Move new work to the right path
Built-in intake logic can route an eligible request to instant quoting, an assessment or outside-area handling using your rules.
Stop babysitting fragile automations
Most automation looks impressive until the first exception. Opti-Terrain is built for what happens next.
The routine automations are already built into the field-service workflow. Owners configure timing, eligibility, capacity, communication, and approval rules. Opti-Terrain completes supported routine steps, prepares reasoned options before risky changes, and keeps the outcome visible.
Owner controlRules and results stay visible✓
01Prebuilt automations across lead, schedule, job and invoice stages02Owner-set rules instead of a blank workflow canvas03Routine actions execute while risky date changes wait for approval04Reasons, notices and outcomes remain visible in the records
What no longer has to depend on memory
The safeguards that keep this work moving when attention has to move elsewhere.
Keep quotes from going quiet
Configured expiry and follow-up timing can prepare and send the supported reminders already built into the quote workflow.
Prepare the day automatically
Appointment reminders, recurring-job creation, eligible auto-assignment and dispatch notices use the policies you turn on.
Recover from crew changes
Crew-out and PTO workflows can find affected work, prepare recovery choices and surface the impact before commitments change.
Respond to weather with approval
Weather logic can identify affected work and propose changes, while customer date changes remain held for owner approval.
Finish the follow-through
Configured reschedule follow-ups, escalation timing, satisfaction requests and invoice-draft creation keep the next step from relying on memory.
What Opti-Terrain handles and where you stay in control
Your rules move the routine work. Real decisions come back to you.
Every major workflow makes five things visible: what starts it, which rules apply, what Opti-Terrain completes, when it stops and asks, and where you can verify the result without reconstructing the process.
Trigger
A supported event occurs, such as a new request, quote expiry, upcoming visit, crew absence, weather risk, completed job or unanswered reschedule.
Rules
You set thresholds, timing, eligibility, service area, capacity, assignment, message and approval policies. You are configuring built-in operations, not programming them from scratch.
Opti-Terrain does
Opti-Terrain executes the safe routine action or prepares a reasoned recovery option with the affected records and customer impact attached.
When it asks
It asks before a risky schedule commitment, ambiguous assignment, exceptional price or other judgment call crosses the guardrails you set.
Where you see it
See what happened and why in the affected quote, job, schedule, disruption record, notification history and audit trail.
From office to field
The context travels with the work.
The same request, schedule, customer details, photos, notes, status, and next action stay available as work moves from the office to the site.
Do predictable work. Bring me decisions.
Do not give the owner another reminder. Complete the supported routine step.
These automations already exist as workflows. You choose the timing, eligibility, thresholds, messages, and approval boundaries. Opti-Terrain completes the configured routine action, then returns anything that needs judgment without hiding the reason.
01
Request routing
- Starts when
- A customer submits a public intake form.
- Rules you set
- Trade mode, instant-quote override, service area, residential or commercial path, catalogue prices, and assessment fee.
- Opti-Terrain handles
- Qualifies the request, prepares a priced quote for supported work, creates an assessment request when a visit is needed, or gives an outside-area response.
- Your control
- Complex scope and unsupported work remain available for office review. The route and resulting record stay visible.
02
Quote follow-up and expiry
- Starts when
- A sent quote reaches its configured follow-up or validity date.
- Rules you set
- Follow-up delay, validity period, customer language, and enabled communication channels.
- Opti-Terrain handles
- Sends one bilingual follow-up and closes the acceptance path after the configured validity window.
- Your control
- The owner chooses the timing and can see the quote status, history, and customer response.
03
Appointment reminders
- Starts when
- A scheduled visit enters the configured reminder window.
- Rules you set
- On or off, lead time in hours, customer language, and available email or SMS channel.
- Opti-Terrain handles
- Sends the reminder once and records that it was handled so routine runs do not duplicate it.
- Your control
- The business chooses the timing and can turn the workflow off.
04
Recurring work
- Starts when
- A completed recurring job reaches its next service date.
- Rules you set
- Weekly, biweekly, monthly, quarterly, or annual recurrence and the job details carried forward.
- Opti-Terrain handles
- Creates the next job in a guarded workflow so the same recurrence is not created twice.
- Your control
- The next job appears in the normal job and schedule records for office review.
05
Draft invoice preparation
- Starts when
- A job linked to an accepted quote is marked complete.
- Rules you set
- The business turns automatic draft creation on or off.
- Opti-Terrain handles
- Copies the accepted commercial details into a linked draft invoice.
- Your control
- Opti-Terrain never sends that invoice automatically. The office reviews and chooses when to send it.
06
Crew-out and PTO recovery
- Starts when
- A technician reports unavailable or approved time off changes the shift.
- Rules you set
- Minimum notice, customer self-service setting, eligible service type, shifts, capacity, and replacement availability.
- Opti-Terrain handles
- Reassigns only eligible routine work when a safe replacement exists, or prepares a customer reschedule path when the configured conditions are met.
- Your control
- Diagnostic, emergency, project, installation, and unclear work stay owner-handled. Reasons and outcomes remain visible.
07
Weather recovery proposals
- Starts when
- The zone forecast flags a configured weather risk in the next five days.
- Rules you set
- Weather-sensitive service, actual zone city, existing commitments, future capacity, and technician eligibility.
- Opti-Terrain handles
- Prepares a future date and technician option while preserving the local appointment time when possible.
- Your control
- Opti-Terrain never applies the date change silently. The owner approves before the customer is notified.
08
Customer reschedule lifecycle
- Starts when
- An eligible disrupted job receives a secure rescheduling link.
- Rules you set
- Exact current availability, minimum notice, protected service types, and a 24-hour response window.
- Opti-Terrain handles
- Shows valid slots, revalidates the selected time before committing, follows up after 2 hours, escalates after 4 hours, and expires the request after 24 hours.
- Your control
- The owner sees the request state and takes over when the customer does not respond or the work requires judgment.
09
Satisfaction follow-up
- Starts when
- A completed job enters the post-service follow-up window.
- Rules you set
- Customer language and an available configured communication channel.
- Opti-Terrain handles
- Sends one bilingual rating request between 2 and 4 hours after completion.
- Your control
- The rating is attached to the job. Opti-Terrain does not turn it into a public testimonial.
10
Arrival and status updates
- Starts when
- A technician changes a supported field status, including going on route.
- Rules you set
- Notification preferences, arrival buffer, customer language, and connected channel.
- Opti-Terrain handles
- Calculates an ETA with Google Routes when available, prepares a protected tracking link, and sends the configured update.
- Your control
- The customer sees status and ETA, not live GPS. The office sees the same job and dispatch context.
Real product screen
Proof that the protection is in the product, not just the promise.
This image comes from the current Opti-Terrain application. Interface details may evolve, but the workflow shown here is part of the product surface audited for this site.
Opti-Terrain
This workflow should not stop because you got busy.
Opti-Terrain keeps supported repeatable work moving, brings exceptions back before damage is done, and keeps the result visible.