Pipelines Guide

What is a Pipeline?

A pipeline represents your deal workflow from initial contact to close. Each pipeline consists of stages that deals move through, with metrics tracked at every step to help you forecast revenue and identify bottlenecks.

Built-in Strategy Templates

Standard Pipeline Stages

• Backlog / LeadInitial contact or property identified. Minimal qualification done. Use for incoming leads and potential deals.

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• QualifiedProperty meets your criteria (location, price, condition). Seller motivated and timeline clear. Ready for analysis.

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• Under Analysis / Offer PreparationRunning comps, calculating MAO, preparing offer. Property actively being evaluated for profitability.

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• NegotiationOffer submitted, counter-offers in progress. Deal terms being finalized. High probability of moving forward.

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• Under ContractAgreement signed, contingencies active. Due diligence period. Deal is committed but not yet closed.

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• Closed WonDeal successfully completed. Property acquired or assignment fee collected. Revenue recognized.

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• Closed LostDeal fell through or abandoned. Track reason (financing, inspection, seller backed out) for future learning.

Built-in Calculations

Pipelines automatically calculate key metrics based on your strategy:

Stage Metrics & Forecasting

• Conversion RatePercentage of deals moving from one stage to the next. Track by stage to identify bottlenecks (e.g., 40% from Qualified → Under Analysis)

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• Average Time in StageDays spent in each stage. Alerts trigger when deals age beyond threshold (e.g., 14 days in Negotiation)

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• Aging AlertsAutomatic notifications when deals stagnate. Configure thresholds per stage to maintain momentum.

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• Weighted Pipeline ValueTotal potential revenue weighted by stage probability. E.g., Under Contract at 80% probability vs Qualified at 25%

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• Velocity CalculationsAverage deal cycle time from lead to close. Improves forecasting accuracy and capacity planning.

How to Create a Pipeline

• 1. Choose a TemplateStart with Wholesale, Fix & Flip, or BRRRR template. Or start from scratch for custom workflows.
• 2. Customize StagesAdd, remove, or reorder stages. Set stage names, colors, and probability weights (0-100%).
• 3. Define Exit CriteriaSet objective rules for stage progression. E.g., 'Move to Under Contract when contract signed = true'
• 4. Configure AutomationsAdd automation rules per stage. E.g., 'Send contract reminder email 3 days after entering Under Contract'
• 5. Set Aging ThresholdsDefine max days per stage. System alerts when deals exceed threshold. E.g., 7 days in Negotiation.
• 6. Test & LaunchRun test deals through pipeline. Verify calculations, automations trigger correctly, then activate.

Automation Hooks

Each stage can trigger automations when deals enter or exit:

• On Stage EntryTrigger: Deal moves INTO this stage. Example: Send welcome email when deal enters Qualified stage.

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• On Stage ExitTrigger: Deal moves OUT OF this stage. Example: Archive documents when deal exits Under Contract.

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• Time-based TriggersTrigger: After X days in stage. Example: Send follow-up task 5 days after entering Negotiation.

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• Condition-based TriggersTrigger: When field value changes. Example: Notify team when deal value exceeds $100k.

Best Practices

• Limit stage count to 5-7Too many stages create confusion and stagnation. Focus on meaningful milestones.
• Define clear exit criteriaObjective rules reduce subjective movement. E.g., 'Contract signed' not 'Feeling good about it'
• Set realistic aging thresholdsBased on your actual deal cycle. Too aggressive = alert fatigue. Too loose = missed opportunities.
• Automate hygiene tasksAuto-close stale deals (>60 days without activity). Flag deals needing attention. Keep pipeline clean.
• Review metrics weeklyTrack conversion rates, time in stage, and velocity trends. Adjust pipeline based on data.
• Use templates consistentlyApply same pipeline to similar deals. Consistency enables accurate forecasting and benchmarking.

Common Mistakes to Avoid