Automated Site Follow-up & Quote Requests - BernyConcept

The Project

BernyConcept supports commercial fit-out and full renovation projects from the initial consultation through delivery. The operational flow involves quote requests, technical visits, attachments, photos, client exchanges, administrative documents, planning, and progress tracking.

The priority was to reduce administrative workload without making the business process rigid. A construction project always includes exceptions: field constraints, planning changes, missing documents, and client validations. The workflow therefore had to automate preparation and traceability while leaving project decisions to the person in charge.

Process Before

• Quote requests arrived through forms, email, or phone calls, often with incomplete information.
• Photos, plans, and documents were organized manually into folders.
• Follow-ups for visits, missing documents, or quote validation consumed time.
• Site reporting was prepared from scattered notes, photos, and messages.

Automated Workflow

The workflow structures the incoming request, creates the project workspace, triggers useful follow-ups, and prepares a summary that can be used for project tracking.

Workflow Components

Component	Role
Quote form	Structured collection of the need, location, surface area, and constraints.
n8n	Flow orchestration, folder creation, follow-ups, and statuses.
Google Drive	Automatic filing of photos, plans, quotes, and project documents.
Calendly	Suggested slots for technical visits or scoping meetings.
Notion	Tracking board for leads, projects, missing documents, and next actions.
PDF	Generation of project summaries and reporting material.

Impact Measurement

The baseline compared time spent sorting requests, organizing documents, following up, and producing project summaries.

• 10 hours per week saved on recurring administrative tasks.
• 60% less administrative workload when preparing project files.
• Site reporting prepared in 2 hours instead of being manually consolidated across several exchanges.
• 0 lost requests thanks to a required status for every new project.

Governance & Manual Recovery

The workflow follows a human-in-the-loop operating model. It qualifies, prepares, and follows up, but it does not validate a quote, budget, or critical schedule without confirmation. Business rules, statuses, access rights, and manual recovery procedures are documented so the flow stays maintainable.

Result

BernyConcept gains responsiveness on incoming requests and better visibility on project follow-up. Documents are organized from the start, follow-ups no longer depend on memory, and reporting becomes a by-product of the workflow instead of a separate administrative task.