The Fields Are the Intake Script
One lead manager marked the roof "Unknown" and skipped back taxes. Underwriting assumed the worst. The deal closed $18K below what we should have paid.
The offer is only as good as the call that fed it. Temperature and a follow-up date are not enough. Seven custom field folders in DataSift are the company's single source of truth. Acquisitions reads them. Underwriting prices off them. The closer negotiates with them.
Better intake feeds more accurate underwriting. More accurate underwriting produces a more competitive offer. A more competitive offer wins more deals. Skip a field and you hand the gap to Acquisitions later, when the seller is harder to reach.
Fill the fields during or right after the call. By 5pm you will not remember whether the seller said the HVAC was 8 years old or 18. Capture it live, in the seller's exact words.
The Seven Custom Field Folders
Click a folder for its field count, job, and key fields. They run in call order: qualify, log the property, dig into the money.
Folders
One per phase of the qualifying call.
Fields
Every answer the team needs to make an offer.
MAO drivers
CapEx and Debts pull the offer up or down.
Source of truth
The whole company works off these fields.
Red folders (3 and 4) drive the offer. Click any folder to open it.
Qualifying Questions
Establishes timeline, motivation, asking price, and flexibility: this folder sets the lead temperature. ASAP pre-foreclosure with a flexible price is hot; "just exploring" with a firm Zillow number is cold.
- Seller Timeline and Reason for Selling set the urgency.
- Asking Price plus Is Price Flexible? tell you the negotiating room.
- What Happens After They Sell? reveals the real motivation behind the move.
Property Condition - General
Captures the lead manager's overall read on condition during the call. This is the broad picture: occupied or vacant, the seller's own words on the inside and outside, and the red flags that change a price (junk, soft floors, prior flooding).
- Overall Condition and Vacancy Status frame the whole deal.
- Interior and Exterior Condition Notes hold the seller's exact descriptions.
- Prior Flooding or Mold? flags hidden cost that surface inspections miss.
CapEx Assessment
The most critical folder for underwriting: roof, HVAC, water heater, plumbing, electrical, and junk removal. Every "Unknown" forces a conservative Full-Gut assumption that lowers the offer.
- Six systems, each with a Condition, an Age, and a Notes field.
- Roof Condition alone can swing the rehab budget by five figures.
- Junk Removal Needed? carries a dollar estimate baked into the option itself.
Property Debts & Encumbrances
Every debt comes off MAO dollar-for-dollar: mortgage balance, back taxes, HOA arrears, liens, code violations, probate, foreclosure. Miss one and your offer looks generous on paper but cannot close.
- Mortgage Balance and Back Taxes Amount are pure deductions.
- Foreclosure Filed? and Foreclosure Sale Date set the clock on the deal.
- Code Violations or Liens? can quietly add thousands to close.
Title & Ownership
Confirms you are talking to the real decision-maker. Other heirs, a trust, or an attorney means more signatures, and you want to know now, not at the closing table.
- Is Seller the Owner of Record? is the first thing to confirm.
- Other Owners or Heirs? and All Parties Willing to Sell? expose hidden vetoes.
- Property in Trust? changes who signs and how.
Deal Intelligence
Pricing context and negotiation intel: where did the seller's number come from? A Zillow guess is soft, an agent appraisal is firmer, and the closer frames the offer around that.
- Seller's Price Expectation Source tells you how much the number can move.
- Best Price Seller Would Accept captures any hint below asking.
- Deal Intelligence Notes holds what makes the seller say yes.
Appointment & Next Steps
Field-visit logistics and access: who will be present, lockbox codes, what the team needs before going out. Appointment dates and times live in the Tasks feature.
- Field Visit Scheduled? and Field Visit Date set the plan.
- Property Access and Lockbox / Key Available? prevent locked-out visits.
- Field Visit Notes brief the person walking the property.
The CapEx Cheat Sheet
Six systems decide the rehab budget. Read each one on the call. The fields below show what to capture and what an "Unknown" costs.
