How Do I Manage My Sales Pipeline for Real Estate?

Managing your sales pipeline is essential for real estate agents. You need to track where each buyer and seller is in the sales process, from initial inquiry through showing, offer, contract, and closing. Propel automatically tracks sales stages, manages deal progression, and provides pipeline visibility so you can see the status of all your transactions at a glance.

This guide explains how Propel manages your real estate sales pipeline, what stages are tracked, how deals progress through the pipeline, and how to use pipeline visibility to manage your business effectively.

What Is Sales Pipeline Management?

Sales pipeline management is the process of tracking and managing real estate transactions from initial contact through closing. The pipeline shows:

• Where each deal is - Current stage in the sales process
• What's next - Next steps for each transaction
• Pipeline health - Overall status of all deals
• Conversion rates - How many leads convert at each stage

Propel automatically tracks pipeline stages and updates them as deals progress, giving you real-time visibility into your sales pipeline.

Real Estate Sales Pipeline Stages

Real estate sales pipelines have different stages than rental pipelines. Propel tracks these stages for both buyer and seller transactions:

Buyer Pipeline Stages

1. Inquiry - Buyer contacts you about a property
2. Qualified - Buyer is qualified (pre-approved, budget matches, timeline confirmed)
3. Viewing - Buyer has scheduled or attended showings
4. Offer - Buyer has made an offer on a property
5. Under Contract - Offer accepted, contract signed
6. Closing - Closing scheduled or completed
7. Closed - Deal closed, transaction complete

Seller Pipeline Stages

1. Inquiry - Seller contacts you about listing services
2. Qualified - Seller is qualified (property details, timeline, motivation confirmed)
3. Listing Presentation - Listing presentation scheduled or completed
4. Listed - Property is listed and active on market
5. Under Contract - Offer received and accepted, contract signed
6. Closing - Closing scheduled or completed
7. Closed - Deal closed, transaction complete

Pipeline Stage Updates

Propel automatically updates pipeline stages as deals progress:

• Stage progression - Stages update automatically based on conversation activity
• Intent recognition - Propel identifies when buyers make offers or sellers list properties
• Activity tracking - Stages update when showings are scheduled, offers are made, etc.
• Manual updates - You can manually update stages if needed

How Propel Tracks Deals

Propel tracks deals through engagements, which represent conversations with buyers and sellers:

Engagement-Based Tracking

Each buyer or seller inquiry creates an engagement that:

• Tracks the conversation - All messages and interactions
• Records pipeline stage - Current stage in the sales process
• Links to properties - Associates deals with specific listings
• Tracks activity - Records all activity and updates

Automatic Stage Updates

Propel automatically updates stages when:

• Buyers schedule showings - Stage updates to "Viewing"
• Buyers make offers - Stage updates to "Offer"
• Offers are accepted - Stage updates to "Under Contract"
• Sellers list properties - Stage updates to "Listed"
• Contracts are signed - Stage updates to "Under Contract"
• Closings are scheduled - Stage updates to "Closing"

Manual Stage Management

You can also manually update stages:

1. Open engagement - View the engagement detail page
2. Update stage - Change the pipeline stage manually
3. Add notes - Document stage changes and reasons
4. Save changes - Updates are saved immediately

Deal Tracking

Propel tracks all the important details for each deal:

Buyer Deal Tracking

For buyer transactions, Propel tracks:

• Property information - Which properties buyers are interested in
• Showing history - All showings scheduled and attended
• Offer details - Offers made, status, and negotiations
• Contract information - Contract status and details
• Closing coordination - Closing dates and requirements

Seller Deal Tracking

For seller transactions, Propel tracks:

• Property information - Property being listed
• Listing status - Active, pending, sold
• Buyer inquiries - All inquiries about the listing
• Offer details - Offers received, status, and negotiations
• Contract information - Contract status and details
• Closing coordination - Closing dates and requirements

Deal Information Visibility

You can view deal information in:

• Engagement detail page - Complete deal information and history
• Contact profile - All deals associated with a contact
• Listing detail page - All deals associated with a listing
• Pipeline view - Deal status across all stages

Contract Management

While Propel doesn't generate contracts, it helps coordinate contract-related activities:

Contract Tracking

Propel tracks contract-related information:

• Contract status - Under contract, pending, executed
• Contract dates - Important dates and deadlines
• Contract notes - Notes about contract terms and negotiations
• Contract follow-up - Reminders and follow-up tasks

Contract Coordination

Propel helps coordinate contract activities:

• Contract reminders - Reminds you of important contract dates
• Follow-up scheduling - Schedules follow-ups for contract-related tasks
• Communication tracking - Tracks all contract-related communications
• Status updates - Updates pipeline stages when contracts are signed

Note: Actual contract preparation and negotiation typically happens outside Propel, but Propel helps coordinate communication and track the process.

