Client intake services for construction & development

AssistBPO's client intake services for construction and development firms cover both sides of the intake question. New projects coming in and new subcontractors coming onto your list.

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Documents are requested and filed, and the inquiry is qualified against your own criteria for size, market and geography before it reaches an estimator.

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This page Construction & development Client intake services for small business

How does client intake work for construction?

For project intake, your specialist takes each inquiry through a structured script: project type, address and jurisdiction, scope in the owner's words, square footage, whether drawings or specifications exist and at what stage, the design team, budget range, funding or financing status, desired start and completion dates, and whether other contractors are involved. For residential work, the intake includes the selection and allowance conversation and the site visit booking. For subcontractor prequalification intake, the specialist collects the licenses, certificates of insurance with the endorsements your contract requires, W-9, bonding capacity, safety record, references and trade scope, checks license status against the state board register, and files the packet for your approval. Intakes and outstanding documents are reported daily.

What tasks does client intake cover for construction and development firms?

  • Take project inquiries through a structured scope and jurisdiction script
  • Capture budget range, funding status, timeline and the design team
  • Request and file drawings, specifications and site documents
  • Qualify inquiries against your size, market and geography criteria
  • Book the site visit or estimate appointment with the scope already recorded
  • Collect subcontractor licenses, certificates, W-9s and bonding information
  • Verify license status against the state contractor licensing board register
  • Report new intakes, qualified projects and documents outstanding daily

The KPI that matters here

Inquiries qualified and documented before reaching an estimator, and subcontractor packets complete before a contract is issued. The weekly review compares intake quality by source.

What rules does client intake follow for construction?

  1. Lien waivers are administrative, not legal advice. Assistants issue the waiver forms your company uses, chase signatures from every tier, log what has been received and flag deadlines from the calendar you set. They never advise on lien rights, never prepare or record a mechanics lien, never sign a waiver, and never interpret whether a notice was timely. State mechanics lien statutes, such as those in the California Civil Code and the Texas Property Code, set the deadlines, and your attorney decides what they mean for a given job.
  2. Certified payroll and prevailing wage. On federally funded work, weekly certified payroll reports are required under the Davis-Bacon and Related Acts administered by the US Department of Labor, with state prevailing wage rules adding their own forms and portals. Assistants prepare and submit the reports in LCPtracker or the agency portal from your payroll data, chase subcontractor submissions and track compliance by week. The statement of compliance is signed by an officer of your company, never by an assistant.
  3. Subcontractor insurance and licensing verification. Certificates of insurance are checked against your contract requirements for limits, additional insured status, waiver of subrogation and primary and noncontributory wording, and license status is checked against the state contractor licensing board's public register. The assistant collects, verifies against your checklist and flags gaps; your project manager or risk contact approves. Expiring certificates are chased before the date, not after a claim.
  4. Outbound contact rules. Outreach to homeowners, developers and repeat owners goes out with lawful consent and do-not-call scrubbing under the Telephone Consumer Protection Act enforced by the FCC: calls inside 8am to 9pm local time, scrubbing against the National Do Not Call Registry and your internal list, and opt-out wording on every text. Storm-chasing calls to disaster-affected homeowners are not made, and several states restrict solicitation after a declared disaster.

Construction software we work in

Also in use

  • Procore
  • Buildertrend
  • CoConstruct
  • Autodesk Build
  • BuildingConnected

See all 80 tools we work in

More for construction and development firms

Other services for construction

Client intake in other industries

Frequently asked questions

What does a project intake capture?

Everything an estimator needs before deciding to spend a day on it: project type and use, address and jurisdiction, scope described in the owner's words, approximate size, whether drawings and specifications exist and how complete they are, the architect and engineer, budget range, funding or financing status, required start and completion dates, delivery method, bonding requirements, and whether other contractors are bidding. Documents are requested and filed against the opportunity in your system.

Can you run subcontractor prequalification?

The collection and verification, yes. The specialist sends your prequalification package, collects the license numbers, certificates of insurance with the additional insured and waiver of subrogation endorsements your contract requires, W-9, bonding letter, safety record and references, verifies license status against the state board's public register, and checks each document against your checklist. Your project manager or risk contact approves or declines; the assistant never makes that call.

Does intake discuss price or contract terms?

No. The specialist records the owner's budget expectation as stated and asks the questions on your script, then hands the file to your estimator. Pricing, scope interpretation, contract type, allowances, retainage terms and anything a client would rely on stay with your estimator or project executive. Where an inquiry asks a contract or lien question, it is noted verbatim and routed to the right person rather than answered, because those are legal questions.

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