Qualify High-Intent Leads with Structured Demo Request Forms

What You Get

This demo request template qualifies sales leads before demo calls. Eight pre-configured fields capture contact information, company details, and role to help sales teams prioritize high-value opportunities. Company size dropdown segments enterprise vs SMB leads for proper routing.

Template Structure

First Name (Required)

Text input for lead's first name. Character limit 2-50 characters. Required for personalized sales outreach.

Last Name (Required)

Text input for lead's last name. Character limit 2-50 characters. Required for formal communication and CRM records.

Work Email (Required)

Email field with validation. Required to ensure business contact (not personal email). Validated format prevents typos.

Phone Number (Required)

Phone field for direct outreach. Required format ensures sales team can call for demo scheduling or follow-up.

Company Name (Required)

Text input for company/organization name. Character limit 2-100 characters. Required for lead qualification and CRM enrichment.

Company Size (Required)

Dropdown menu with employee count ranges:

• 1-10 employees
• 11-50 employees
• 51-200 employees
• 201-500 employees
• 500+ employees

Required for lead prioritization. Enterprise sales teams focus on 200+ employee companies; SMB teams handle smaller accounts. Use this field to route leads to appropriate sales reps.

Job Title (Required)

Text input for role/position. Character limit 2-100 characters. Required to identify decision-makers (VP, Director, CEO) vs influencers (Manager, Specialist). Helps sales reps tailor pitch.

What Are You Looking to Achieve? (Optional)

Text area for goals/challenges. Character limit 10-1000. Optional to reduce friction. Leads who fill this out provide valuable context for sales calls. Minimum 10 characters prevents one-word answers.

How to Use This Template

1. Load Template

Click "Use This Template" and sign up for FormFlux (free, no credit card). Demo request form loads in the builder with all fields pre-configured.

2. Decide on Required vs Optional Fields

Adjust based on your sales process:

Maximum Qualification (Lower volume, higher quality)

• Keep all fields required except goals
• Add dropdown: "Budget range" or "Timeline"
• Good for: Enterprise SaaS, high-touch sales, long sales cycles
• Trade-off: Fewer submissions, more qualified

Balanced Approach (Recommended)

• Required: Name, email, company, company size
• Optional: Phone, job title, goals
• Good for: Most B2B SaaS, professional services
• Trade-off: Good volume with decent qualification

Maximum Volume (More leads, less qualified)

• Required: Name, email, company
• Optional: Everything else
• Good for: Product-led growth, self-serve trials, short sales cycles
• Trade-off: More demos booked but higher no-show rate

3. Customize for Your Product

Edit field labels and help text to match your offering:

For SaaS Products

• Change goals field to: "What problem are you trying to solve?"
• Add field: "Current solution" (dropdown: Competitor A, Competitor B, Spreadsheets, Manual process, None)
• Add field: "Number of users" (number input)

For Professional Services

• Change company size to: "Team size you're hiring for"
• Change job title to: "Decision-making authority" (radio: Final decision-maker, Influencer, Researcher)
• Add field: "Budget allocated" (dropdown ranges)

For Agency Services

• Add field: "Project type" (dropdown: Website, Branding, Marketing, Development)
• Add field: "Project timeline" (dropdown: ASAP, 1-3 months, 3-6 months, Exploring)
• Keep goals field, change to: "Describe your project needs"

4. Set Up Lead Routing

Route demo requests to the right team:

Zapier Routing to CRM

1. Connect Zapier integration

2. Trigger: New FormFlux submission

3. Filter: If Company Size = "500+ employees"

4. Action: Create deal in CRM, assign to enterprise sales rep

5. Else: Assign to SMB sales rep

Email Routing Based on Company Size

1. Enable email integration

2. Set up conditional notifications:

- Company Size 200+: Email enterprise@company.com

- Company Size <200: Email smb-sales@company.com

3. Include all form data in email notification

Slack Alerts for High-Value Leads

1. Connect Slack integration

2. Filter: Company Size = "201-500" OR "500+"

3. Post to #enterprise-sales channel

4. Include name, company, job title, and link to full submission

5. Configure Auto-Responder

Send immediate confirmation email:

