Pre-Qualification Form

Simply Technology | Lead Prequalification Guide
Internal Sales Tool

Lead Prequalification Guide

Fill in the missing details, capture service notes, and generate one clean HubSpot note.

Required Info Check

Confirm the basics. Fill in anything missing.

Mandatory

Core Qualification Notes

Capture the business reason, fit, timeline, budget, and next move.

Call Notes

Service Path Questions

Choose the service path that fits. Add notes under every service discussed.

Ask 3–5

Managed IT

Ongoing IT support, help desk, security, backup, strategy, or provider change.

  • Current support model: internal team, outside provider, both, or no formal support?
  • Environment size: users, devices, servers, locations, critical apps?
  • Top frustration: slow response, recurring problems, unclear billing, no strategy, security gaps?
  • Business risk: downtime, compliance, cyber insurance, backup concerns, employee turnover?
  • Plan fit: do they want basic support, stronger security, or fully covered support?
Recommended next step: Managed IT discovery + environment review, then estimator if the fit is real.

VoIP / Business Phones

Phone quote, porting, better routing, mobile calling, or fewer phone headaches.

  • Current provider/system: Comcast, RingCentral, old PBX, Teams, not sure?
  • Phone count: users, extensions, desk phones, lines, numbers, fax, conference phones?
  • Call flow: auto-attendant, hours, routing, voicemail-to-email, ring groups?
  • Biggest pain: missed calls, high bill, poor support, dropped calls, no mobile app?
  • Switch timing: contract status, porting deadline, install urgency?
Recommended next step: Phone setup review, user/line count confirmation, then VoIP quote path.

Cybersecurity / Managed Security

Insurance, compliance, phishing, MFA, monitoring, or security tool needs.

  • Trigger: insurance renewal, client requirement, audit, phishing attempt, leadership concern?
  • Current tools: MFA, antivirus/EDR, firewall, email security, backup, SOC/MDR?
  • Compliance: HIPAA, PCI, CMMC, vendor requirement, cyber insurance checklist?
  • Known gaps: passwords, old devices, risky logins, backup uncertainty, no monitoring?
  • Deadline: when does insurance/audit/client requirement need proof?
Recommended next step: Security baseline review and scope confirmation before quoting.

Structured Cabling

Office moves, buildouts, new drops, rack cleanup, cameras, phones, WAPs, or construction coordination.

  • Project type: move, new build, renovation, expansion, cleanup, repair?
  • Drop count: data, phones, cameras, access points, printers, POS, conference rooms?
  • Site details: floor plan, ceilings, rack/network room, existing cabling, access needs?
  • Timeline: construction schedule, move date, after-hours requirement?
  • Quoting need: site walk required before final quote?
Recommended next step: Site walk + drop count confirmation before final quote.

CCTV / Cameras

Camera installs, replacement systems, remote viewing, better coverage, or retention needs.

  • Current system: existing cameras, DVR/NVR, cloud, brand, age, pain?
  • Coverage areas: entrances, parking lot, warehouse, lobby, alley, registers, exterior?
  • Camera count: rough number, indoor/outdoor, special angles, low-light needs?
  • Viewing/retention: remote access, alerts, storage length, who needs access?
  • Reason: theft, safety, liability, insurance, operational visibility?
Recommended next step: Site walkthrough before quoting camera count, coverage, and retention.

Network / Wi-Fi

Poor Wi-Fi, firewall upgrades, switching, rack cleanup, slow apps, outages, or multi-location networking.

  • Main concern: Wi-Fi coverage, outages, firewall, switches, cabling, slow apps?
  • Current equipment: firewall, switches, access points, rack, ISP, internet speed?
  • Failure points: warehouse, conference room, POS, phones, remote access, cameras?
  • Business impact: downtime, dropped calls, payment delays, employee frustration?
  • Site review: do they need a walkthrough or network assessment?
Recommended next step: Network review or site assessment before hardware/scope recommendation.

Cloud / Backup / Recovery

Microsoft 365, Google, server migration, file access, backup, disaster recovery, or cloud cleanup.

  • Current stack: Microsoft 365, Google, server, cloud apps, QuickBooks, line-of-business apps?
  • Need: migration, backup, storage, access, performance, disaster recovery?
  • Critical data: what files/apps/email can they not operate without?
  • Risk tolerance: acceptable downtime, recovery expectations, compliance needs?
  • Current backup: who owns it, when was it last tested, what is covered?
Recommended next step: Cloud/backup assessment and scope review before migration or backup quote.

Not Sure Yet

When the lead knows something is wrong but does not know the right service yet.

  • Business problem: what made you start looking for help?
  • Urgency: what happens if this does not get fixed soon?
  • Systems affected: phones, computers, Wi-Fi, cameras, security, cloud apps?
  • People affected: who is frustrated or slowed down?
  • Best next step: short discovery call, site walk, or technical review?
Recommended next step: Short discovery call to route the opportunity correctly.

HubSpot Summary Builder

Build the note, copy it, and paste it into HubSpot.

Copy/Paste
Complete the guide, then click “Build HubSpot Note.”

Next Step Rules

After the call, pick the next move and create the task.

After Call
Simple scope + enough infoCreate quote request or move to pricing/estimator path. Do not over-discover if the next step is obvious.
Physical projectSchedule site walkthrough before quoting cabling, cameras, WAPs, or network cleanup.
Managed IT opportunitySchedule managed IT discovery/environment review. Use the estimator after the environment and plan fit are clear.
Urgent outage/security concernEscalate to service or leadership immediately.
Existing customer add-onCreate/update the deal and associate it with the existing company record.
Not qualified yetDocument why, send helpful info if useful, and set follow-up or close cleanly.
Final call control line: “Based on what you shared, the right next step is ____. I’ll own that and follow up by ____.”

HubSpot Update Checklist

Use this after the call to keep the record clean.

Record Cleanup
Simply Technology internal sales tool.