This walkthrough describes a service quote built in FormWork for Northstar, a fictional accountancy practice. Its prices, branding and process are sample configuration, not a customer testimonial or accounting advice.
Inputs: collect facts that change the estimate
The form asks about business structure, turnover, transaction volume and selected services such as bookkeeping, accounts, VAT and payroll. Conditional questions keep limited-company, VAT and payroll details relevant to the answers already given.
The purpose is to collect enough structured information for a useful estimate and an informed follow-up. An estimate should still identify what an adviser needs to confirm.
Rules: calculate a visible breakdown
Service pricing data tables and server-side calculations supply the fee bands and combinations. The example produces monthly and one-off amounts from the selected services and business details.
For your own version, replace the sample fees and minimum-charge rules, test representative businesses, and decide which exceptions need an adviser’s review. Use data tables for prices you maintain and calculated values for the rules.
Review: hand the enquiry to an adviser
Each enquiry arrives with structured answers and calculated amounts. To organise the follow-up, you can add a process to the form, for example:
- New enquiry, owned by an advisers group and due within 1 day. Due times count calendar time, not working hours.
- Adviser review, owned by the adviser who took it, with actions such as Send proposal and Not proceeding.
- Proposal sent, a waiting stage, then closed stages for won and lost enquiries.
Advisers see their enquiries in My work, and enquiries left too long show as overdue. Keep internal notes, such as a revised fee or the reason for an exception, in team fields, separate from the prospective client’s answers. An automation can send the relevant answers to your CRM or proposal system when an enquiry moves to a stage, through Send to webhook or an API connector.
The demonstration does not prove a working integration with your CRM or proposal system. Configure the connection, test its responses, and check failed handoffs in the automation’s runs before relying on it.
Adapt it for your practice
Before publishing your own version, test a sole trader, a limited company, VAT and payroll combinations, unusual requirements and missing answers. Publish future pricing changes as new form versions so older enquiries keep the questions they were answered with.
See FormWork pricing for platform costs, which are separate from the sample service fees calculated by this form.
Choosing a platform
For the same quote on a WordPress site, read FormWork vs Gravity Forms. If the quote is part of a WordPress application with public data displays, also consider Formidable Forms.