Functions and workflows

Connect the steps that move a job forward.

The functions below draw on the modules and examples described by BOS. Their availability and configuration depend on the project scope, chosen platform and tools already in use.

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FROM REQUEST TO FOLLOW-UP 01Request02Action03Approval04Follow-upShared record
Functions and workflows

Connect the steps that move a job forward.

Customer relationships, quotations, projects, documents and internal requests can follow a shared thread. The right modules and integrations depend on the processes that need to improve.

01

Customer relationships and sales follow-up

An incoming request becomes a shared record with a clear owner and next action.

What the workflow can include

  • Contact and company records with interaction history.
  • Sales stages that reflect how the organisation actually sells.
  • Separate pipelines when different activities follow different paths.
  • Reminders and notifications triggered by agreed rules.
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Example workflow
  1. 01Request received
  2. 02Qualified
  3. 03Owner assigned
  4. 04Next action
  5. 05Customer follow-up

What becomes easier to see

Open requests, their owner and the expected next action are visible in one place.

02

Quotations, invoices and payments

Connect the estimate to the agreed work and the items ready to bill, without re-entering details at each step.

What the workflow can include

  • Line items for labour, supplies and subcontracting.
  • Reusable quote templates and status tracking.
  • Convert an accepted quotation to an invoice and bill by stages.
  • Track due dates, expected payments and reminders.
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Example workflow
  1. 01Scope priced
  2. 02Quote sent
  3. 03Quote accepted
  4. 04Billable stages
  5. 05Invoice and follow-up

What becomes easier to see

The link between a quotation, work record, invoice and expected payment is easier to follow.

03

Tasks, jobs and projects

Turn a project into assigned, ordered and dated steps, with progress the team can update.

What the workflow can include

  • Tasks linked to a project, customer or service job.
  • Subtasks, checklists, milestones and owners.
  • List, calendar, Kanban or Gantt views to fit the chosen way of working.
  • Reminders and notifications when a task or stage changes.
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Example workflow
  1. 01Project defined
  2. 02Tasks assigned
  3. 03Deadlines set
  4. 04Progress reported
  5. 05Blockers addressed

What becomes easier to see

The team can see who acts next, by when and what is holding up the work.

04

Collaboration and documents

Keep conversations, files and decisions close to the project they relate to.

What the workflow can include

  • Workspaces tied to projects or teams.
  • Shared files, calendars and work discussions.
  • Access organised around team roles and needs.
  • Information available on devices supported by the selected platform.
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Example workflow
  1. 01Shared record
  2. 02Focused exchange
  3. 03Decision recorded
  4. 04Document found

What becomes easier to see

People involved can find the context and documents without rebuilding the history at each hand-off.

05

Internal requests and people workflows

Structure recurring requests that pass between an employee, manager and administration.

What the workflow can include

  • Examples described by BOS include leave, absences, expense claims, HR documents and onboarding.
  • Forms and supporting documents attached to the request.
  • Approval steps and notification to the responsible person.
  • Related information stored with the work record.
Example workflow
  1. 01Request submitted
  2. 02Document attached
  3. 03Approval needed
  4. 04Person notified
  5. 05Record retained

What becomes easier to see

The status, responsible person and documents expected for a request are identifiable.

06

Website and incoming enquiries

Send website forms into the sales workflow that needs to handle them.

What the workflow can include

  • Contact forms, landing pages and website enquiries.
  • Create or update a contact or opportunity in the selected system.
  • Assign the request and schedule a follow-up task.
  • Online shop or booking calendar when the project calls for it.
Example workflow
  1. 01Form submitted
  2. 02Request recorded
  3. 03Owner assigned
  4. 04Follow-up started

What becomes easier to see

Website enquiries enter a handling process instead of remaining isolated in an inbox.

07

Automation and AI assistance

Automate simple repeatable transitions while keeping the approvals that matter.

What the workflow can include

  • Create a task, send a reminder or notify a team when an agreed stage changes.
  • Collect, organise or synchronise information across the selected tools.
  • Use an AI assistant to draft text, organise ideas or summarise an exchange where useful.
  • Keep human review for decisions, exceptions or content that needs it.
Example workflow
  1. 01Trigger event
  2. 02Rule checked
  3. 03Action prepared
  4. 04Person notified

What becomes easier to see

Agreed actions start at the right time, and people can see what was automated and what still needs their approval.

Modules are means to an end.

We define the workflow, responsibilities, information and checks first. A platform, CRM, automation or AI comes next, when it makes a practical difference to the work.

Start at the right scale, then extend.

Scope, licences and budget are confirmed after reviewing the processes and systems already in place.

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