New Lead Intake Form

How to
Use App

NEW LEAD INTAKE

Initial Contact - Phone or Walk-In

"[Hello], [Good morning], [Good afternoon], this is [your name] with [your company]. How may I assist you today?"

Reason for the call

"That's great, and I am very happy you contacted us. May I get a little more information, please?"

"Thank you. What is your name?"

Lead name

"Thanks, [Lead name]. How did you find out about [Company name]?"

Name of referring Client

Explanation of "Other"

Project Information

"OK. Let's talk about your project."

"Have you worked with a full-service builder before?"

Have you worked with a full-service builder before?

Yes No

If yes, "What was your experience with your previous builder?"

If no, describe your building process (30 seconds).

Was it a good experience?

"What is your timeline for the project?"

Project timeline

"Tell me more about the project."

Location of project

Size of project

Why are you building?

How long in current house?

Required features?

Budget

Other information regarding the project

If you determine this is a qualified Prospect

"What do you already know about us?" (This is an opportunity to describe the company specialty, how long in business, awards, the Unique Value Proposition (UVP), etc.)

Notes re: What Prospect knows about Company:

"Here is how we work with our Clients." (Describe the Company Sales Process from CONTACT to CONTRACT to COMPLETION - the CLIENT JOURNEY)

" I'd like to send you some more information about [TOPIC]. Can I get your email address?"

Email address

"May I call you back in a few days to see if you have questions?"

"What is the best number to reach you?"

Phone Number

"Would you like to set up a "No Obligation" Initial Appointment?"

Appointment?

Yes No

If yes, Where?

By Phone At your home At our office

If yes, Date

If yes, Time

If yes, on whose Calendar?

Follow-Up

The Prospect requested:

Company informational brochure Pricing information Sales contact Other

I fulfilled that request

Immediately Within 30 minutes The same day The next day

I promised a return call by this day (optional)

by this time (optional)

On whose Calendar? (optional)

Contact Summary

Prospect name

Prospect email

Prospect city

Prospect state

Prospect phone

Where is the Prospect in the building process?

What is the Prospect's budget for this project?

In your own words, describe why the Prospect contacted our office:

Date

Company Rep

Rep email

Copy to

Multiple systems focus on getting the lead on the phone or walking through your office door. Branding, advertising, website design, client journey planning… all have this single focus.

Once the Lead commits to making contact with your company, you must have a system that demonstrates:

Your gratitude that the Lead has chosen to contact your company;
Your capability to perform to the Lead’s expectations;
The commitment you have made to developing a system to make certain your Company and the Lead are a match.

For quicker access, add this form to Bookmarks Bar.
For even quicker access, open the page and leave it open in the server. Then just click on the tab to use.
You can create an email address such as “leads@yourcompany.com” where a copy of all lead intake forms would be sent when completed. That way, you would have an archive of all contacts to review for calculating the sales conversion ratio and for completing the information required in the Customer Journey Analysis form.

Use this form to collect information from Leads that contact the office by telephone or that walk-in.
You can use it while on the phone or complete it after initial contact with the lead.
Once you enter the “Representative email” information, a completed copy of this form will be sent to your email when you click on “Send”.
If you enter email information into either of the “Copy to” boxes, a copy of the form will be sent to those addresses as well.
Be certain to respond as requested by the Lead, and copy your response to the Lead’s file as well.

🏅 Create a Business Worth Owning

📶 Integrated step-by-step program using all tools and systems

💡 Two coaching sessions per month

📊 Monthly scorecard to measure the journey

🛠️ Tools: All tools (Chart of Accounts, Cost Codes, BBOS Estimator, Builder Business Model Canvas, SubManager, ClientManager, Policy Handbook, Management Scorecard).

🤝 What we do together:

A 180+-day engagement covering financials, estimating, subcontractors, clients, and workforce.
Coaching sessions every two weeks to review your real numbers and coach policy implementation.
A monthly “Business Health Scorecard” that shows where you are strong and where to strengthen.
Focus on building a business system that allows you to:
- move out of day-to-day management;
- develop a valuable legacy enterprise; and
- create a business with significant market value.

💲 Investment: $3,500-$5,000.

🪜 Progression logic:

This is the capstone — combining all five prior steps into one system that builds a business worth owning.

🎯Outcome: "Now I control my business, not the other way around."