Closing Coordination

Propel helps coordinate closing activities for both buyers and sellers:

Closing Tracking

Propel tracks closing-related information:

• Closing dates - Scheduled closing dates
• Closing status - Closing scheduled, completed, or delayed
• Closing requirements - Tasks and requirements before closing
• Closing notes - Notes about closing coordination

Closing Coordination

Propel helps coordinate closing activities:

• Closing reminders - Reminds you of upcoming closings
• Follow-up scheduling - Schedules follow-ups for closing-related tasks
• Communication tracking - Tracks all closing-related communications
• Status updates - Updates pipeline stages when closings are completed

Post-Closing Follow-Up

After closings, Propel can help with:

• Thank you messages - Sends thank you messages to clients
• Referral requests - Asks for referrals from satisfied clients
• Future opportunities - Maintains relationship for future transactions

Pipeline Visibility

Propel provides multiple ways to view and manage your sales pipeline:

Pipeline Dashboard

The pipeline dashboard shows:

• Stage overview - Number of deals in each stage
• Stage progression - How deals move through stages
• Conversion rates - Percentage of deals that convert at each stage
• Pipeline health - Overall status of your pipeline

Engagement List View

The Engagements page shows:

• All deals - All buyer and seller transactions
• Current stage - Pipeline stage for each deal
• Last activity - When each deal was last updated
• Status - Current engagement status

Filtering and Searching

You can filter and search your pipeline:

• By stage - View all deals in a specific stage
• By status - Filter by engagement status
• By contact - Find all deals for a specific contact
• By property - Find all deals for a specific listing
• By date - Filter by activity date

Pipeline Analytics

Propel tracks pipeline metrics:

• Stage distribution - How many deals are in each stage
• Conversion rates - Percentage converting at each stage
• Average time in stage - How long deals stay in each stage
• Pipeline velocity - How quickly deals move through pipeline

Best Practices for Pipeline Management

Keep Stages Updated

• Review regularly - Check pipeline stages weekly
• Update promptly - Update stages when deals progress
• Be accurate - Ensure stages reflect actual deal status
• Document changes - Add notes when updating stages

Monitor Pipeline Health

• Check dashboard - Review pipeline dashboard regularly
• Identify bottlenecks - Find stages where deals get stuck
• Track conversion - Monitor conversion rates at each stage
• Optimize process - Improve workflow based on pipeline data

Use Pipeline Visibility

• Filter effectively - Use filters to focus on specific deals
• Track progress - Monitor how deals move through stages
• Identify opportunities - Find deals that need attention
• Plan ahead - Use pipeline data to plan activities

Coordinate Effectively

• Track contracts - Keep contract information current
• Coordinate closings - Ensure closing dates are tracked
• Follow up - Use Propel's follow-up system to stay on top of deals
• Communicate - Keep all parties informed of deal status

Automation and Pipeline Management

Propel automates many pipeline management tasks:

Automatic Stage Updates

• Stage progression - Stages update automatically as deals progress
• Intent recognition - Propel identifies when deals move to next stage
• Activity tracking - Stages update based on conversation activity

Automatic Follow-Up

• Stage-based follow-up - Propel follows up based on pipeline stage
• Contract reminders - Reminders for contract-related tasks
• Closing reminders - Reminders for closing-related tasks

Automatic Notifications

• Stage changes - Notifications when deals move to new stages
• Important dates - Reminders for contract and closing dates
• Stuck deals - Alerts when deals haven't progressed

Troubleshooting

Stages Not Updating

Possible causes:

• Intent not being recognized
• Activity not being tracked
• Manual updates needed

Solutions:

1. Review conversations to see if intent is being identified
2. Check engagement notes to see what activity is being tracked
3. Manually update stages if automatic updates aren't working
4. Verify automation rules are configured correctly

Pipeline Visibility Issues

Possible causes:

• Filters too restrictive
• Deals not being tracked
• Stage assignments incorrect

Solutions:

1. Check filters to ensure they're not too restrictive
2. Verify engagements are being created for all deals
3. Review stage assignments to ensure they're correct
4. Check pipeline dashboard for overall visibility

Deal Tracking Problems

Possible causes:

• Information not being captured
• Deals not being linked correctly
• Activity not being recorded

Solutions:

1. Review engagement notes to see what information is captured
2. Verify deals are linked to correct contacts and listings
3. Check activity timeline to see what's being recorded
4. Manually add information if needed

Related Articles

• Real Estate Agent Workflow: Managing Buyer and Seller Leads - Complete workflow guide
• Understanding Engagements - Learn how engagements track deals
• Managing Contacts - View all deals for a contact
• Managing Real Estate Listings (For Sale) - Track deals for specific listings
• Managing Follow-ups - Use follow-ups to move deals through pipeline
• Qualifying Buyer Leads - Understand buyer qualification in pipeline
• Managing Seller Leads and Listing Inquiries - Understand seller qualification in pipeline