Fleet maintenance intake that captures fleet size and approval authority up front
Tell us how many vehicles are in the fleet, what types they are, and whether service needs to happen on-site, then upload the current vehicle list so shops can prioritize approved fleet accounts first.
Preview your fleet maintenance intake
Explore 6 questions from the Fleet Maintenance template. This interactive preview uses illustrative scoring and sample attachments. Open the full survey to try the complete intake.
What a qualified fleet maintenance lead should tell you
Recurring, scheduled maintenance for businesses operating multiple vehicles, covering everything from routine service intervals to preventive repairs across cars, trucks, vans, and specialty equipment.
- Many Vehicles In Fleet
- Types Vehicles In Fleet
- Have Scheduled Maintenance Program
- Authorized Approve Service Contracts
- Soon Maintenance Service Begin
- Vehicles Serviced On-Site At
The questions your team needs answered
Every fleet maintenance intake asks these — and why each one matters.
| Question | Why it matters |
|---|---|
| How many vehicles are in your fleet? | Fleet size is the primary driver of account value, so larger fleets are weighted to surface as higher-priority leads. |
| What types of vehicles are in your fleet? | The vehicle type mix tells a shop whether it has the bay space and technician skill set to service the fleet before committing to a response. |
| Do you currently have a scheduled maintenance program in place? | Knowing whether a scheduled maintenance program already exists helps a shop frame its pitch, without being treated as a reason to disqualify the lead. |
| Are you authorized to approve service contracts for this fleet? | A yes here separates an actual decision-maker from someone gathering information, which carries the largest single weight in the scoring model. |
| How soon do you need maintenance service to begin? | Timeline distinguishes a fleet that needs service started right away from one just planning ahead, directly affecting how fast the shop should respond. |
| Do you need vehicles serviced on-site at your location? | On-site service needs change the logistics of the job, so shops know upfront whether to plan a mobile visit instead of an in-bay slot. |
How Cliont scores fleet maintenance leads
Configured answer weights help your team prioritize follow-up. Your team reviews each submission and decides the next step.
Value signals
- 1-2 vehicles
- 3-10 vehicles
- 11-25 vehicles
- 26 or more vehicles
- Authorized Approve Service Contracts: yes
- Within this month
Urgency signals
- Immediately
See an example lead handoff
Illustrative lead details and score show how a submission can reach your team.
Fleet Maintenance Lead
From first click to qualified lead
Follow vehicle owners 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 job
Smart questions adapt to their job and capture the full scope.
They add photos
Photos of the vehicle and damage come attached, so you quote before it rolls in.
You get a ready lead
Scored and qualified — waiting for you to win it.
Built for fleet maintenance workflows
| Cliont capability | Fleet Maintenance application |
|---|---|
| Weighted lead scoring | Fleet size tiers and approve-service-contract authorization are weighted together, so a large fleet with a real decision-maker scores higher than a small fleet or an unauthorized inquiry. |
| Multi-select capture | The vehicle type question captures every category present in a fleet — cars, light trucks, heavy trucks, specialty equipment — in one answer instead of forcing a single pick. |
| CRM routing | Fleet leads with contract-approval authority and larger vehicle counts route to the CRM as fleet accounts, separate from single-vehicle bookings. |
| Conditional intake fields | A yes on needing on-site service can be used to flag the lead for mobile or dispatch scheduling instead of an in-bay appointment slot. |
Example fleet maintenance lead scenarios
Illustrative situations explain the intake questions and possible follow-up.
Large fleet, decision-maker, urgent
A fleet manager overseeing 26+ vehicles who can approve service contracts and needs work started immediately — the intake flags fleet size, approval authority, and timeline together for a fast pickup.
Small fleet, quote-gathering contact
Someone with 1-2 vehicles who cannot approve service contracts is likely still comparing options; the intake still captures fleet type and timeline so shops can follow up appropriately rather than treat it as ready to book.
Existing program, planning ahead
A fleet that already runs a scheduled maintenance program but is planning ahead for heavy trucks gives a different signal mix than a fleet with no program in place — the intake surfaces both without treating either as disqualifying.
Specialty vehicles needing on-site work
A fleet with specialty equipment vehicles that require servicing at their own location changes what the shop needs to prepare before responding, since on-site service has different logistics than an in-bay appointment.
Connect Cliont to your workflow
Connect your CRM
HubSpot, HighLevel, monday.com
Connect your legal software
Lawmatics, MyCase, Clio Manage and Clio Grow
Notify your team
Email, SMS, Slack
Configure other destinations
Google Sheets, configured webhooks, Zapier and API workflows
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 auto maintenance intake templates
Fleet Maintenance lead-intake FAQs
How does the intake handle a fleet with a mix of cars, trucks, and specialty equipment?
The vehicle type question is a multi-select, so a fleet running cars, light trucks, heavy trucks, and specialty equipment together shows up as a single lead with all types recorded, letting the shop check technician and bay availability before responding.
Does the intake confirm the person filling it out can actually sign off on service?
Yes — the intake asks directly whether the respondent is authorized to approve service contracts for the fleet, which carries real weight in scoring so shops can tell a decision-maker from someone just gathering quotes.
How is urgency captured for a fleet lead?
The intake asks how soon fleet service needs to begin, with immediate need weighted highest, so a fleet manager needing work started right away is distinguishable from one planning ahead.
Does an existing maintenance program count against a fleet lead?
No — the intake simply records whether a scheduled maintenance program is already in place; it's used as context, not as a disqualifying signal, since fleets switching providers are still valid leads.
Can the intake tell us if a fleet needs vehicles serviced on-site rather than at our shop?
Yes, the intake asks whether vehicles need to be serviced at the fleet's own location, so a lead requiring on-site work is flagged separately from one that can be booked into a bay.
How is this different from the intake for a single-vehicle Tune-Up or Oil Change lead?
Fleet Maintenance intake asks about fleet size, vehicle mix, and approval authority instead of individual vehicle details, since the qualifying question here is account size and decision-making power rather than a single job's specifics.
Turn fleet maintenance visitors into qualified jobs
Give every fleet maintenance visitor a guided intake instead of a dead contact form — and get a scored, qualified lead before you tie up a bay.