An architecture practice receives twenty enquiries a month. Some are loft conversions. Some are new homes. One is a school extension. Two are for projects outside the practice's area. Several come from people who have not yet bought the property. The principal architect spends hours on initial conversations, many of which go nowhere.
Qualifying enquiries early helps practices focus on the right projects and reply faster to them.
Step 1: ask about the project type
Is it an extension, a loft conversion, a new build, a refurbishment or a commercial project? Each needs different skills and time.
Step 2: ask for the location
Location matters for travel, local planning knowledge and whether the practice covers the area.
Step 3: ask about the stage
Is the client still thinking about buying a property, do they own it, or do they already have planning permission? The stage affects what the architect needs to do first.
Step 4: ask about budget
A rough build budget helps the architect understand scale and whether the project is realistic. Fee questions often follow, as covered in architect fee questions that decide who gets the project.
Step 5: ask about timeline
When do they hope to start building? Tight timelines may need a different approach.
Step 6: ask what they need
Some clients need full services from design to completion. Others need planning drawings only. Knowing this helps the practice propose the right service.
Step 7: capture it in conversation
SpideyChat for architecture practices asks these questions at any hour and captures project details for the architect. More on practices using it is in AI receptionist for architects.
Homeowner: We'd like to extend our kitchen. Can you help? Assistant: The services page explains that the practice designs extensions and handles planning applications. To help the architect prepare, could you share your address, whether you own the property, roughly what you'd like to build, your budget range and when you'd hope to start?
Step 8: route by fit
Projects that clearly fit can go straight to the architect. Projects outside the practice's scope can receive a polite reply. Large projects may need a different route, covered in large projects and multi-stage enquiries.
Step 9: explain planning in general
Many clients ask about planning early. General answers are covered in planning and permission questions clients ask architects.
Step 9b: be honest about poor fits
Some enquiries are for projects the practice does not take on, such as very small alterations or work far outside its area. A quick, polite reply that explains why, and suggests what the client might look for instead, is far better than silence. Clients remember practices that treated them well, and some come back with a larger project later or recommend the practice to friends.
Step 9c: prepare before the first meeting
With the project details captured, the architect can arrive at the first meeting having already looked at the property on a map, checked for obvious constraints and thought about options. That preparation makes a strong impression and often decides who gets the project.
Step 10: reply fast to the best fits
Homeowners contact several practices. The practice that replies first with a clear next step often gets the project.
Setting it up
Write your qualifying questions and set the assistant to capture them. The guides to installing the widget and training your bot explain how.