Work Request / Service Intake template and PDF guide (General) |...
Capture incoming job details online, then generate an organized intake PDF for follow-up. Use this when a new customer first contacts you about a job, to capture the request...
When to use this template
Capture incoming job details online, then generate an organized intake PDF for follow-up. Use this when a new customer first contacts you about a job, to capture the request details consistently before you decide whether to schedule a site visit, provide a phone estimate, or decline the work.
What to include
- Customer name, phone number, email, property address, and how they found you (referral, Google, yard sign) for marketing tracking.
- Description of the problem or requested work in the customer's own words, including when it started, urgency level, and any relevant history (previous repairs, age of system).
- Property details relevant to the work: property type (residential, commercial), approximate square footage, access restrictions, gate codes, and pet/safety notes.
- Preferred scheduling: date/time windows the customer is available, whether someone needs to be on site, and any deadline driving the request (closing date, event, insurance claim).
- Intake disposition: scheduled for site visit (with date), phone estimate given, referred to another trade, or declined with reason noted.
Common questions
- Can I fill this Work Request / Service Intake online while speaking with a lead?
- Yes. Record contact details, scope notes, and urgency in-browser during intake calls.
- Can I save this Work Request / Service Intake and reuse intake structure across teams?
- Yes. With an account, save and standardize intake data so quoting and scheduling stay consistent.
- Can I generate a handoff PDF from this Work Request / Service Intake?
- Yes. Export a clean PDF for estimators, dispatch, or account managers.
- Should I use an intake form for every call?
- Yes. A consistent intake form prevents you from forgetting key details and lets you compare lead volume and conversion over time.
- How much detail should I capture on the first call?
- Enough to decide your next step. Get the address, the problem description, the urgency, and the customer's availability. Save deep diagnosis for the site visit.
- What if the customer cannot describe the problem clearly?
- Ask them to send a photo or video. Note what symptoms they observe (noise, leak, smell) rather than asking for a technical diagnosis.
- Should I track where leads come from on the intake form?
- Yes. Tracking your lead source on every intake form shows you which marketing channels are actually generating calls so you can spend wisely.