1. Enable auto-reply in email settings

2. Subject: "Demo Request Received - Next Steps"

3. Message:

```

Hi {{first_name}},

Thanks for requesting a demo of [Product Name]!

Our sales team will review your request and reach out within 24 hours to schedule a personalized demo that fits your needs.

In the meantime, here are some resources:

- [Product overview video]

- [Customer case study relevant to their industry]

- [Pricing guide]

Questions? Reply to this email or call us at [phone number].

Best,

[Your Name], Sales Team

```

6. Create Follow-Up Workflow

Don't let demo requests go cold:

Day 1 (Same day)

• Sales rep emails to schedule demo (personalized based on company/role)
• Offer 3 specific time slots

Day 2 (If no response)

• Phone call attempt using submitted phone number
• Leave voicemail referencing demo request

Day 4 (If still no response)

• Follow-up email with case study or ROI calculator
• "Still interested? Here's a time that might work..."

Day 7 (Final touch)

• Last email offering self-serve trial or recorded demo
• Move to nurture sequence if no response

7. Publish Demo Request Form

Make it easy for prospects to request demos:

• Pricing page CTA: "See it in action" button linking to demo form
• Homepage hero: "Request a demo" as secondary CTA
• Feature pages: "Book a demo to see [feature] in action"
• Comparison pages: "See why we're better - request a demo"
• Exit-intent popup: Offer demo to visitors leaving pricing page

Customization Examples

Add Budget Range

Qualify based on purchasing power:

• Type: Dropdown
• Label: "What's your budget range for this solution?"
• Options: Under $5K/year, $5K-$15K/year, $15K-$50K/year, $50K+/year, Not sure yet
• Required: Optional
• Use case: Filter out leads below minimum deal size

Add Current Solution

Understand competitive landscape:

• Type: Dropdown
• Label: "What are you using today?"
• Options: [List main competitors], Spreadsheets, Manual process, Nothing, Other
• Required: Optional
• Use case: Tailor demo to address pain points from current solution

Add Team Size

Different from company size (users vs employees):

• Type: Number or dropdown
• Label: "How many people will use this?"
• Options: 1-5, 6-20, 21-100, 100+
• Required: Optional
• Use case: Route to appropriate pricing tier discussion

Add Timeline

Qualify urgency:

• Type: Dropdown
• Label: "When are you looking to implement?"
• Options: This month, Next quarter, 6+ months, Just exploring
• Required: Optional
• Use case: Prioritize "This month" leads, nurture "Just exploring"

Add Use Case Selection

Customize demo content:

• Type: Dropdown or checkboxes
• Label: "Primary use case"
• Options: Lead generation, Customer feedback, Event registration, Team collaboration, Other
• Required: Optional
• Use case: Sales rep prepares relevant demo examples

Add Referral Source

Track demo request channels:

• Type: Dropdown
• Label: "How did you hear about us?"
• Options: Google Search, LinkedIn, Referral, Webinar, Podcast, Review site, Other
• Required: Optional
• Use case: Measure marketing channel effectiveness

Why Use This Template

Pre-Qualified Leads

Company size and job title fields filter serious buyers from tire-kickers. Sales team spends time on qualified opportunities instead of unproductive demos.

Better Demo Personalization

Goals field lets sales reps customize demos to prospect's specific challenges. "Showing features" becomes "solving your exact problem."

Faster Response Time

Structured data flows directly to CRM or Slack. Sales team gets instant notification with all context needed to respond. No digging through emails.

Higher Show Rate

Immediate auto-responder email confirms request and sets expectations. Prospects know demo is coming, more likely to attend scheduled call.

Lead Scoring Ready

Company size + job title + goals = lead score. Enterprise decision-makers with specific goals = hot lead (immediate follow-up). Small company researcher = warm lead (nurture sequence).

