1. Estimate or request submitted
Customers can use the Quick Estimate tool for planning, submit a quote request, or start a booking request. Estimates are helpful for budget guidance, but they are not final quotes.
Quote approval process
From estimate to confirmed booking
Dragonfly separates quick estimates, dispatch-reviewed quotes, customer approval, and actual booking so customers know exactly what is confirmed and what still needs review.
How the Dragonfly approval workflow works
Courier and freight requests often look simple at first, but final pricing depends on timing, route, vehicle fit, access, freight dimensions, weight, receiver conditions, and whether a shipment needs special handling. The approval process protects the customer and dispatch by making sure expectations are clear before a driver or vehicle is committed.
2. Dispatch review
Dispatch reviews pickup and delivery addresses, shipment type, item dimensions, weight, service speed, tailgate needs, dock or forklift availability, residential access, appointment windows, and any notes submitted.
3. Final quote issued
When the shipment details are clear, Dragonfly confirms pricing assumptions, HST treatment, timing, access requirements, and any conditions that may affect the job.
4. Customer approval
The customer approves the final quote before the delivery is treated as a confirmed booking. If something needs to change, dispatch can revise the quote before scheduling.
5. Booking scheduled
After approval and availability confirmation, the job is scheduled for pickup and delivery. At that point, dispatch can provide next-step instructions and any reference information.
6. Delivery and POD
After delivery, proof of delivery may include a timestamp, receiver details, delivery notes, or photo confirmation where practical and applicable.
What an estimate means
A calculator result is a planning estimate. It helps a customer understand whether a shipment is likely standard, needs review, or requires manual dispatch confirmation. An estimate does not reserve a vehicle, guarantee timing, or confirm the final charge. It may not capture special site restrictions, freight shape, oversized pallets, non-stackable freight, wait time, loading limitations, or receiver appointment requirements.
This is why Dragonfly uses confidence language such as Standard Estimate Available, Review Recommended, and Dispatch Review Required. The goal is to be useful without pretending that every delivery can be priced safely by automation alone.
What dispatch checks before confirming
- Pickup and delivery address accuracy, including unit, dock, gate, receiver, and site instructions.
- Actual freight details: item type, quantity, weight, dimensions, stackable status, and oversized conditions.
- Vehicle fit, tailgate requirements, forklift or dock availability, and whether inside handling may be needed.
- Requested pickup time, delivery deadline, appointment requirements, wait-time risk, and after-hours needs.
- Route distance, city-to-city lane, traffic expectations, and driver/vehicle availability.
How customers approve or request changes
If a final quote is sent, the customer can approve the quote, request changes, or decline. Approval should only happen after the customer understands the shipment scope, timing assumptions, and any access requirements. If dimensions, weight, address, timing, or handling needs change after approval, dispatch may need to re-review the request before the job can proceed.
For urgent work, calling dispatch is still the fastest path. For planned commercial work, the quote approval process creates a clearer written trail for both the customer and Dragonfly.