Delivered · internal client system
Sales and quoting automation for a bespoke wardrobe maker
An integrated operations layer connecting customer records, consultations, room data, proposals, signatures, deposit invoices, and timed follow-up for a bespoke wardrobe manufacturer.
- Client
- PaxBespoke
- Industry
- Bespoke wardrobe manufacturer
- Loop
- Quotes to cash
- What we built
- Operational app + deterministic workflows + human control
- Status
- Delivered · internal client system
The challenge
What was getting in the way
Every wardrobe order starts with a consultation and measurements. The team was copying customer details between tools and manually following up on quotes, signatures and deposits.
PaxBespoke coordinates bespoke wardrobe enquiries through consultations, room-by-room measurements and files, proposal preparation, digital signature, deposit collection, and staged customer follow-up. Each commercial milestone needs to remain aligned across the customer-facing journey and the internal production record.
Customer context was distributed across Monday.com, Calendly, email, documents, signing, and payment services. Repeating the same update across those systems created avoidable admin, while a missed stage change or reminder could leave a customer without a clear next step.
- Operators locate the right customer record and translate board structure into the information needed for each interaction.
- Consultation bookings, cancellations, and reschedules need corresponding meeting and pipeline updates.
- Room data and files are assembled into a proposal, then passed through signing and deposit invoicing.
- Follow-up timing across consultation, quotation, signature, and payment stages must be remembered and recorded.
Approach
How the system works
We connected bookings, quotes, e-signatures and deposit invoices, with automatic reminders at each stage. The team keeps control of measurements, prices and exceptions.
- 01
Operations interface
A focused form layer gives the team a simpler way to find customers, update details, move meeting stages, and manage files for each room.
- 02
Commercial event workflows
Calendly events, proposal requests, signatures, invoices, and payment checks update the right Monday.com records through deterministic paths.
- 03
Lifecycle follow-up
Separate scheduled sequences cover consultation booking, quotation, final-proposal signature, and deposit payment without mixing their rules.
Rules handle
- Find and update the correct customer and room records from stable identifiers.
- Distinguish bookings, cancellations, and reschedules before changing pipeline stages.
- Generate, store, and route the approved proposal document for signature.
- Calculate the 40% deposit from the approved price and create the corresponding invoice.
- Check payment state after the defined window and apply the provisional-date rule.
- Choose and record each reminder from the customer's current commercial stage.
People decide
- Approve room selection, measurements, pricing, and the proposal before it is issued.
- Handle exceptions when customer, meeting, signing, or payment data cannot be matched safely.
- Own customer conversations that fall outside the defined reminder sequences.
- Change commercial policies such as deposit amount, timing, or provisional-date release.
No generative AI needed
Prices, stages, proposals and invoices follow explicit rules, so the same input always gives the same result.
n8n workflows
Four flows. One customer journey.
Customers, rooms, and files
The team works in one interface while room data and files stay in sync.- Open the customer record
The app requests the record and receives exactly the data it needs.
- Build the searchable directory
A separate route prepares the customer list displayed in the app.
- Move between meeting stages
Actions in the interface synchronize the first and second meeting stages.
- Update customer details
Fields are normalized, updated, and confirmed through one safe route.
- Load rooms and measurements
Each room's data is prepared for clear display in the interface.
- Interpret the room change
Incoming data is paired with the right room, then a rule chooses the correct route.
- Save the room fields
Fields and prepared attachments are updated, then the app receives confirmation.
- Upload photos and plans
New files follow a separate path from payload preparation through confirmation.
The team platform
We built a custom platform for the PaxBespoke team.
The team manages customers, rooms, measurements, and documents in one place. n8n automations keep each step in sync behind the scenes.
Wardrobe project
Before and after
Less manual work. A clearer journey.
Follow-up
the team remembers when to reach out
reminders triggered by customer stage
One customer order
One customer file, from consultation to deposit.
STAGE 01
Consultation
Calendly bookings and reschedules update the right stage.
Stack
Built with
Every tool the system connects, and the job it does.
n8n
The orchestration layer connecting operational steps and applying rules between services.
Monday.com
Customer pipeline, room records, files, proposal state, reminder history, and operational ownership.
Calendly
Consultation bookings, cancellations, reschedules, hosts, and meeting times.
Gmail
Customer-facing proposal delivery and stage-specific reminder sequences.
SignatureAPI
Temporary proposal upload, signing invitation, and signed-document callback.
PayPal
Draft deposit invoice creation, delivery, and payment-status checks.
QuickBooks
Financial records and billing-document synchronization with the commercial operation.
Limits
Limits of this case
- The workflows depend on the availability and configured schemas of the connected services.
- The diagrams on this page are illustrative and contain no live customer data. The production app and workflows are internal to the company and are not publicly accessible.
- Reminder timing and the provisional-date policy remain business rules that PaxBespoke must own and review as operations change.
Possible next phase
Consolidate execution monitoring and exception handling into one operator view, then add measured reporting for handoff time, failed runs, and progression between commercial stages.
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