Partner Portal or Google Form? Choosing the Right Lead Intake Tool

Introduction

As Canada’s clean energy sector grows more collaborative, vendor partnerships are becoming a core strategy from solar installers teaming up with HVAC providers to smart tech startups co-marketing with nonprofit sustainability groups.

But with more partnerships comes more complexity: Who owns the lead? Where does it go next? How quickly can we respond?

That’s where lead intake tools become critical. Whether you’re running a one-off referral program or scaling a national partner network, the way you collect and manage incoming leads could be the difference between deal flow and deal loss.

In this post, we’ll compare two popular intake methods used by Canadian vendors: Google Forms and partner portal platforms like Solenery. Each has its time and place — but which one fits your growth stage best?

Option 1: Google Forms — Fast, Free, and Familiar

Google Forms has become the default tool for small teams and startups because it’s free, simple, and doesn’t require any coding.

✅ Advantages:

• Zero upfront cost: All you need is a Google account.
  
• Quick setup: Build and launch a form in under 30 minutes.
  
• Universally accessible: Partners can submit from any device or browser.
  
• Data export: Download leads to CSV or connect via Zapier to CRMs.
  

🚫 Limitations:

• No real-time tracking: You won’t know if a lead has been contacted or lost.
  
• No segmentation: Hard to route leads by partner, service area, or sales rep.
  
• Unbranded experience: May not instill confidence in higher-value partners.
  
• Manual follow-up: Someone must check submissions and delegate manually.
  

Use case:

Google Forms are ideal for early-stage vendors, pilot campaigns, or single-partner collaborations where simplicity outweighs sophistication.

Option 2: Solenery’s Partner Portal — Scalable, Trackable, Professional

For vendors looking to scale B2B partnerships, tools like Solenery’s Partner Portal offer a powerful upgrade.

Key Features:

• Branded intake pages for each partner or campaign
  
• Automated lead routing based on postal code, vertical, or deal type
  
• Built-in analytics: Track partner performance and conversion rates
  
• CRM integrations: Auto-sync with platforms like Salesforce, GHL, or Zoho
  
• Partner dashboard: Let collaborators see the status of their referrals in real time
  

Benefits:

• Efficiency: No more bottlenecks or missed leads
  
• Accountability: Clear hand-offs and follow-up timelines
  
• Data clarity: Know exactly where your deals are coming from
  
• Professionalism: Builds trust with serious, long-term partners
  

Use case:

Perfect for mid-to-large vendors with multiple offerings (solar, HVAC, energy audits), regional expansion plans, or government-funded projects that require audit trails and timely reporting.

Why It Matters in the Canadian Market

Incentive programs like Canada Greener Homes, CleanBC, and provincial retrofit rebates mean timelines are tight and paperwork matters. That puts pressure on clean energy vendors to streamline their intake processes, especially when working with third parties.

A disorganized or manual lead collection process can lead to:

• Lost government rebate eligibility
  
• Frustrated partners or clients
  
• Duplicate outreach from multiple reps
  
• Missed follow-ups during peak season
  

By contrast, a clean, centralized portal reinforces your brand’s credibility, responsiveness, and readiness for scale — all key factors in winning high-value commercial contracts and long-term partner trust.

When to Upgrade from Forms to Portals

Still using forms but wondering if it’s time to level up?

Here are signs it’s time to upgrade:

• You’re managing leads from 3+ active partners
  
• You’ve lost track of who submitted what
  
• Sales is spending time sorting through messy spreadsheets
  
• You’ve outgrown manual processes and want CRM automation
  
• You want to present as a premium vendor to commercial clients
  

Choosing the Right Fit

Feature	Google Forms	Solenery Partner Portal
Cost	Free	Premium, with ROI tracking
Setup Time	<1 hour	1–2 days with support
Lead Routing	Manual	Automated
Branding	Basic (or none)	Fully customized
Scalability	Low	High
CRM Integration	Limited	Built-in

Final Thoughts

Whether you’re a solar installer launching your first referral campaign or a multi-service energy brand managing dozens of local collaborators, your lead intake process needs to match your ambition.

Google Forms may work as a temporary fix, but as your network grows, so do the risks of manual, outdated systems.

Platforms like Solenery give Canadian clean energy providers the infrastructure to scale smarter — not just bigger.