Know which commercial HVAC leads deserve an estimate
Ask about property type, space served, and whether the system is completely down before you commit to a site visit. Collect equipment photos up front and route every qualified estimate straight to your CRM.
The exact intake your commercial hvac leads complete
This is the real 6-question guided intake for Commercial HVAC — the same flow your customers finish before you ever pick up the phone.
What a qualified commercial hvac lead should tell you
Installation, repair, replacement, or maintenance of heating and cooling systems in commercial or multi-unit properties, such as offices, retail spaces, multi-unit residential buildings, warehouses, or restaurants, as distinct from single-family home HVAC work.
- Property This Hvac Service
- Hvac Work
- How Large Space Served
- Hvac System Unable Heat
- Property Owner Or Manager,
- Soon This Hvac Work
The questions your team needs answered
Every commercial hvac intake asks these — and why each one matters.
| Question | Why it matters |
|---|---|
| What type of property needs this HVAC service? | Office/retail, multi-unit residential, warehouse/industrial, and restaurant/hospitality answers carry much higher weight than single-family home, so this answer is the primary signal separating genuine commercial jobs from residential ones. |
| What kind of HVAC work do you need? | Knowing whether the request is new installation, repair, maintenance, or replacement shapes which technician skill set and equipment to schedule before the visit. |
| Approximately how large is the space served by this HVAC system? | Space size indicates whether the job needs commercial-capacity equipment and a larger crew, which affects both estimate accuracy and scheduling. |
| Is the HVAC system currently unable to heat or cool at all? | A 'yes' answer here carries a much higher weight than 'no,' marking complete system failures as more urgent than partial or intermittent issues. |
| Are you the property owner or manager, or authorized to approve this work? | A 'no' answer is weighted low, flagging submissions from people who can't actually approve the spend so your team confirms decision-making authority before dispatch. |
| How soon do you need this HVAC work completed? | The weight drops sharply from 'immediately' to 'just planning ahead,' letting emergency requests surface above leads that are still in early research. |
How Cliont scores commercial hvac leads
Every answer is weighted automatically — no manual review required.
Value signals
- Office or retail space
- Multi-unit residential building
- Warehouse or industrial facility
- Restaurant or hospitality venue
- Other
- Hvac System Unable Heat: yes
Urgency signals
- Immediately, it's an emergency
See the lead your team receives
Commercial HVAC Lead – Restaurant, System Down
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 commercial hvac workflows
| Cliont capability | Commercial HVAC application |
|---|---|
| Weighted branching logic | Automatically scores office, retail, multi-unit residential, warehouse, and restaurant property types higher than single-family home answers, so commercial jobs stand out at a glance. |
| Authorization gating | Uses the owner/manager/authorized question to flag submissions from tenants or staff who can't approve spend, so your team follows up with the right decision-maker before scheduling. |
| System-down alerting | Treats a 'currently unable to heat or cool at all' answer as a distinct signal from routine or partial issues, based on the sizable weight gap between the two outcomes. |
| Scope capture for sizing | Collects space-size range alongside the type of work requested, giving your team enough detail to plan crew size and equipment before the site visit. |
Common commercial hvac lead scenarios
Restaurant with no cooling
A hospitality venue reports the system can't heat or cool at all and needs it fixed immediately. The intake surfaces both the property type and system-down status so this reaches the top of the queue.
Multi-unit residential replacement
A property manager for a multi-unit building wants an old system replaced and gives a size range of 2,000 to 10,000 sq ft. The intake captures scope details that shape an accurate estimate before the visit.
Warehouse planning maintenance
A warehouse operator is just planning ahead for routine maintenance, not facing a breakdown. The intake still logs it as a commercial property but with a longer-horizon timeline than an emergency call.
Tenant without approval authority
Someone submits from an office space but isn't the owner, manager, or otherwise authorized to approve the work. The intake flags this so a technician isn't dispatched before the actual decision-maker is confirmed.
Single-family home submission
A homeowner fills out the form despite this being a commercial-focused intake, selecting single-family home as the property type. That answer carries the lowest weight in the catalog, so the lead is visibly distinct from genuine commercial jobs.
Connect Cliont to your workflow
Send leads
HubSpot, HighLevel, Salesforce, JobNimbus
Book jobs
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 hvac intake templates
Commercial HVAC lead-intake FAQs
How does the intake separate real commercial jobs from residential submissions?
The property-type question weights office/retail, multi-unit residential, warehouse/industrial, and restaurant/hospitality answers far higher than single-family home, so residential submissions stand out clearly in your lead list.
What happens if the caller doesn't know the square footage of the space?
The space-size question includes a 'Not sure' option, so the lead still comes through instead of being abandoned mid-form, and you can confirm exact size on site.
Does the intake flag a complete system failure differently from a partial issue?
Yes, the yes/no question on whether the system can heat or cool at all carries a notably higher weight for 'yes,' which pushes total outages above partial performance complaints.
How does the intake handle tenants or staff who can't approve the work themselves?
The authorization question asks directly whether the submitter is the owner, manager, or otherwise authorized to approve the job, and a 'no' answer is weighted low so it routes for follow-up rather than immediate scheduling.
Can the intake tell the difference between install, repair, maintenance, and replacement requests?
Yes, the type-of-work question captures new installation, repair, routine maintenance, or replacement as separate options so you know what kind of technician and parts to plan for before you call back.
Does the requested timeline change how leads are prioritized?
The timeline question weights 'immediately, it's an emergency' well above 'just planning ahead,' so urgent jobs surface differently from leads that are still in the research phase.
Turn commercial hvac visitors into qualified jobs
Give every commercial hvac visitor a guided intake instead of a dead contact form — and get a scored, qualified lead before you drive out.