Commercial property intake that asks what your team needs to know
Ask every prospective owner about occupancy status, services needed, and how soon management should start before your team schedules a walkthrough — with lease documents and a rent roll collected upfront.
Preview your commercial property management intake
Explore 7 questions from the Commercial Property Management template. This interactive preview uses illustrative scoring and sample attachments. Open the full survey to try the complete intake.
What a qualified commercial property management lead should tell you
Ongoing operational management of a commercial property — office, retail, industrial, or mixed-use — on behalf of an owner or authorized representative, covering tenant relations, maintenance, rent collection, and lease administration.
- Commercial Property Managed
- Owner Or Authorized Representative
- Many Units Or Tenant
- Current Occupancy Status Property
- Services This Property
- Have Existing Property Manager
- Soon Management Services Begin
The questions your team needs answered
Every commercial property management intake asks these — and why each one matters.
| Question | Why it matters |
|---|---|
| What type of commercial property do you need managed? | Segments the lead so you can route, price, and prioritize it correctly. |
| Are you the owner or authorized representative of the property? | Confirming the submitter is the owner or an authorized representative separates decision-makers from third parties who can't actually sign a management agreement. |
| How many units or tenant spaces does the property have? | Segments the lead so you can route, price, and prioritize it correctly. |
| What is the current occupancy status of the property? | Occupancy status is weighted so fully occupied properties, which generate stable income, score higher than partially occupied or vacant ones. |
| What services do you need for this property? | Selected services reveal whether the owner wants full-service management or a narrower task like rent collection, letting you scope the engagement before you call. |
| Do you currently have an existing property manager for this property? | Knowing whether a property manager already exists tells you if this is a replacement opportunity or a first-time engagement, which changes how you position your pitch. |
| How soon do you need management services to begin? | An 'Immediately' answer is the urgency signal that should move a lead to the front of the queue ahead of owners who are just exploring. |
How Cliont scores commercial property management leads
Configured answer weights help your team prioritize follow-up. Your team reviews each submission and decides the next step.
Value signals
- Owner Or Authorized Representative: yes
- Fully occupied
- Partially occupied
- Vacant
- Tenant relations
- Maintenance coordination
Urgency signals
- Immediately
See an example lead handoff
Illustrative lead details and score show how a submission can reach your team.
Commercial Property Management Lead
From first click to qualified lead
Follow buyers, sellers, and renters 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 inquiry
Smart questions adapt to their inquiry and capture the full scope.
They add photos
Property photos and details come attached, so you prep before the showing.
You get a ready lead
Scored and qualified — waiting for you to win it.
Built for commercial property management workflows
| Cliont capability | Commercial Property Management application |
|---|---|
| Weighted lead scoring | Occupancy status and owner-verification answers are weighted directly into the lead score, so a fully occupied, owner-submitted lead ranks above a vacant, unverified one. |
| Multi-select service capture | The services-needed question lets owners flag any combination of tenant relations, maintenance coordination, rent collection, lease administration, and financial reporting, which routes as structured tags in your CRM. |
| Urgency flagging | A start-date answer of 'Immediately' is surfaced as an urgent lead so time-sensitive vacant or transitioning properties don't sit unread. |
| Document collection before first contact | Lease documents and a rent roll are collected during intake, so your team reviews the property's financial picture before the first call instead of chasing paperwork afterward. |
Example commercial property management lead scenarios
Illustrative situations explain the intake questions and possible follow-up.
Vacant industrial building, urgent start
An owner with a vacant industrial space selects 'Immediately' for start date, flagging the lead as urgent even though vacancy alone scores lower than full occupancy.
Fully occupied office, just exploring
A well-occupied office owner is only comparing options with no start-date pressure — the intake still ranks the property highly on occupancy but flags the timeline as non-urgent.
Retail strip mall without a manager
An owner with no existing property manager selects tenant relations and rent collection as needed services, signaling a full-service opportunity rather than a single-task request.
Inquiry from an unauthorized contact
Someone filling out the form who isn't the owner or an authorized representative answers 'No' on that question, lowering the lead's score without disqualifying it outright.
Mixed-use property with a manager already
An owner of a mixed-use building with 6-20 tenant spaces already has a property manager and is just exploring, which the intake routes as lower urgency but still worth a follow-up.
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 property management intake templates
Commercial Property Management lead-intake FAQs
How does the intake tell an urgent lead apart from someone just browsing?
The timeline question captures whether the owner needs management to start immediately, within a month, within three months, or is just exploring — 'Immediately' is flagged as the urgency signal that pushes the lead to the top of your queue.
Does the form ask how many tenants or units are in the building?
Yes, the intake asks whether the property has 1, 2-5, 6-20, or more than 20 units or tenant spaces, giving you a quick sense of the property's size and management complexity before you respond.
What if the person submitting the form isn't the property owner?
The intake asks directly whether the submitter is the owner or an authorized representative — a 'No' answer scores lower than a 'Yes' but doesn't disqualify the lead, since authorized reps often submit on an owner's behalf.
Can I see which services the owner actually needs before the first call?
The intake lets owners select the specific services they're requesting — tenant relations, maintenance coordination, rent collection, lease administration, or financial reporting — so you can prepare for the right conversation.
How does occupancy status affect lead scoring?
A fully occupied property scores highest, partially occupied scores in the middle, and vacant scores lowest of the three, reflecting that stabilized, income-producing properties are typically the strongest management opportunities.
Does it matter if the property already has a manager?
The intake asks whether the property currently has an existing property manager, which helps you distinguish between a replacement opportunity and a first-time management engagement.
Turn commercial property management visitors into qualified deals
Give every commercial property management visitor a guided intake instead of a dead contact form — and get a scored, qualified lead before you spend a Saturday showing.