--- title: "New Account Intake (old) - Refrigeration Heroes" canonicalUrl: "https://refrigerationheroes.com/new-account-intake-old/" excerpt: "MUST HAVE NEED TO HAVE WANT TO HAVE MUST have System Entry + Billing + Operational Execution.  Required to deliver service and invoice correctly 1. Company & Location Info COMPANY NAME SERVICE ADDRESS CITY STATE ZIP INDUSTRY / VERTICAL StrategicNon-Strategic ADDITIONAL LOCATIONS? YesNo RH ACCOUNT MANAGER 2. Primary & Secondary Service Contacts NAME TITLE PHONE (LOCATION) PHONE (MOBILE) EMAIL PREFERRED CONTACT METHOD Phone – LocationPhone – MobileEmailTextIn-Person CHECK-IN PROCEDURE Sign-In SheetBadge RequiredCall AheadEscort RequiredNo RequirementOther VENDOR ONBOARDING PORTAL? YesNo 3. Billing Setup / Accounts Payable NAME TITLE EMAIL PHONE COMPANY LEGAL NAME BILLING ADDRESS (If Different) PAYMENT TERMS Net 15Net 30Net […]" datePublished: "2026-04-29T17:52:21+00:00" dateModified: "2026-05-22T14:02:02+00:00" --- New Account Intake (old) - Refrigeration Heroes ** * MUST HAVE NEED TO HAVE WANT TO HAVE ## MUST have System Entry + Billing + Operational Execution.  Required to deliver service and invoice correctly 1. Company & Location Info**** COMPANY NAME SERVICE ADDRESS CITY STATE ZIP INDUSTRY / VERTICAL * Strategic Non-Strategic ADDITIONAL LOCATIONS? ** Yes No RH ACCOUNT MANAGER * 2. Primary & Secondary Service Contacts**** NAME TITLE PHONE (LOCATION) PHONE (MOBILE) EMAIL PREFERRED CONTACT METHOD * Phone - Location Phone - Mobile Email Text In-Person CHECK-IN PROCEDURE ** Sign-In Sheet Badge Required Call Ahead Escort Required No Requirement Other VENDOR ONBOARDING PORTAL? ** Yes No 3. Billing Setup / Accounts Payable**** NAME * TITLE EMAIL PHONE COMPANY LEGAL NAME BILLING ADDRESS (If Different) PAYMENT TERMS * Net 15 Net 30 Net 45 Net 60 Due on Receipt Other CC ON FILE ** Yes No AR EXCEPTION ** Yes No PO REQUIRED ** Yes No APPROVAL LIMIT BEFORE PO NEEDED * PREFERRED INVOICE DELIVERY * Email Portal Mail Email + Portal Additional Locations (If Applicable)**** LOCATION 2 - NAME / ADDRESS * LOCATION 2 - BILLING CONTACT LOCATION 2 - PO REQUIRED * Yes No N/A LOCATION 2 - APPROVAL LIMIT ** Yes No N/A LOCATION 2 - INVOICE DELIVERY ** Email Portal Mail Email + Portal N/A 4. Service Scope (Initial Expectations)**** SERVICES EXPECTED * HVAC KITCHEN EQUIPMENT PREVENTATIVE MAINTENANCE REFRIGERATION EXHUAST / MAKEUP AIR EMERGENCY SERVICE EQUIPMENT COUNT - COLD SIDE EQUIPMENT COUNT - HOT SIDE 5. Sales Handoff Context**** HOW THEY BECAME A CUSTOMER * Referral Cold Outreach Existing Relationship Project Emergency IMMEDIATE WORK PENDING ** Service Call Quote Maintenance Plan Site Walkthrough None Multiple - See Notes HANDOFF NOTES / CONTEXT SUBMIT ## Need to have Improves win rate, retention, and margin expansion.  Supports targeted and ancillary sales growth * 6. Facility Basics**** OPERATING HOURS HOURS WE CAN SERVICE PEAK / CRITICAL HOURS IS FACILITY TEMPERATURE CRITICAL * Yes No 7. Safety & Site Requirements**** PPE REQUIRED ** Yes - Hard Hat + Hi-Vis Yes - Steel Toe Required Yes - Full PPE Kit Basic (Gloves + Safety Glasses) No Special Requirements Facility Will Specify On-Site TECH CHECK IN/OUT PROCEDURE ** Sign In/Out at Front Desk Contact Site Manager on Arrival Digital Badge / Kiosk Call Ahead Required No Formal Procedure Other INSURANCE / COI NEEDED ** Yes No Already on File COI NOTES / REQUIREMENTS * SUBMIT ## Want to have Strategic intelligence – relationship building layer.  Supports business development and ancillary sales growth. 8. Growth & Risk Signals**** CURRENTLY UNDER MAINTENANCE AGREEMENT * Yes No Expired / Lapsed Unknown ADDITIONAL UNSERVICED LOCATIONS ** Yes No Unknown INTEREST IN PM PROGRAM ** Yes - High Interest Yes - Some Interest No Already Has One Unknown BUDGET CYCLE TIMING ** Q1 (Jan - Mar) Q2 (Apr - Jun) Q3 (Jul - Sep) Q4 (Oct - Dec) Rolling / Monthly Unknown ANYTHING URGENT WE SHOULD KNOW 9. After-Hours / Emergency Contact**** NAME * TITLE PHONE (LOCATION) PHONE (MOBILE) EMAIL 10. Service Authorization Basics** WHO CAN APPROVE WORK ON-SITE? AFTER-HOURS SERVICE AUTHORIZATION * Yes No Case-by-Case SITE ACCESS AFTER HOURS ** Yes No With Escort Only Key / Access Code Provided GATE CODE / ENTRY INSTRUCTIONS PARTS AUTO OVERNIGHT / EXPEDITED APPROVED ** Yes - Auto Approved No - Approval Required Up to Specified Limit PARTS NOTES SUBMIT