Lead Intake Checklist for Home Builder

This checklist outlines the process for capturing, documenting, and qualifying incoming leads for a home builder specializing in custom homes. The process ensures that leads are managed efficiently, with a focus on gathering essential information, understanding client needs, and setting the stage for successful project engagement. The checklist is structured to handle multiple concurrent leads, ensuring scalability and consistency in lead management.

Receive and log incoming lead

Step 1: Acknowledge receipt of lead

Upon receiving a lead via phone, email, or web form, immediately acknowledge receipt to the potential client. This can be done through an automated email response or a quick phone call. Prompt acknowledgment reassures the client that their inquiry is valued and will be addressed promptly.

Step 2: Enter lead details into CRM

Log the lead's contact information, including name, phone number, email, and preferred contact method, into the CRM system. Ensure all fields are filled accurately to facilitate future communication and follow-up.

Step 3: Assign lead to sales representative

Based on the lead's location, project type, or other relevant criteria, assign the lead to an appropriate sales representative. This ensures that the lead is handled by someone with the right expertise and availability.

Gather preliminary project details

Understand client goals and priorities

Capture referral source

Qualify lead based on criteria

Set next steps and follow-up plan

Handoff qualified lead to project team

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Lead Intake Checklist for Home Builder

Receive and log incoming lead

Step 1: Acknowledge receipt of lead

Step 2: Enter lead details into CRM

Step 3: Assign lead to sales representative

Gather preliminary project details

Step 1: Contact lead for initial discussion

Step 2: Ask about project scope and timeline

Step 3: Confirm service territory

Understand client goals and priorities

Step 1: Discuss client's vision for the project

Step 2: Identify key priorities and constraints

Capture referral source

Step 1: Ask lead how they found the company

Step 2: Log referral source in CRM

Qualify lead based on criteria

Step 1: Evaluate project alignment with company offerings

Step 2: Assess lead's budget and timeline

Step 3: Determine lead's decision-making process

Set next steps and follow-up plan

Step 1: Schedule follow-up meeting or call

Step 2: Send confirmation and agenda

Step 3: Log follow-up plan in CRM

Handoff qualified lead to project team

Step 1: Prepare lead handoff documentation

Step 2: Conduct handoff meeting with project team

Step 3: Update CRM with handoff status

👈 Use this SOP template inside Subtrak