Know which HVAC replacement leads deserve a site walk
The intake collects building type, approximate square footage, and what's driving the replacement, along with rooftop unit or mechanical room photos, so you can see project scope before committing to a site walk.
The exact intake your commercial hvac replacement leads complete
This is the real 5-question guided intake for Commercial HVAC Replacement — the same flow your customers finish before you ever pick up the phone.
What a qualified commercial hvac replacement lead should tell you
Full replacement of an existing commercial HVAC system serving an office, retail, industrial, multifamily, or institutional building, distinct from new installation in a building that has no existing system.
- Building This Hvac System
- Approximate Size Space Being
- Property Owner Or Authorized
- Best Describes Current Stage
- Prompting Hvac Replacement
The questions your team needs answered
Every commercial hvac replacement intake asks these — and why each one matters.
| Question | Why it matters |
|---|---|
| What type of building is this HVAC system serving? | Building type indicates system complexity and access requirements, so an office replacement can be routed differently from an industrial or institutional one. |
| What is the approximate size of the space being served? | Square footage bands give a rough read on tonnage and likely project value before any site visit is scheduled. |
| Are you the property owner or an authorized decision maker for this project? | This answer carries the widest weight gap in the catalog (10 vs. 3), directly separating leads who can approve the project from those who cannot. |
| What best describes the current stage of this project? | Project stage weighting pushes 'ready to hire' and 'getting quotes' above 'just exploring options,' prioritizing leads closer to a decision. |
| What is prompting the HVAC replacement? | Knowing whether the trigger is a failure, an efficiency upgrade, or a code requirement shapes how urgently the site walk needs to happen. |
How Cliont scores commercial hvac replacement leads
Every answer is weighted automatically — no manual review required.
Value signals
- Property Owner Or Authorized: yes
- Just exploring options
- Getting quotes
- Ready to hire
- Project already in progress
Urgency signals
- System failure or breakdown
See the lead your team receives
Commercial HVAC Replacement 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 replacement workflows
| Cliont capability | Commercial HVAC Replacement application |
|---|---|
| Weighted scoring | Project stage answers are weighted so 'ready to hire' and 'getting quotes' score above 'just exploring options,' surfacing genuine near-term replacement projects first. |
| Decision-maker verification | The owner/authorized-decision-maker question is weighted at 10 for a yes versus 3 for a no, separating leads who can sign off on a replacement from those still gathering information for someone else. |
| Document and photo capture | Owners upload existing rooftop unit or mechanical room photos and nameplate data before scheduling, giving your estimator a scope preview ahead of the site walk. |
| CRM routing | Leads that clear the decision-maker and project-stage thresholds route directly to your CRM instead of sitting in a shared inbox with early-stage inquiries. |
| Building-type segmentation | Answers to the building-type question let you route office, retail, industrial, multifamily, and institutional leads differently based on which building types your crew actually handles. |
Common commercial hvac replacement lead scenarios
Office system failure
Building owner reports a failed rooftop unit at an office property and needs a fast site walk; the intake still confirms decision-maker status and project stage so the request isn't mistaken for a routine service call.
Developer exploring multifamily options
A multifamily owner selects 'just exploring options' on project stage, which scores lower than a ready-to-hire lead and lets you decide whether it's worth a call before a site walk.
Property manager without authorization
A property manager at an industrial facility answers 'no' to being the authorized decision maker, which pulls the score down and flags that the actual owner still needs to sign off.
Institutional compliance upgrade
A school facilities director selects a code-driven replacement reason and 'ready to hire,' producing a high-priority lead that routes straight to your CRM.
Large facility renovation buildout
An owner of a 150,000+ sq ft space ties the replacement to a broader renovation and is still getting quotes, giving your team a different scope conversation than an emergency swap-out.
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 Replacement lead-intake FAQs
How does the intake handle system failures versus planned upgrades?
The catalog asks what's prompting the replacement, with options ranging from system failure to energy efficiency upgrades or code compliance, so you can see the trigger before the site walk instead of finding out on arrival.
What counts as a qualified decision maker on these leads?
The intake asks whether the respondent is the property owner or an authorized decision maker, weighted higher than a non-authorized contact, so you know whether the person you're scheduling with can actually approve the project.
Can the intake tell a serious buyer from someone just researching?
Yes, the project-stage question separates 'just exploring options' from 'getting quotes,' 'ready to hire,' and 'project already in progress,' each carrying a different weight in the score.
What photos or documents should be collected before the site walk?
Uploads of the existing rooftop unit or mechanical room equipment, nameplate data, and floor plans or schematics where available help your team scope tonnage and access before ever leaving the office.
Does building size affect how a lead is scored?
The intake captures approximate square footage in bands from under 10,000 sq ft to over 150,000 sq ft, giving you a sense of system scale and likely project value alongside the other answers.
Is this intake also used for industrial or institutional buildings?
Yes, the building-type question covers office, retail, industrial or warehouse, multifamily or mixed-use, and institutional properties, so the same form works across your commercial mechanical pipeline.
How is this different from the intake for new HVAC installation?
This form assumes an existing system and asks what's driving the replacement; Commercial HVAC Installation is a separate sibling subservice for buildings without an existing system to swap out.
Turn commercial hvac replacement visitors into qualified projects
Give every commercial hvac replacement visitor a guided intake instead of a dead contact form — and get a scored, qualified lead before you send an estimator.