AC replacement intake that captures ductwork readiness up front
Homeowners tell you the current AC condition, property type, and how soon they want it replaced, then upload photos of the outdoor unit and electrical panel — so you can see whether ductwork is already in place before you quote the job.
Preview your air conditioner replacement intake
Explore 6 questions from the Air Conditioner Replacement template. This interactive preview uses illustrative scoring and sample attachments. Open the full survey to try the complete intake.
What a qualified air conditioner replacement lead should tell you
Swapping out an existing central-split or ductless AC system for a new unit, typically triggered by a broken unit, rising energy costs, or a home that has never had cooling installed.
- Current State Air Conditioner
- System Have Or Want
- Property Type Where Replacement
- Property Owner Or Authorized
- Soon Want Replacement Done
- Property Already Have Ductwork
The questions your team needs answered
Every air conditioner replacement intake asks these — and why each one matters.
| Question | Why it matters |
|---|---|
| What is the current state of your air conditioner? | A broken or not-cooling unit carries the highest weight, so it surfaces above homeowners who are still exploring options. |
| What type of system do you have or want to install? | Knowing central split vs. ductless mini-split upfront lets you route the lead to the crew with the right equipment before quoting. |
| What is the property type where the replacement is needed? | Property type distinguishes a single-family owner decision from a multi-family or commercial job that may involve a different approval chain. |
| Are you the property owner or authorized to approve this replacement? | The yes/no weight gap (10 vs. 2) means leads without approval authority are flagged for follow-up instead of dispatched straight to an estimate. |
| How soon do you want the replacement done? | Timeline answers from immediate to just researching directly set how soon the lead should be worked, ahead of anything else in the intake. |
| Does the property already have ductwork or electrical setup for an AC system? | Existing ductwork and electrical setup signals whether this is a simple swap or a larger scope job, which affects how you prep the estimate. |
How Cliont scores air conditioner replacement leads
Configured answer weights help your team prioritize follow-up. Your team reviews each submission and decides the next step.
Value signals
- Working but old or inefficient
- No AC currently installed
- Just exploring options
- Property Owner Or Authorized: yes
- Within a month
- Within a few months
Urgency signals
- Broken or not cooling
- Immediately
See an example lead handoff
Illustrative lead details and score show how a submission can reach your team.
Air Conditioner Replacement Lead
From first click to qualified lead
Follow homeowners and property managers 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
Damage photos and details come attached, so you assess before you drive out.
You get a ready lead
Scored and qualified — waiting for you to win it.
Built for air conditioner replacement workflows
| Cliont capability | Air Conditioner Replacement application |
|---|---|
| Answer-weighted lead scoring | Combines AC condition and replacement timeline answers so a broken unit needed immediately scores higher than an old-but-working system on a multi-month timeline. |
| Conditional routing rules | Sends central-split and ductless mini-split answers to the right install crew or equipment queue instead of one shared pipeline. |
| Ownership/authorization gate | Flags leads where the person filling out the form answers 'no' to owning or being authorized to approve the replacement, so you can chase down sign-off before booking an estimate. |
| Photo capture widget | Ties uploaded outdoor unit, panel, and ductwork photos directly to the ductwork/electrical setup answer, giving your team a visual before the site visit. |
Example air conditioner replacement lead scenarios
Illustrative situations explain the intake questions and possible follow-up.
Broken unit, immediate replacement
Homeowner reports the AC is broken or not cooling and wants it replaced immediately — the intake flags this as a top-priority lead for same-week dispatch.
Aging system, planning ahead
System still runs but is old or inefficient, and the homeowner says within a few months — a warm lead worth nurturing rather than rushing to the calendar.
Rental property, tenant filling in
A multi-family or rental unit answer paired with a 'no' on ownership authorization signals the lead needs owner sign-off before you schedule an estimate.
Never had AC, exploring options
No AC currently installed and the homeowner is just exploring — the intake still captures this as a real opportunity but flags lower urgency for follow-up timing.
No existing setup, bigger scope
Property has no ductwork or electrical setup at all, which usually means a larger install than a straight swap — useful context before you drive out.
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 hvac intake templates
Air Conditioner Replacement lead-intake FAQs
Can the intake tell me whether a lead already has ductwork before I visit?
Yes — the intake asks whether the property has existing ductwork and electrical setup, partial setup, or none at all, so you know if you're quoting a straightforward swap or a larger install before you dispatch a tech.
How does the intake handle rental or multi-family properties where the person filling it out isn't the owner?
The intake asks for property type and separately confirms whether the person is the owner or authorized to approve the replacement, so leads without approval authority are flagged for follow-up instead of being sent straight to your CRM as ready-to-quote.
Does 'just exploring options' get filtered out automatically?
No — that answer carries a lower weight than a broken unit or immediate timeline, but it still reaches your CRM so you can decide whether to nurture it, rather than losing it silently.
Can I route ductless mini-split leads differently than central split leads?
Yes — the intake captures which system type the homeowner has or wants, so you can route mini-split jobs to the right crew or equipment stock separately from central-split replacements.
What photos does the intake ask for before a lead reaches my CRM?
Homeowners are prompted to upload photos of the existing outdoor unit, the indoor air handler or panel, and any visible ductwork or attic access, giving you a visual scope of the job before you call.
How is urgency scored for AC replacement leads specifically?
Timeline answers from 'Immediately' down to 'Just researching' carry different weights, and current AC condition (broken, old, or none installed) is scored alongside it, so the most urgent replacement jobs surface first.
Turn air conditioner replacement visitors into qualified jobs
Give every air conditioner replacement visitor a guided intake instead of a dead contact form — and get a scored, qualified lead before you drive out.