👷 Manage Your Workforce

👷‍♀️ Put the right people in the right position

📄 Create an Organization Chart and Position Descriptions

📄 Integrate employment policies

🛠️ Tools: OrgChart, Position Descriptions, Company Policy Template

🤝 What we do together:

Create a Company organization chart.
Create Job Descriptions.
Implement employee policy handbook
Identify inefficiencies in labor margins.
Discover hidden labor costs.

💲 Investment: $1,250-$1,500.

🪜 Progression logic:

Labor is usually the last controllable variable — now you are tackling optimization and efficiency.

🎯Outcome: "Now I am in control of the work that must be completed, and my employees understand their positions and accountabilities."

🗣️ Control the Client Relationship

📄 Client log, Change Order system

📄 Notice of Completion, Draw Requests

📄 Communication templates for disputes

🛠️ Tools: ClientManager, Client Contact Log, Initial Specifications, NAHB Residential Construction Guide

🤝 What we do together:

Implement a structured client management system.
Introduce the Client Contact Log.
Provide templates for change order and scope adjustments.
Train on reducing disputes and managing client expectations.

💲 Investment: $750-$1,250

🪜 Progression logic:

With the business financially stable and risk-protected, control of clients and their expectations ensures smoother operations and fewer profit leaks.

🎯Outcome: "Now I can manage clients and their expectations without projects spinning out of control."

🧯Identify and Manage Risks

🏠 Project Risks:

Site Risks – site injuries with no primary insurance coverage.
Reputational Risks – You don’t deliver what you promised because your subcontractors were not on the same page.
Capacity Risks – You can’t deliver what you promised because you don’t have the organizational structure to support your sales.

🔍 Management Risks:

Company Structural Risks – You don’t have the right people in the right positions.
Promotional Risks – Your market doesn’t know or care about your products.
Competitive Risks – You haven’t differentiated your company, so lowest price is the only way you can compete.
Market Demand Risks – a bad market cycle will cripple or destroy your business.

🛠️ Tools: SubManager, Organizing for Success, Builder Business Model Canvas, Budgeting Forecasts

🤝 What we do together:

Implement Terms and Conditions, Scopes of Work, and Inspection Reports for all Subcontractors.
Review how you track subcontractor insurance and compliance.
Analyze your organizational structure to optimize production capacity.
Review your business model.
Create “Expected Case”, “Best Case”, and Worst Case” budgeting scenarios.

💲 Investment: $1,000-$1,500

🪜 Progression logic:

After financial clarity and profitable estimating, risk management provides the next layer of company stability.

🎯Outcome: "Now I can reduce or transfer risk exposure; identify and appeal to my primary market; and plan for any type of economic environment."

🧮Price with Confidence

🔍 Audit your estimating process

🔎 Review all active projects monthly for budget-to-actual performance

🔍 Debrief every completed project for profitability and work flow

📶 Install a margin-tracking dashboard

🛠️ Tools: BBOS Estimator, Overhead Calculator, Completed Project Profitability Report

🤝 What we do together:

Audit your current estimating process.
Benchmark your margins against industry and market standards.
Optimize estimating margins for maximum profitability.
Track true budget-to-actual expenditures.

💲 Investment: $750-$1,250

🪜 Progression logic:

Once finances are stable, you can sharpen your pricing to stop leaving money on the table.
You’ll know the margin to use to make sure overhead is allocated profitably.

🎯Outcome: "Now I can bid jobs knowing I'll profit, not just hoping for profit."

💰90-Day Financial Reset

🗄️ Rebuild Chart of Accounts on NAHB Model

🗃️ Rebuild Cost Codes on CSI model

🛠️ Tools: Accounting platform, NAHB Chart of Accounts, CSI Cost Codes, Management Scorecard

🤝 What we do together:

Access to your accounting platform is required.
Rebuild your Chart of Accounts for project-level profitability.
Create and align Cost Codes so estimating, job costing, and reporting all “speak the same language.”
One-on-one coaching call every two weeks during the program to interpret your numbers.

💲 Investment: $1,500-$3,000

🪜 Why start here?

Without financial clarity, nothing else matters.
The reason you are in business is to make a profit.
Do you KNOW if you are doing that?

🎯Outcome: "Now I know if my business is profitable and my business model is sound."

You will be re-directed to the Home Page where you can use the menu to access Courses, Memberships, or Application Portals.