Every "Unknown" forces a Full-Gut assumption that lowers your offer. Underwriting cannot price hope. When a system is unknown, the model assumes it needs full replacement and bakes that cost into the number. Three "Unknowns" can be the difference between winning and losing the deal.
Fields: Roof Condition (Dropdown), Roof Age in Years (Number), Roof Notes (Single line).
Condition options:
- Insurable
- Needs Replacement
- Recently Replaced
- Unknown
Ask the seller the age and the material. Put their exact words in Notes. "Insurable" means it passes a carrier inspection, which is the bar that matters for a flip.
Fields: HVAC Condition (Dropdown), HVAC Age in Years (Number), HVAC Notes (Single line).
Condition options:
- Working
- Insurable
- Needs Replacement
- Unknown
Confirm whether it heats and cools, grab the brand, and note any known issues. A unit that "works" but is 20 years old is a different number than a 5-year system.
Fields: Water Heater Condition (Dropdown), Water Heater Age in Years (Number), Water Heater Notes (Single line).
Condition options:
- Working
- Needs Replacement
- Recently Replaced
- Unknown
Note gas versus electric, tank versus tankless, and any leaks. Small ticket, but leaks signal water damage you want flagged elsewhere too.
Fields: Plumbing Condition (Dropdown), Plumbing Type (Dropdown), Plumbing Notes (Single line).
Condition options:
- No Known Issues
- Known Issues
- Needs Full Replacement
- Unknown
Plumbing Type options: Copper, PVC, Galvanized, Unknown. Galvanized and cast-iron drain lines are red flags. Capture any leaks or prior repairs in Notes.
Fields: Electrical Condition (Dropdown), Panel Type (Dropdown), Electrical Notes (Single line).
Condition options:
- No Known Issues
- Known Issues
- Needs Panel Upgrade
- Unknown
Panel Type options: Breaker panel, Fuse box, Updated recently, Unknown. Note knob-and-tube or aluminum wiring in Notes. A fuse box almost always means a panel upgrade.
Fields: Junk Removal Needed? (Dropdown), Junk Removal Notes (Single line).
Options carry the estimate built in:
- Yes - significant (est. $3,000-$5,000+)
- Yes - minor (est. $1,500)
- No
- Unknown
Describe what is left in Notes: furniture, personal property, debris, vehicles. The option you pick feeds a dollar figure straight into the rehab budget.
All 75 Fields, One Folder at a Time
The complete reference. Every field, its input type, and what its answer tells the team. Tab through the seven folders.
Qualifying Questions
Eight fields that set the lead temperature.
| Field | Type | What it tells you |
|---|---|---|
| Seller Timeline | Dropdown | When does the seller need to sell |
| Reason for Selling | Dropdown | Primary motivation for selling |
| Asking Price | Number | Seller's stated price expectation (raw number, no formatting) |
| Is Price Flexible? | Dropdown | How firm is the seller on price |
| Other Offers Received? | Dropdown | Have they received offers from other buyers |
| Other Offer Amount | Number | If yes above, what amount were they offered |
| Previously Listed with Agent? | Dropdown | Listing history |
| What Happens After They Sell? | Dropdown | Where is the seller going after the sale |
Property Condition - General
Ten fields for the overall read on the property.
| Field | Type | What it tells you |
|---|---|---|
| Overall Condition | Dropdown | General condition rating |
| Interior Condition Notes | Multi line | What seller says about inside: flooring, kitchen, bathrooms, paint, fixtures, smell, etc. |
| Exterior Condition Notes | Multi line | Roof visible issues, paint, landscaping, foundation cracks, windows, siding |
| Vacancy Status | Dropdown | Is the property occupied |
| If Tenant - Lease Status | Dropdown | Tenant lease type if applicable |
| Junk / Debris Present? | Dropdown | Junk/debris volume |
| Soft Floors / Water Damage? | Dropdown | Water damage indicators |
| Prior Flooding or Mold? | Dropdown | History of flooding or mold |
| Year of Last Major Update | Single line | Seller's stated year of last renovation (e.g., kitchen done in 2018) |
| Photos Obtained? | Dropdown | Photo collection status |
CapEx Assessment
Seventeen fields. Six systems, each with condition, age, and notes, plus junk removal.
