, a long-distance request, a date that is not yet set, a returning customer, and a request outside your service area. Review the record with an estimator and make sure unusual or incomplete requests reach staff for review.

• Check assignment and record visibility
• Verify no survey is represented as confirmed prematurely
• Record the owner of each exception