Know which payroll tax leads are worth consultation time
Every enquiry captures employee headcount, which federal, state, and local filings are needed, and current filing status, plus any IRS notices or prior filings, so you can see whether it's routine ongoing filing or a past-due cleanup before you accept the engagement.
The exact intake your payroll tax filing leads complete
This is the real 6-question guided intake for Payroll Tax Filing — the same flow your customers finish before you ever pick up the phone.
What a qualified payroll tax filing lead should tell you
Preparation and submission of federal, state, and local payroll tax filings, qualified here by which filings are needed (941/944, 940, state and local withholding), current filing status, employee headcount, and whether the requester has authority to share payroll records.
- Have Employees On Payroll
- Organization Payroll Tax Filing
- Payroll Tax Filings Help
- Current Status Payroll Tax
- Many Employees Or Workers
- Have Authority Share Payroll
The questions your team needs answered
Every payroll tax filing intake asks these — and why each one matters.
| Question | Why it matters |
|---|---|
| Do you currently have employees on payroll? | A yes answer confirms there's active payroll to file for, which is the highest-weighted signal for treating this as real filing work rather than a pre-hiring inquiry. |
| Which type of organization needs payroll tax filing? | Segments the lead so you can route, price, and prioritize it correctly. |
| Which payroll tax filings do you need help with? | Each named filing type (941/944, 940, state or local withholding) carries its own weight, so leads needing several core filings score higher than those only unsure what they need. |
| What is the current status of your payroll tax filings? | Filing status distinguishes routine ongoing filing from past-due cleanup work, which changes the scope of the engagement before you ever pick up the phone. |
| How many employees or workers are included in your payroll? | Segments the lead so you can route, price, and prioritize it correctly. |
| Do you have authority to share payroll records with a filer on behalf of this organization? | Confirming authority to share payroll records is a compliance gate — without it, the filer can't legally act on the account regardless of how strong the rest of the lead looks. |
How Cliont scores payroll tax filing leads
Every answer is weighted automatically — no manual review required.
Value signals
- Have Employees On Payroll: yes
- Federal (941/944)
- Federal unemployment (940)
- State withholding tax
- State unemployment tax
- Local payroll taxes
See the lead your team receives
Payroll Tax Filing 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 tax filing workflows
| Cliont capability | Payroll Tax Filing application |
|---|---|
| Weighted multi-select scoring | Federal 941/944, federal 940, and state withholding selections carry the highest weights in the filings-needed question, so leads needing multiple core filings automatically score above single-filing or 'not sure' leads. |
| Conditional branching by organization type | Whether the requester is a business, nonprofit, self-employed professional, or household employer changes what's relevant downstream, letting you route household-employer leads differently from multi-employee businesses. |
| Document upload | Clients attach IRS notices or prior 941/940 filings during intake, so past-due or penalty situations arrive with the paperwork already attached instead of requiring a follow-up request. |
| Authorization gating | The authority-to-share-records question flags leads without confirmed authorization at a lower score, so your team can resolve that compliance step before scheduling a consultation. |
Common payroll tax filing lead scenarios
Multi-jurisdiction filer, active payroll
Business selects federal 941/944, state unemployment, and local payroll taxes with 21-50 employees on active payroll — this stacks the highest-weighted filing options and scores as a strong fit for ongoing filing work.
Past-due filings need cleanup first
Lead reports past-due filings rather than an upcoming deadline; the intake flags this status distinctly so you know the engagement may start with catch-up filing before recurring service.
Household employer, single filing
An individual with a household employee selects a narrow filing need and low employee count, giving you a small, low-complexity scope before you schedule a consultation.
No active payroll yet
Prospect answers no to currently having employees on payroll, which carries the lowest weight for that question and signals the lead may be pre-hiring rather than ready for filing services.
Missing authorization to share records
Lead can't confirm authority to share payroll records with a filer on the organization's behalf, which lowers the score and flags a compliance question to resolve before any filing work begins.
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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
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Only pay when you receive a qualified lead.
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- Automatic lead scoring
- Digital estimates & e-signatures
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- Charged only for submitted leads
More payroll services intake templates
Payroll Tax Filing lead-intake FAQs
How does the intake tell payroll tax filing leads apart from payroll cleanup leads?
The filing-status question captures whether the client is up to date, has an upcoming deadline, or has past-due filings; past-due answers signal a scope closer to Payroll Cleanup rather than routine ongoing filing.
Can the intake handle clients with multi-state payroll tax needs?
Yes — the filings-needed question lets a client select state withholding, state unemployment, and local payroll taxes alongside federal 941/940, so multi-state clients surface clearly and can be pointed toward Multi-State Payroll if that's the better fit.
What if a lead doesn't currently have employees on payroll?
The organization-type and employee-on-payroll questions catch self-employed professionals, nonprofits, and households without active employees, so you can see early whether the lead needs filing help now or is a lower-priority prospect.
Does the intake ask how many employees are involved before we quote?
Yes — clients select an employee-count range (1-5 up to more than 50) so you can gauge filing volume and complexity before the consultation.
What happens if the lead can't confirm authority to share payroll records?
That answer is weighted lower, which lowers the lead's score, so you can see at a glance that authorization needs to be resolved before you commit time to onboarding.
What if the client isn't sure which filings they need?
The filings-needed question includes a 'Not sure' option, which is weighted lower than named filings like 941/940 but still routes the lead to your CRM so you can clarify scope during the consultation.
Turn payroll tax filing visitors into qualified clients
Give every payroll tax filing visitor a guided intake instead of a dead contact form — and get a scored, qualified lead before you take the first call.