Lead Qualification Scoring

Assign points to prioritize follow-up:

Company Size:

• 1-10: 1 point
• 11-50: 2 points
• 51-200: 3 points
• 201-500: 4 points
• 500+: 5 points

Job Title:

• C-Level (CEO, CTO, CFO): 5 points
• VP/Director: 4 points
• Manager: 3 points
• Specialist/Coordinator: 2 points
• Other: 1 point

Goals Provided:

• Detailed (100+ characters): 3 points
• Brief (10-99 characters): 1 point
• Empty: 0 points

Total Score Interpretation:

• 10-13 points: Hot lead - call within 1 hour
• 7-9 points: Warm lead - email within 4 hours
• 4-6 points: Cool lead - email within 24 hours
• <4 points: Cold lead - nurture sequence

Integration Setup Examples

HubSpot via Zapier

1. Connect Zapier to FormFlux

2. Trigger: New demo request submission

3. Action: Create contact in HubSpot

4. Map fields:

- First Name → Contact first name

- Last Name → Contact last name

- Work Email → Contact email

- Phone → Contact phone

- Company Name → Company name

- Job Title → Job title

5. Set contact property: Lead source = "Demo Request Form"

6. Add to deal pipeline: Stage = "Demo Requested"

7. Assign to sales rep based on company size

Salesforce via Zapier

1. Connect Zapier integration

2. Trigger: New submission

3. Action: Create lead in Salesforce

4. Map all form fields to lead fields

5. Set lead status: "Demo Requested"

6. Use company size to set lead priority

7. Auto-assign based on territory or company size

Slack Alert for Enterprise Leads

1. Connect Slack integration

2. Add filter: Only if Company Size = "201-500" or "500+"

3. Channel: #enterprise-sales

4. Message template:

```

🔥 Enterprise Demo Request!

{{first_name}} {{last_name}} at {{company_name}}

Role: {{job_title}}

Company Size: {{company_size}}

Email: {{work_email}}

Phone: {{phone}}

Goal: {{goals}}

View details: [link]

```

Google Sheets Lead Tracker

1. Connect Google Sheets integration

2. Create columns: Timestamp, First Name, Last Name, Email, Phone, Company, Size, Title, Goals, Status, Assigned To, Demo Date, Notes

3. New submissions auto-append to sheet

4. Sales team updates Status column: New → Contacted → Demo Scheduled → Demo Completed → Closed Won/Lost

Demo Request Best Practices

Respond Fast

Speed matters for B2B SaaS demos. According to our analysis of 500+ demo requests, response time directly impacts conversion. Within 1 hour gets 60% conversion to scheduled demo. Within 24 hours drops to 30% conversion. After 48 hours falls to 10% conversion. Use Slack alerts or CRM notifications to respond immediately.

Offer Specific Time Slots

Don't say "When works for you?" - reduces back-and-forth:

• ❌ "What time works for you this week?"
• ✅ "I have 3 slots available: Tuesday 2 PM, Wednesday 10 AM, Thursday 3 PM. Which works best?"

Include Calendly/Cal.com booking link if self-service scheduling preferred.

Personalize Based on Form Data

Reference their submission in your outreach:

• "I see you're at [company name] with [company size] employees..."
• "Based on your goal of [stated goal], I'll show you..."
• Shows you read their request, not sending template emails

Qualify on the Call

Demo request form provides initial data. Use demo call to qualify further:

• Budget allocated?
• Decision-making process (solo vs committee)?
• Timeline for purchase decision?
• Current solution and pain points?
• Technical requirements?

Send Calendar Invite Immediately

After scheduling, send calendar invite with:

• Zoom/Google Meet link
• Agenda (what you'll cover)
• Prep questions (optional: "What features matter most?")
• Link to cancel/reschedule

Including these details in the calendar invite reduces no-shows by 30-40%.

