Know which heat pump repair leads are worth estimate time
Homeowners tell you the heat pump's current status, which symptoms they're seeing, and how urgent the repair is, then upload a photo of the outdoor unit or any error code so you know what you're walking into before you book the estimate.
The exact intake your heat pump repair leads complete
This is the real 6-question guided intake for Heat Pump Repair — the same flow your customers finish before you ever pick up the phone.
What a qualified heat pump repair lead should tell you
Diagnostic and repair work on a residential heat pump that has stopped heating or cooling, is running abnormally, or is throwing an error code, scoped from the system's current status, age, and access details before a technician is dispatched.
- Current Status Heat Pump
- Issues Noticing With System
- How Old Heat Pump
- Property Owner Or Manager
- Outdoor Unit Accessible And
- Soon This Repair Completed
The questions your team needs answered
Every heat pump repair intake asks these — and why each one matters.
| Question | Why it matters |
|---|---|
| What is the current status of your heat pump? | A 'not working at all' answer carries the highest weight because a fully dead system almost always means a paid repair visit rather than a DIY fix or false alarm. |
| Which issues are you noticing with the system? | Segments the lead so you can route, price, and prioritize it correctly. |
| Approximately how old is the heat pump system? | System age helps you judge whether the estimate should focus on repair or steer toward a replacement conversation once the technician is on site. |
| Are you the property owner or manager authorized to approve this repair? | A confirmed owner or authorized manager (weight 9) means the estimate can move straight to an approved repair, while an unconfirmed caller (weight 3) needs a follow-up before you schedule. |
| Is the outdoor unit accessible and receiving power? | Confirming the outdoor unit is accessible and powered (weight 8) rules out a wasted trip caused by something as simple as a tripped breaker or a blocked unit. |
| How soon do you need this repair completed? | An emergency no-heat or no-cool answer (weight 10) should jump the queue well ahead of someone who's still just exploring options (weight 2). |
How Cliont scores heat pump repair leads
Every answer is weighted automatically — no manual review required.
Value signals
- Not working at all
- Working but not properly
- Running with noise or error code
- Not sure
- Property Owner Or Manager: yes
- Outdoor Unit Accessible And: yes
Urgency signals
- Emergency, no heating or cooling now
See the lead your team receives
Heat Pump Repair 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 repair workflows
| Cliont capability | Heat Pump Repair application |
|---|---|
| Answer-weighted lead scoring | Weighs current status, owner authorization, and outdoor unit accessibility together so an unpowered unit or an unauthorized caller doesn't get scored as high priority. |
| Photo and video upload widget | Homeowners upload a photo of the outdoor unit, an error code, or visible ice buildup before you commit to a truck roll. |
| Multi-choice symptom capture | Every symptom selected, weak airflow, cycling, strange noise, error code, is passed to the technician as a starting diagnostic checklist. |
| CRM routing with priority bands | Leads with confirmed ownership authorization and outdoor unit access route to your CRM as estimate-ready, while unauthorized or inaccessible ones get flagged for a callback first. |
Common heat pump repair lead scenarios
No heat, emergency call
System is not working at all and the homeowner marks it as an emergency with no heating or cooling. Ownership and outdoor unit accessibility are confirmed, so the lead scores as an immediate dispatch.
Noisy unit, just researching
Homeowner reports a strange noise or error code but selects 'just exploring options' for timing. The intake still captures the symptom detail while flagging low urgency so it isn't treated like a same-day job.
Tenant without authorization
Weak airflow is reported but the person filling out the form isn't the owner or authorized manager. This surfaces before scheduling so you can confirm approval rather than showing up to a job that can't be signed off.
Older unit, ice on outdoor coil
System is 10 to 15 years old with ice buildup on the outdoor unit and a 'within a week' timeline. Age and symptom combination flags this as a repair-or-replace conversation to have at the estimate.
Unsure what's actually wrong
Homeowner selects 'not sure' for current status and system age but still confirms the outdoor unit is accessible and powered. The lead still qualifies for a visit since the access questions carry real weight even without a clear diagnosis.
Connect Cliont to your workflow
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Book jobs
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Notify your team
Email, SMS, Slack
Automate follow-up
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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
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Only pay when you receive a qualified lead.
- Unlimited intake forms
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- 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 Repair lead-intake FAQs
How does the intake separate a quick repair from a likely replacement conversation?
The intake pairs current system status with system age, so a unit under 5 years with an error code reads very differently from one over 15 years that's not working at all. You see both fields together before deciding how to frame the estimate.
What happens if the homeowner filling out the form can't approve the repair?
The property owner or authorized manager question carries a lower weight when answered 'no', which lowers the lead's priority so you know to confirm approval before scheduling rather than dispatching straight away.
Can the intake tell if the outdoor unit is even reachable before we drive out?
Yes, homeowners confirm whether the outdoor unit is accessible and receiving power. A 'no' answer weights the lead lower, which helps you catch a tripped breaker or blocked unit issue before it becomes a wasted trip.
What if the homeowner doesn't know what's actually wrong with the heat pump?
A 'not sure' answer for current status is still captured with its own weight rather than being treated as a dead end, so vague leads still route through with whatever access and urgency detail was collected.
Does the intake flag true no-heat emergencies differently than routine issues?
Yes, the urgency question weighs an emergency, no heating or cooling now answer highest, well above someone who says they're just exploring options, so genuinely urgent leads stand out in your CRM.
How is this different from the Air Conditioner Repair intake?
Heat pumps handle both heating and cooling, so this intake asks about heating or cooling output, ice buildup, and cycling together in one form, while the Air Conditioner Repair intake is a separate scored form built around cooling-only complaints.
Turn heat pump repair visitors into qualified jobs
Give every heat pump repair visitor a guided intake instead of a dead contact form — and get a scored, qualified lead before you drive out.