Apostille intake that asks what your team actually needs to know
Every apostille request captures the document type, destination country, and notarization status up front, along with a copy of the original document, so your team knows exactly what's needed before opening a case.
The exact intake your apostille coordination leads complete
This is the real 7-question guided intake for Apostille Coordination — the same flow your customers finish before you ever pick up the phone.
What a qualified apostille coordination lead should tell you
Coordination of the apostille certification process for a personal, educational, business, or legal document that will be used in another country, including verifying notarization status and document ownership before the request moves forward.
- Document Apostille
- Country Will This Apostilled
- Have Original Or Certified
- Document Already Notarized, If
- Document Owner Or Someone
- Soon Apostille Completed
- Many Documents Apostilled
The questions your team needs answered
Every apostille coordination intake asks these — and why each one matters.
| Question | Why it matters |
|---|---|
| What type of document needs an apostille? | The document type determines which notarization rules and issuing authority apply, so it shapes the rest of the intake path. |
| Which country will require this apostilled document? | The destination country determines the specific apostille or authentication requirements, since not every country handles certification the same way. |
| Do you currently have the original or a certified copy of the document? | Not yet having the original or certified copy in hand means the case can't move forward, so this answer carries one of the largest score swings in the catalog. |
| Is the document already notarized, if notarization is typically required? | Whether the document is already notarized (or exempt) determines if an extra notary step is needed before the apostille can be requested, directly affecting readiness. |
| Are you the document owner or someone authorized to request the apostille? | Confirming the requester is the document owner or an authorized party is required before any office can legally process the apostille, making this the highest-weighted question in the catalog. |
| How soon do you need the apostille completed? | The requested timeline helps staff decide whether a case needs expedited handling versus standard processing. |
| How many documents do you need apostilled? | The number of documents indicates whether this is a single case or a batch request, which affects staffing and quoting. |
How Cliont scores apostille coordination leads
Every answer is weighted automatically — no manual review required.
Value signals
- Have Original Or Certified: yes
- Yes, already notarized
- Not required for this document
- No, not yet notarized
- Not sure
- Document Owner Or Someone: yes
See the lead your team receives
Apostille Coordination 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 apostille coordination workflows
| Cliont capability | Apostille Coordination application |
|---|---|
| Conditional question logic | Branches based on document type so a birth certificate request and a corporate document request surface different notarization and country-specific context to your team. |
| Weighted lead scoring | Weighs whether the household already has the original document, its notarization status, and requester authorization more heavily than document type or country, matching the real scoring signals for this subservice. |
| Document upload capture | Collects a scan of the original document and, when relevant, proof of notarization before the case reaches your CRM, so staff aren't chasing paperwork after intake. |
| CRM routing | Sends the document type, destination country, and document count into your CRM as structured fields so batch requests and single-document requests are easy to tell apart. |
Common apostille coordination lead scenarios
Notarized document ready to file
The household already has the original document, it's notarized where required, and they're the authorized owner making the request, so the intake scores this as ready to move straight into your CRM.
Missing notarization before apostille
The document hasn't been notarized yet and notarization is typically required for this type, so the intake flags that a notary step needs to happen before the apostille can be filed.
Requesting on someone else's behalf
The person filling out the intake isn't the document owner, which lowers the answer weight and signals your team to confirm authorization before scheduling any work.
Multiple documents for one country
A household needs several documents apostilled for the same destination country, so the intake captures document count and type per item to support a batch quote instead of a single-document case.
Uncertain document type or timeline
The requester selects 'Other' for document type or isn't sure how soon they need it, prompting your team to follow up and clarify requirements before committing staff time.
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 document and administrative services intake templates
View all document and administrative services intake templates →
Apostille Coordination lead-intake FAQs
How does the intake know if a document needs notarization first?
The intake asks whether the document is already notarized, not required for that document type, or still pending, and weighs each answer differently so notarized or exempt documents are prioritized over ones that need an extra step.
Can the intake handle a request for more than one document?
Yes, the intake asks how many documents need apostilling, from a single document up to more than five, so your team can see at a glance whether it's a single case or a batch request.
What happens if the person filling out the form isn't the document owner?
The intake directly asks whether the requester is the document owner or someone authorized to act on their behalf, and answering 'no' lowers the lead's score so your team can verify authorization before proceeding.
Does the intake capture which country the document is going to?
Yes, the intake collects the destination country as free text, since apostille requirements and the issuing authority can differ depending on where the document will be used.
What if the household doesn't have the original document yet?
The intake asks whether they currently hold the original or a certified copy, and treats 'no' as a lower-weighted answer since the apostille process can't start until that document is in hand.
Does it distinguish between vital records and business or legal documents?
Yes, the intake asks the document type up front, covering vital records, educational documents, business or corporate documents, legal or court documents, and powers of attorney, so leads route with the right context attached.
Turn apostille coordination visitors into qualified jobs
Give every apostille coordination visitor a guided intake instead of a dead contact form — and get a scored, qualified lead before you drive out.