Know which heat pump installation leads are worth an estimate
Homeowners share whether they're replacing an existing heat pump, installing one for the first time, or switching from another system, along with square footage and ductwork status, so you know the scope before scheduling an estimate.
The exact intake your heat pump installation leads complete
This is the real 5-question guided intake for Heat Pump Installation — the same flow your customers finish before you ever pick up the phone.
What a qualified heat pump installation lead should tell you
Installation of a new heat pump system to heat and cool a property, whether replacing an existing unit, switching from another system, or installing for the first time.
- Current Status Heat Pump
- Property This
- How Large Space Be
- Property Owner Or Authorized
- Property Have Ductwork In
The questions your team needs answered
Every heat pump installation intake asks these — and why each one matters.
| Question | Why it matters |
|---|---|
| What is the current status of your heat pump project? | This is the core value signal, separating homeowners ready to replace or switch systems from those still just researching options. |
| What type of property is this for? | Property type determines whether this is a standard residential job or one that should be handled through a commercial or multi-family workflow instead. |
| Approximately how large is the space to be heated and cooled? | Square footage gives you an early read on unit sizing and BTU needs before you commit to an in-person estimate. |
| Are you the property owner or authorized to approve this installation? | Confirming ownership or authorization filters out inquiries from tenants or family members who can't approve the purchase. |
| Does the property currently have ductwork in place? | Knowing whether ductwork already exists tells you upfront if this is a ducted retrofit or a ductless mini-split candidate, which changes who you send and what to bring. |
How Cliont scores heat pump installation leads
Every answer is weighted automatically — no manual review required.
Value signals
- Replacing an existing heat pump
- Installing a heat pump for the first time
- Switching from another heating/cooling system
- Just researching options
- Property Owner Or Authorized: yes
See the lead your team receives
Heat Pump Installation 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 heat pump installation workflows
| Cliont capability | Heat Pump Installation application |
|---|---|
| Weighted lead scoring | Ranks project status answers so a replacement or system switch scores higher than someone who is 'just researching,' keeping ready buyers ahead of browsers in your CRM. |
| Owner verification flag | Surfaces a lower confidence score when the person completing the intake isn't the owner or authorized to approve the install, so you can confirm decision-making authority before booking. |
| Ductwork branching | Tags each lead as ducted, ductless-preferred, or unsure based on the ductwork question, so the right technician and equipment options are ready before the estimate. |
| Property type routing | Separates single-family and multi-family responses from commercial ones on the property type question, so commercial heat pump inquiries don't get treated like a standard residential job. |
| Photo capture in the intake | Collects equipment and electrical panel photos alongside the space size answer, giving you a head start on sizing and load capacity before you're on-site. |
Common heat pump installation lead scenarios
Replacing an aging heat pump
The homeowner already has a heat pump and wants it replaced, the highest-weighted project status, so the intake routes it as a priority for an estimate.
First heat pump for a new space
No existing system is in place, often a new build or addition, so the intake pairs this with the ductwork question to flag ducted or ductless scope early.
Switching from furnace or boiler
The homeowner is moving off another heating/cooling system entirely, which often means an existing-ductwork check matters more before you quote.
Still comparing options
The lead selects 'just researching,' the lowest-weighted project status, so it's captured but flagged for follow-up rather than an immediate estimate visit.
Non-owner or tenant inquiry
The person filling out the intake isn't the property owner or authorized to approve the install, so the lead is flagged for confirmation before you schedule.
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
Heat Pump Installation lead-intake FAQs
How does the intake tell a replacement job from a first-time install?
The project status question asks the homeowner directly whether they're replacing an existing heat pump, installing for the first time, or switching from another system, and each answer carries a different weight so replacements and switches surface as higher priority.
Does the intake ask about ductwork before I visit?
Yes, the intake asks whether the property currently has ductwork in place, has none and prefers ductless, or is unsure, so you know before the estimate whether this is likely a ducted retrofit or a mini-split candidate.
What happens if the lead is for a commercial building instead of a home?
The property type question captures single-family, multi-family, commercial, or other, so commercial inquiries are visible immediately and can be handled differently, including pointing them toward your Commercial HVAC line if that's a separate service.
How does the intake handle homeowners who are just researching?
That project status option carries the lowest weight of the four choices, so those leads still reach your CRM but are distinguishable from homeowners ready to replace or install.
Why does the intake confirm the person is the property owner?
The ownership question checks whether the person filling out the form can actually approve the installation, which helps you avoid driving out to a job where the decision-maker isn't the one who requested the estimate.
Can I get square footage before I quote a unit size?
The intake asks homeowners to estimate the size of the space in ranges from under 1,000 sq ft to over 3,500 sq ft, which gives you a starting point for sizing before the site visit.
Turn heat pump installation visitors into qualified jobs
Give every heat pump installation visitor a guided intake instead of a dead contact form — and get a scored, qualified lead before you drive out.