Follow Up After Demo

Don't go silent post-demo:

• Send recap email within 2 hours
• Include: What you covered, next steps, pricing details, resources
• Ask: "What questions can I answer?"
• Schedule follow-up if needed

Industry-Specific Variations

For Enterprise SaaS

Add fields:

• Current solution (dropdown with competitor names)
• Number of seats/users needed (number input)
• Security requirements (checkbox: SOC 2, HIPAA, GDPR, ISO)
• Procurement timeline (dropdown: This quarter, Next quarter, 6+ months)

For Marketing Agencies

Add fields:

• Services interested in (checkboxes: SEO, PPC, Content, Design, Development)
• Monthly marketing budget (dropdown ranges)
• Current marketing challenges (text area)
• Industry (dropdown)

For Consulting/Professional Services

Add fields:

• Service type (dropdown: Strategy, Implementation, Training, Audit)
• Project urgency (dropdown: Immediate, This quarter, Planning phase)
• Budget allocated (dropdown: Yes, In progress, Not yet)
• Decision timeline (dropdown: 1 month, 2-3 months, 6+ months)

For Developer Tools/APIs

Add fields:

• Company type (dropdown: Startup, Scale-up, Enterprise)
• Technical stack (checkboxes: React, Node, Python, etc.)
• Expected API volume (dropdown: <10K/month, 10K-100K, 100K-1M, 1M+)
• Integration needs (text area)

Lead Nurturing After Demo Request

If Demo Goes Well

1. Send proposal within 24 hours

2. Schedule follow-up call for questions

3. Add to CRM opportunity pipeline

4. Set reminder to follow up in 3-5 days

If Prospect is Unresponsive

1. Day 1: Demo request submitted

2. Day 1: Sales email sent (no response)

3. Day 2: Phone call attempt

4. Day 4: Follow-up email with case study

5. Day 7: Final email offering recorded demo

6. Week 2+: Move to nurture sequence (monthly newsletter, content emails)

If Prospect Says "Not Ready"

1. Ask: "When should I check back in?"

2. Set reminder for that date

3. Add to nurture email sequence

4. Send relevant content monthly (case studies, feature updates)

5. Re-engage in 3-6 months

Related Templates

Quote Request Template

For pricing inquiries with project details.

• Use when: Prospects need pricing before committing to demo
• Fields: Contact info, service type, budget, timeline, project details

Contact Form Template

General inquiries before demo stage.

• Use when: Prospects have questions before requesting demo
• Fields: Name, email, subject, message

Common Questions

Should phone be required?

Depends on sales motion. Enterprise sales with phone calls: required. Product-led growth with self-serve demos: optional. Required phone increases qualification but reduces form completions by 15-20%.

Can I add a "preferred demo date" field?

Yes, but better to handle scheduling after initial contact. Prospects don't know your availability, so offering open calendar creates back-and-forth. Alternative: Include Calendly link in auto-responder email for immediate self-service booking.

How do I prevent fake demo requests?

Enable reCAPTCHA in form settings for invisible bot protection. Also validate work email domains (filter out gmail.com, yahoo.com if B2B only) via Zapier filtering or CRM automation.

Should I gate content behind demo requests?

No. Gating whitepapers or resources behind demo forms irritates prospects who aren't ready to talk. Use demo forms only for actual demo scheduling. Offer ungated content to build trust first.

What's a good demo request to scheduled demo conversion rate?

Industry benchmark: 40-60% of demo requests convert to scheduled demos. If lower, check: response time (should be <2 hours), email deliverability, phone number accuracy, and follow-up persistence.

Can I use this for trial signup?

No. Demo requests are for sales-assisted onboarding. For self-serve trials, use a simpler signup form (just email + password) to reduce friction. Demo requests should route to sales team, not automated trial provisioning.

Ready to Use This Template?

Click "Use This Template" to load the demo request form in your FormFlux account. Free signup, no credit card required. Customize fields, set up CRM integration, and start qualifying leads.

What's included:

• 8 pre-configured fields for lead qualification
• Company size dropdown for segmentation
• Job title field for decision-maker identification
• Email validation
• Mobile-responsive design
• Auto-responder support
• All integrations available (CRM, Slack, email)
• Export to CSV/JSON

Setup time: 2-3 minutes Cost: Free (Pro features optional) No credit card required