Sales Pipeline Tracking

The Sales Pipeline built into the PropertyList Smart CRM offers an automated solution. It provides a real-time, visual chart of your entire sales funnel.

What is Pipeline Tracking?

Pipeline tracking is a visual roadmap for your potential clients. It allows you to instantly visualise the specific stages each lead is progressing through, from the initial direct contact all the way to a successfully completed transaction at the notary.

The six pipelines

The CRM has six pipelines. Each one tracks a different type of record, and only three of them cost anything.

• Lead pipeline: free. Every new lead lands in New Lead, and the stages are fixed.

• Buyer pipeline: The first 5 buyer leads are free, then 1 credit each, spent only when you choose to move that lead into the Buyer pipeline. Credits are sold in packs from 20 up to 1,000. The stages are editable.

• Seller pipeline: free. The stages are fixed.

• Property pipeline: free. New properties land in Active Listing, and the stages are editable.

• Tenants pipeline: part of the Rentals Module subscription, together with Tenancies and Maintenance. 50 credits per 30-day period, with a free 30-day trial.

• Nurture pipeline: part of the Automation & Nurture subscription at 20 credits a month, which also includes the automated emails, Hot-lead detection and the Daily Action Queue. It is one product at one price.

Reservation Paid, Deposit Paid, Mortgage in Progress, Notary Appointment and WON - Deed Signed sit at the end of the Buyer and Property pipelines, so the legal phase is tracked alongside the rest of the deal.

Strategic Benefits for Agents

By deploying the sales pipeline, individual agents gain a significant operational benefit:

• Identify Bottlenecks: Easily see if leads are getting stuck at a particular stage, such as remaining in “Viewed” but not moving to “Reserved”. This helps you identify exactly where your sales process needs improvement so you can enhance your follow-up communications.

• Prioritise Leads: Focus your energy on the leads that demonstrate the highest closing potential. By visualising the pipeline, you can allocate your time and resources accurately where they matter most.

• Improved Communication: Stay informed about each lead’s current progress, ensuring timely follow-up at every critical stage of the transaction.

• Accurate Forecasting: Gain immediate insights into your projected commissions and sales based on the current composition of your active pipeline.

Strategic Oversight for Administrators

For agency managers and directors, the pipeline operates as a high-level command centre:

• Team Overview: Monitor the overall health of the entire company’s sales pipeline. You can see exactly how different agents are performing and identify specific areas for potential coaching or resource reallocation.

• Filter & Analyse: Drill down into specific team members, property types (such as apartments or luxury villas), or precise stages of the pipeline to gain deeper market insights. For instance, you can analyse which property types convert most frequently from “Viewed” to “Reserved”.

• Data-Driven Decisions: Use concrete pipeline data to make strategic, high-level decisions regarding your marketing efforts, resource allocation, and overall company sales strategy.

• Advanced Team Management: Assign specific staff members to distinct leads or contacts within the pipeline.

The Future of Pipeline Management (Coming Soon)

Upcoming premium features are planned:

• Lead Scoring: The platform will soon incorporate intelligent lead scoring to automatically prioritise contacts based on their likelihood of converting. Leads who demonstrate strong interest through detailed enquiries or multiple viewing requests will be assigned a higher priority score.

• Reporting & Insights: Generate reports that provide data and insights into your sales performance. Track market trends over time, compare individual agent performance, and rapidly identify areas for structural improvement.

What it looks like

Next steps

• Syncing your calendar with other Apps
• Notes & history - keep the record with the contact.
• Performance analytics - see what is converting.