| Field | Type | What it tells you |
|---|---|---|
| Roof Condition | Dropdown | Condition of the roof |
| Roof Age (Years) | Number | Seller's stated age or year replaced |
| Roof Notes | Single line | Material type, visible damage, seller's exact words |
| HVAC Condition | Dropdown | Condition of the HVAC system |
| HVAC Age (Years) | Number | Seller's stated age or year replaced |
| HVAC Notes | Single line | Brand, whether it heats/cools, any known issues |
| Water Heater Condition | Dropdown | Condition of the water heater |
| Water Heater Age (Years) | Number | Seller's stated age or year replaced |
| Water Heater Notes | Single line | Gas vs. electric, any leaks, tankless or tank |
| Plumbing Condition | Dropdown | Condition of the plumbing |
| Plumbing Type | Dropdown | Material of plumbing lines |
| Plumbing Notes | Single line | Any leaks, prior repairs, cast iron drain lines, etc. |
| Electrical Condition | Dropdown | Condition of the electrical system |
| Panel Type | Dropdown | Type of electrical panel |
| Electrical Notes | Single line | Any known hazards, knob-and-tube, aluminum wiring, etc. |
| Junk Removal Needed? | Dropdown | Volume of junk to remove |
| Junk Removal Notes | Single line | Describe what's left: furniture, personal property, debris, vehicles, etc. |
Property Debts & Encumbrances
Seventeen fields. Every debt here comes off MAO dollar-for-dollar.
| Field | Type | What it tells you |
|---|---|---|
| Mortgage Balance | Number | Seller's stated balance (approximate is fine) |
| Mortgage Status | Dropdown | Current status of mortgage payments |
| Back Taxes Owed? | Dropdown | Are there unpaid property taxes |
| Back Taxes Amount | Number | Seller's stated amount or rough estimate |
| HOA? | Dropdown | Is there an HOA |
| HOA Monthly Amount | Number | Monthly dues amount |
| HOA Arrears? | Dropdown | Behind on HOA dues |
| HOA Arrears Amount | Number | Amount behind on HOA |
| Code Violations or Liens? | Dropdown | Code violations, liens, judgments |
| Code Violation Notes | Single line | What violations, estimated cost to cure |
| Open or Unpermitted Work? | Dropdown | Work done without permits |
| Unpermitted Work Notes | Single line | What was done without permit |
| Probate / Estate Situation? | Dropdown | Probate or estate status |
| Probate Notes | Single line | Attorney involved? Multiple heirs? Court timeline? |
| Foreclosure Filed? | Dropdown | Is foreclosure filed |
| Foreclosure Sale Date | Date | If known, date of scheduled foreclosure sale |
| Encumbrance Notes | Multi line | General notes on any debts, judgments, or title issues mentioned |
Title & Ownership
Eight fields that confirm you are talking to the real decision-maker.
| Field | Type | What it tells you |
|---|---|---|
| Is Seller the Owner of Record? | Dropdown | Is the seller the actual owner |
| Other Owners or Heirs? | Dropdown | Additional parties on title |
| Other Owners / Heirs Names | Single line | Names of additional parties who must sign |
| All Parties Willing to Sell? | Dropdown | Are all owners/heirs on board |
| Attorney or Executor Involved? | Dropdown | Is there legal representation |
| Attorney / Executor Name & Contact | Single line | Name and phone/email if applicable |
| Property in Trust? | Dropdown | Is property held in trust |
| Trust Notes | Single line | Name of trust, trustee info |
Deal Intelligence
Seven fields of pricing context and negotiation intel for Acquisitions.
