Overview

Overview

Pipelines visualize your sales process - from first contact to closed deal. Each pipeline has stages that represent steps in your workflow. Contacts move through stages as they progress toward a transaction.

Standard Pipelines:

• Buyer Pipeline: Leads → Showing → Offer → Under Contract → Closed
• Seller Pipeline: Lead → Listing Presentation → Listed → Under Contract → Closed
• Referral Pipeline: Contact → Qualified → Introduced → Closed

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Pipeline Basics

What is a Pipeline?

A visual workflow showing where each deal stands:

• Stages: Steps in your process (columns on board)
• Cards: Individual deals/contacts (drag between stages)
• Deal Value: Estimated commission or sale price
• Probability: Likelihood of closing (% by stage)

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Kanban Board View

Layout:

• Columns = Stages
• Cards = Deals
• Drag cards left/right to update stage
• See all deals at a glance

Card Shows:

• Contact name and photo
• Deal value (estimated commission)
• Days in current stage
• Last activity date
• Quick actions (call, email, note)

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Default Pipelines

Buyer Pipeline

Stages:

1. New Lead: Just entered system, not yet contacted
2. Contacted: Reached out, awaiting response or first meeting
3. Qualified: Talked to them, confirmed they're a real buyer
4. Actively Showing: Viewing properties regularly
5. Offer Submitted: Made an offer on property
6. Under Contract: Offer accepted, in escrow
7. Closed Won: Deal closed successfully
8. Closed Lost: Didn't work out, went elsewhere or stopped

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Seller Pipeline

Stages:

1. New Lead: Potential seller inquiry
2. Contacted: Initial conversation scheduled or happened
3. Listing Presentation Scheduled: Meeting set up
4. Listing Agreement Signed: You have the listing
5. Active Listing: Property on market
6. Offer Received: Reviewing offers
7. Under Contract: Accepted offer, in escrow
8. Closed Won: Successfully closed
9. Closed Lost: Listing expired, went elsewhere, withdrew

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Using Pipelines

Adding Contact to Pipeline

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Moving Through Stages

Drag and Drop:

• Click card
• Drag to new stage
• Drop to update
• Auto-logs activity

Or Edit Card:

• Click card to open
• Click Move to Stage dropdown
• Select new stage
• Save

Stage Change Triggers:

• Activity logged ("Moved to Showing stage")
• Email notification (optional)
• Task created (optional: "Follow up in 3 days")
• Webhook fired (advanced integrations)

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Deal Values and Win Probability

Set Deal Value:

• Estimated commission OR total sale price
• Updates as deal progresses
• Used for forecasting revenue

Probability by Stage:

• New Lead: 10%
• Contacted: 20%
• Qualified: 30%
• Actively Showing: 50%
• Offer: 70%
• Under Contract: 90%
• Closed: 100%

Weighted Pipeline Value:

• Deal Value × Probability = Weighted Value
• $10K commission × 50% (showing stage) = $5K weighted
• Sum of all weighted values = forecasted revenue

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Pipeline Metrics

Key Performance Indicators

Conversion Rate:

• % of leads that become clients
• Track by stage (lead → qualified → closed)
• Industry average: 1-3%

Average Deal Size:

• Mean commission per closed deal
• Helps with forecasting
• Track over time

Time in Stage:

• How long deals stay in each stage
• Identify bottlenecks
• Optimize slow stages

Pipeline Velocity:

• How fast deals move through pipeline
• Time from lead → closed
• Faster = more deals per year

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Pipeline Dashboard

View Metrics:

• Navigate to CRM → Transactions → Dashboard

See:

• Total deals in pipeline
• Total pipeline value
• Weighted pipeline value (expected revenue)
• Deals by stage (breakdown)
• Deals closing this month
• Average time to close
• Conversion rate by stage

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Pipeline Best Practices

Daily Pipeline Review

Morning Routine (10 min):

1. Open pipeline board
2. Review cards in each stage
3. Identify deals needing action today
4. Set 3 priority follow-ups
5. Update any stale cards

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Weekly Pipeline Cleanup

Every Friday (20 min):

• Archive dead leads (Closed Lost)
• Update deal values
• Move stale deals (stuck over 30 days)
• Review wins for the week
• Plan next week's priorities

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Stage Discipline

Rules:

• Move cards only when stage actually changes
• Don't skip stages (process exists for reason)
• If stuck in stage over 30 days, take action or move to Lost
• Update deal value when you learn more

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Note Everything

On Each Card:

• Log every interaction
• Document objections
• Note competitor intel
• Record next steps
• Set follow-up reminders

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Common Pipeline Mistakes

❌ Too Many Stages

Problem: 15 stages, too complex Fix: 5-8 stages maximum

❌ Letting Deals Go Stale

Problem: Deals sitting 90+ days with no activity Fix: Weekly review, move to Lost if truly dead

❌ Not Updating Deal Values

Problem: Inaccurate revenue forecasts Fix: Update values as you learn more

❌ Skipping Stages

Problem: Moving lead straight to "Under Contract" Fix: Follow your process, each stage matters

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Quick Reference

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