Back-office support intake that asks what your team needs to know
Ask which back-office tasks need coverage, how many hours per week the work requires, and whether sensitive customer data is involved—then collect a sample file so your team can scope accurately before the discovery call.
Preview your back-office support intake
Explore 7 questions from the Back-Office Support template. This interactive preview uses illustrative scoring and sample attachments. Open the full survey to try the complete intake.
What a qualified back-office support lead should tell you
Ongoing or project-based administrative work—data entry, document filing, invoice processing, or scheduling—delegated to a remote team, qualified by task type, weekly hour volume, and whether sensitive business data is involved.
- Back-Office Tasks Support With
- Many Hours Per Week
- Use Specific Software Or
- Soon This Support Begin
- Person Who Can Approve
- This Support Needed On
- This Work Involve Handling
The questions your team needs answered
Every back-office support intake asks these — and why each one matters.
| Question | Why it matters |
|---|---|
| Which type of back-office tasks do you need support with? | Selecting multiple task types signals a broader back-office scope than a single one-off task, usually meaning a higher-value ongoing engagement. |
| How many hours per week do you estimate this work requires? | Full-time equivalent hours signal a workload large enough to justify dedicated staffing rather than a small one-off task. |
| Do you currently use specific software or systems for these tasks? | Knowing whether the client already has systems in place helps you scope integration work versus building processes from scratch. |
| How soon do you need this support to begin? | An immediate start date signals active work piling up now rather than a client exploring options for later. |
| Are you the person who can approve hiring this support? | Confirming the respondent can approve hiring separates decision-ready leads from ones that still need internal sign-off. |
| Is this support needed on an ongoing basis or for a one-time project? | Distinguishing ongoing support from a one-time project changes how you price and staff the engagement. |
| Does this work involve handling sensitive business or customer data? | Flagging sensitive data early lets you prepare confidentiality terms before the discovery call instead of discovering it mid-conversation. |
How Cliont scores back-office support leads
Configured answer weights help your team prioritize follow-up. Your team reviews each submission and decides the next step.
Value signals
- Data entry and processing
- Document management and filing
- Order or invoice processing
- Scheduling and calendar management
- Administrative customer support tasks
- Other administrative tasks
Urgency signals
- Immediately
Disqualifiers
- Not sure yet
See an example lead handoff
Illustrative lead details and score show how a submission can reach your team.
Back-Office Support 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 back-office support workflows
| Cliont capability | Back-Office Support application |
|---|---|
| Weighted multi-select scoring | Weighs each selected task type (data entry, invoicing, filing, scheduling) so leads requesting several task types together surface as higher-value than single-task requests. |
| Decision-maker flagging | Separates leads submitted by someone who can approve hiring from those needing internal buy-in, using the yes/no approval-authority question. |
| Sensitive-data routing | Uses the sensitive-data question to flag engagements that may need confidentiality agreements before the discovery call is booked. |
| Required upload capture | Collects a sample data file or existing process document upfront so your team can scope hours and pricing before the call instead of during it. |
Example back-office support lead scenarios
Illustrative situations explain the intake questions and possible follow-up.
Full-time back-office overload
A client selects full-time equivalent hours across data entry and invoice processing with an immediate start date, scoring as a high-priority ongoing engagement worth a discovery call right away.
Small one-time cleanup project
A client picks under 5 hours per week for a one-time document filing project with no urgency, scoring lower and better suited to a quick quote than a full onboarding call.
Sensitive customer data involved
A client flags handling sensitive customer data for order processing, signaling the need for confidentiality terms and vetting before committing to the engagement.
Requester lacks hiring authority
Someone fills out the intake but answers no to being able to approve hiring, so the lead still routes through but gets flagged to confirm the actual decision-maker before scheduling a call.
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 virtual assistant and bpo intake templates
Back-Office Support lead-intake FAQs
What happens if a client selects multiple back-office task types at once?
The task-type question allows multiple selections, so a client needing data entry, invoicing, and scheduling together shows up as a broader, higher-value engagement rather than a single narrow task.
How does the intake score a lead that isn't sure how many hours the work will take?
The weekly-hours question includes a 'Not sure' option that still scores moderately, so vague-scope leads still qualify for a discovery call instead of getting filtered out entirely.
Does the intake check whether the client already uses specific software?
Yes, a yes/no question captures whether the client has existing tools or systems in place, which helps you gauge integration work before the call.
Can I tell if the person submitting the form can actually approve hiring us?
The intake asks directly whether the respondent can approve hiring this support, weighting yes answers higher so you can prioritize decision-ready leads over ones still needing internal sign-off.
How does back-office support intake differ from your data entry services intake?
Back-office support covers a broader mix of tasks—filing, scheduling, invoice processing, admin support—while the data entry services intake focuses specifically on data-entry volume and accuracy needs.
Does the intake flag engagements that involve sensitive business data?
Yes, a dedicated yes/no question asks whether the work involves sensitive business or customer data, so you can prepare confidentiality terms before the discovery call rather than discovering it mid-conversation.
Turn back-office support visitors into qualified clients
Give every back-office support visitor a guided intake instead of a dead contact form — and get a scored, qualified lead before you take the first call.