Know which HVAC installation projects are worth a site walk
Ask about building status, square footage, and timeline up front, then collect mechanical plans and site photos before the lead reaches your CRM as a scored, site-walk-ready project.
The exact intake your commercial hvac installation leads complete
This is the real 7-question guided intake for Commercial HVAC Installation — the same flow your customers finish before you ever pick up the phone.
What a qualified commercial hvac installation lead should tell you
New installation of heating, ventilation, and air conditioning equipment, ductwork, and controls in a commercial building — typically for new construction, a renovation, or a space that never had HVAC or is fully replacing an old system.
- Current Status Building Or
- Building This
- How Large Space Be
- Have Approved Mechanical Plans
- Property Owner Or Authorized
- This Installation Begin
- Utilities Available At Site
The questions your team needs answered
Every commercial hvac installation intake asks these — and why each one matters.
| Question | Why it matters |
|---|---|
| What is the current status of your building or space? | Building status separates ground-up shell projects and no-HVAC spaces, which carry the highest weight, from lower-weighted system replacements that may fit a different sibling service. |
| What type of building is this? | Segments the lead so you can route, price, and prioritize it correctly. |
| Approximately how large is the space to be conditioned, in square feet? | Segments the lead so you can route, price, and prioritize it correctly. |
| Do you have approved mechanical plans or engineering drawings for this project? | Having approved mechanical plans in hand is weighted heavily because it signals the project is engineered and closer to bid-ready rather than still in early design. |
| Are you the property owner or an authorized decision-maker for this project? | Confirming the submitter is the owner or an authorized decision-maker carries the highest weight in the catalog since it determines whether the lead can actually approve a contract. |
| When do you need this installation to begin? | Timeline answers range from immediate need to no set timeline, helping your team separate active projects from long-cycle planning inquiries. |
| Which utilities are currently available at the site? | Utility availability flags whether the site needs electrical or gas service brought in before installation, which affects scope and coordination beyond the HVAC work itself. |
How Cliont scores commercial hvac installation leads
Every answer is weighted automatically — no manual review required.
Value signals
- New construction, shell only
- Renovation or remodel
- Existing building with no HVAC system
- Existing building replacing old system
- Have Approved Mechanical Plans: yes
- Property Owner Or Authorized: yes
Urgency signals
- Immediately
See the lead your team receives
Commercial HVAC Installation Lead
From first click to qualified lead
Follow owners and general contractors 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 add photos & plans
Site photos and plans come attached, so you scope before you bid.
You get a ready lead
Scored and qualified — waiting for you to win it.
Built for commercial hvac installation workflows
| Cliont capability | Commercial HVAC Installation application |
|---|---|
| Weighted scoring | Decision-maker status and mechanical plan availability carry the highest weights, so an owner with approved drawings scores well above an inquiry from someone without authority or documentation. |
| Document upload | Owners can attach mechanical plans or engineering drawings directly during intake, so your estimator has them before scheduling the site walk instead of chasing them afterward. |
| Conditional branching | Building status (new construction, renovation, or existing building) shapes what your team sees first, since a shell-only project needs different context than a system replacement. |
| CRM routing | Qualified HVAC installation leads land in your CRM tagged with building type and square footage, so estimators can prioritize larger or higher-value projects at a glance. |
Common commercial hvac installation lead scenarios
New construction, plans in hand
A shell-only building with approved mechanical drawings and a confirmed decision-maker — the intake surfaces this as high value and routes it straight to the CRM as site-walk ready.
Existing system, no plans yet
An owner replacing an aging system but without engineering drawings still scores well on building status, though the intake flags missing plans so your team knows to request them before the walk.
Inquiry without decision authority
A facilities manager or architect submitting on behalf of ownership answers no to the decision-maker question, which the intake weights lower so your team can qualify who actually signs off.
Large space, no set timeline
A 50,000+ sq ft warehouse still in early planning with no fixed start date pulls a different mix of answers than an urgent project, helping you triage long-cycle inquiries separately from active bids.
No utilities connected yet
A site with no electrical or gas service connected signals a ground-up scope that may need coordination beyond standard HVAC install, which the intake captures through the utilities question.
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 commercial mechanical intake templates
Commercial HVAC Installation lead-intake FAQs
Can the intake tell a new construction project apart from a retrofit?
Yes — the building status question distinguishes shell-only new construction, renovations, and existing buildings with or without HVAC, so your team can see the project type before the site walk.
Does the intake require mechanical plans before a lead reaches us?
It asks whether approved mechanical plans or engineering drawings exist, but doesn't block submission if they're not ready yet — leads without plans are simply flagged so your estimator knows to request them.
How do you handle leads submitted by someone other than the owner?
The intake asks directly whether the submitter is the property owner or an authorized decision-maker, and that answer is weighted so leads without confirmed authority are visible as lower certainty rather than treated the same as an owner-submitted lead.
What if a lead doesn't know their square footage?
A 'not sure' option is available for the space-size question so the lead can still be submitted, and your team can confirm exact square footage during the site walk.
Does this intake also cover HVAC replacement, or only new installs?
This form is built for new installation scenarios captured in the building-status question; straightforward equipment swap-outs are better served by the Commercial HVAC Replacement intake.
How does the intake help avoid quoting projects outside our scope?
Building type, square footage, and utility availability together give your team enough context to see whether a project — such as a healthcare facility or an industrial space with no utilities connected — fits before you commit to an estimate.
Turn commercial hvac installation visitors into qualified projects
Give every commercial hvac installation visitor a guided intake instead of a dead contact form — and get a scored, qualified lead before you send an estimator.