| Field | Type | What it tells you |
|---|---|---|
| Seller's Price Expectation Source | Dropdown | Where did their number come from |
| Seller Open to Below-Market Offer? | Dropdown | Flexibility on accepting below market |
| Best Price Seller Would Accept | Number | If they hinted at a number below asking, capture it here |
| Preferred Closing Timeline | Dropdown | Closing timeline preference |
| Cash or Finance Preference? | Dropdown | Offer type preference |
| How Did They Hear About Us? | Dropdown | Lead source attribution |
| Deal Intelligence Notes | Multi line | Anything that would help make an offer: seller's emotional state, what they care about most, what would make them say yes |
Appointment & Next Steps
Eight fields for field-visit logistics and property access.
| Field | Type | What it tells you |
|---|---|---|
| Photos on File? | Dropdown | Photo collection status |
| Field Visit Scheduled? | Dropdown | Has a field visit been scheduled |
| Field Visit Date | Date | Scheduled date for field visit |
| Who Will Be Present? | Single line | Seller, tenant, TC, vacant, etc. |
| Property Access | Dropdown | Level of access to the property |
| Lockbox / Key Available? | Dropdown | Access method for field visit |
| Lockbox Code | Single line | Code if available |
| Field Visit Notes | Multi line | Anything the team needs to know before going out |
How Fields Become the Offer
MAO, the Maximum Allowable Offer, is the most you can pay and still hit margin. Two folders move it. The other five shape the deal.
Start with the after-repair value. Subtract target profit and holding costs. Subtract the rehab budget, which CapEx (Folder 3) drives. Subtract every debt (Folder 4) dollar-for-dollar. The remainder is MAO. Qualifying Questions (Folder 1) tell you how far below it the seller will go.
Every debt comes off MAO dollar-for-dollar. A $40K mortgage, $6K in back taxes, and a $2K HOA arrears are not "details." They are $48K straight off the top. Capture every debt field, even the ones the seller waves off.
A confident "Insurable" roof keeps the rehab line lean and lifts MAO. An "Unknown" roof forces the Full-Gut assumption and drops it. The fields are not describing the house. They are setting the price.
Run the Folders in Sequence
Qualify before you dig into condition. Read the property before you price the money. Confirm the seller can sign before you book a visit.
Work top to bottom. Folders 3 and 4 (red) are where the offer is won or lost, so slow down there. By the time you reach Folder 7, you know the deal, the price, and who signs. The visit is logistics, not discovery.
Auto-Create All 75 Fields
Do not build these by hand. The DataSift Lead Management plugin for Claude Cowork creates all 7 groups and 75 fields in about a minute.
The plugin sends a POST request to apiv2.reisift.io with the full field spec, and DataSift builds the structure on your account. No hand-copied labels, no dropdown typos. The same 7 folders and 75 fields on every account.
Download the DataSift Lead Management plugin
The .plugin file for Claude Cowork. It builds all 75 fields, generates your branded Lead Manager training manual, and installs the daily KPI bot. Get it on Google Drive →
The field-type API quirk to know
The API field types are backwards from intuition: text creates a multi-line field, text_input creates a single-line field. The plugin handles the mapping, but it helps to know when you verify.
Install the plugin
Download the DataSift Lead Management plugin and add it to Claude Cowork. It connects to your DataSift account through the API.
Run the setup
Tell the plugin set up my training. It loads the lead-manager structure, including the custom field definitions.
Build the fields
Tell it build my custom fields. The plugin POSTs to apiv2.reisift.io and creates all 7 groups and 75 fields in about 60 seconds.
Verify
Open Settings > Custom Fields > Fields in DataSift. Confirm all 7 folders appear in order and each holds the right field count. You are ready to run the intake call.
Where to Go From Here
The intake fields feed the CRM systems that run the rest of the lead's life. Keep building.
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