Know which payroll setup leads are worth a consultation
Every payroll setup enquiry captures headcount, employer tax registration status, and target start date, plus EIN and state registration confirmations, so you know exactly what you're inheriting before the first call.
The exact intake your payroll setup leads complete
This is the real 7-question guided intake for Payroll Setup — the same flow your customers finish before you ever pick up the phone.
What a qualified payroll setup lead should tell you
Establishing a new payroll system for a business, covering headcount to be paid, employer tax account registration, business entity type, and target go-live date before the first payroll run.
- Have Any Employees Or
- Many People Set Up
- Business Or Organization Type
- Registered State And Federal
- Payroll Running By
- Already Use Any Payroll
- Authorized Make Payroll And
The questions your team needs answered
Every payroll setup intake asks these — and why each one matters.
| Question | Why it matters |
|---|---|
| Do you currently have any employees or contractors that need to be paid? | A yes confirms there's an active payroll need at all, and it's weighted highest since a no effectively ends the setup conversation. |
| How many people do you need to set up for payroll? | Headcount tier lets you gauge setup complexity and price accordingly, from a single-employee LLC to a 50-plus person operation. |
| What is your business or organization type? | Business type shapes which tax forms and filing structure the setup requires, especially for nonprofits. |
| Have you registered for state and federal employer tax accounts? | Registration status is the biggest driver of setup scope, since an unregistered employer needs state and federal accounts opened before payroll can run at all. |
| When do you need payroll running by? | Timeline flags leads needing payroll live immediately, so you can prioritize outreach before they look elsewhere. |
| Do you already use any payroll or accounting software? | Knowing whether they already run software tells you if this is a fresh build or a migration with historical data to reconcile. |
| Are you authorized to make payroll and financial decisions for this organization? | Confirming decision-making authority avoids booking a consultation with someone who will need to go back and get sign-off later. |
How Cliont scores payroll setup leads
Every answer is weighted automatically — no manual review required.
Value signals
- Have Any Employees Or: yes
- Yes, both are registered
- Only one is registered
- Not registered yet
- Not sure
- Authorized Make Payroll And: yes
Urgency signals
- Immediately
See the lead your team receives
Payroll Setup Lead
From first click to qualified lead
Follow prospects and clients through one smooth, guided flow.
They land & meet you
Your video greeting plays instantly — a real face instead of a blank form.
They explain the project
Smart questions adapt to their project and capture the full scope.
They share the details
The scope and any documents come attached, so you can scope before the first call.
You get a ready lead
Scored and qualified — waiting for you to win it.
Built for payroll setup workflows
| Cliont capability | Payroll Setup application |
|---|---|
| Weighted answer scoring | Tax registration status is weighted so 'not registered yet' or 'not sure' answers still surface as high-value leads rather than getting buried, since they usually mean more setup work is needed. |
| Authorization flagging | The decision-maker question is scored on its own, so leads from someone who can't authorize payroll decisions are still captured but marked for a follow-up before a consultation gets booked. |
| Urgency-based routing | Clients who select 'Immediately' for when they need payroll running are flagged for faster CRM follow-up ahead of clients with no fixed deadline. |
| Headcount segmentation | The headcount tiers let you separate a 1-to-5 person setup from a 50-plus employee operation for pricing and staffing the engagement. |
| Software-migration detection | The existing-software question flags whether this is a build from scratch or a switch from another payroll provider, which changes the scope of the setup call. |
Common payroll setup lead scenarios
Immediate start, unregistered employer
The client wants payroll running immediately but hasn't registered state or federal tax accounts, which flags extra setup work before payroll can actually go live.
Growing team switching software
A 21-to-50 person business already uses payroll software but wants to switch providers, so the intake surfaces this as a migration rather than a build from scratch.
Nonprofit with sole decision-maker
A nonprofit organization answers that the contact is authorized to make payroll decisions, letting you skip the usual back-and-forth to find the real approver.
Small team, no fixed deadline
A 1-to-5 person sole proprietorship has no specific deadline, so it's still qualified but doesn't need the same urgent follow-up as a business needing payroll immediately.
Unauthorized inquiry submitted
Someone fills out the intake but isn't authorized to make payroll or financial decisions, which flags the lead for a request to loop in the actual decision-maker before booking.
Connect Cliont to your workflow
Send leads
HubSpot, HighLevel, Salesforce, JobNimbus
Book projects
Google Calendar, Outlook Calendar, Calendly
Notify your team
Email, SMS, Slack
Automate follow-up
Zapier, Webhooks, API
Simple, transparent pricing
Choose the plan that works for your business.
Professional
Unlimited intake forms and leads for your growing business.
- Unlimited intake forms
- Custom video greetings
- AI-powered voice bot
- English + Spanish support
- Automatic lead scoring
- Digital estimates & e-signatures
- Photo, video & file upload
- Advanced analytics dashboard
Pay Per Lead
Only pay when you receive a qualified lead.
- Unlimited intake forms
- Custom video greetings
- AI-powered voice bot
- English + Spanish support
- Automatic lead scoring
- Digital estimates & e-signatures
- Photo, video & file upload
- Charged only for submitted leads
More payroll services intake templates
Payroll Setup lead-intake FAQs
How does the intake handle clients who haven't registered for tax accounts yet?
The registration question captures whether state and federal employer accounts are set up, only one is, neither is, or the client isn't sure. Unregistered or unsure answers still score as high-value leads, since they typically mean more setup work, not less.
Can the intake flag someone who can't actually authorize payroll decisions?
Yes. The authorization question is scored separately, so a 'no' answer flags the lead for a follow-up to loop in the actual decision-maker before you spend time on a consultation.
Does the intake separate small setups from larger ones?
The headcount question breaks leads into 1 to 5, 6 to 20, 21 to 50, and more than 50, so you can route or prioritize larger setups differently from single-employee jobs.
What if the client already uses payroll software?
The software question distinguishes clients migrating off an existing system from those starting fresh, which changes how much data reconciliation the setup will involve.
How are urgent requests flagged?
When a client selects 'Immediately' on the timeline question, that answer is a scored urgency signal so you can prioritize faster follow-up in your CRM.
Does the intake check business entity type?
Yes, the business type question covers sole proprietor, LLC or corporation, nonprofit, and other, which affects the tax setup and filing structure your team needs to plan for.
Turn payroll setup visitors into qualified clients
Give every payroll setup visitor a guided intake instead of a dead contact form — and get a scored, qualified lead before you take the first call.