Ask most agency owners what their pipeline is worth this month and you will get a thoughtful pause, then a guess. The information exists, spread across agents' notebooks, a spreadsheet someone updates on Fridays and a few chat threads. Pulling it together takes time, and by the time it is done it is already out of date.

A deals pipeline puts every sale and letting you are working on in one place, with the stage it has reached and the commission it carries. In EstateCRM that is the Deals board.

From first interest to contract

A deal is a sale or a rental you are working towards: a client, usually a listing, a value, a commission and a stage. You can create one from the Deals board, or from the Deals panel on a contact or a listing, where the client or property is filled in for you.

Leave the value and commission empty and they are taken from the listing. Commission can be a percentage or a fixed fee. You set an expected close date and the agent responsible, and the win probability follows the stage.

The default stages are New lead, Viewing, Offer, Negotiation and Reservation / contract. Each open deal is a card in its column, and you drag it to the next column as things move. Click a card to see its value, commission, activity and the next steps for its stage.

The top of the board shows the open commission, also weighted by each deal's probability. A deal at the offer stage counts for more than one that has just come in, so the weighted figure gives a realistic view of what the pipeline is likely to bring.

When a deal closes, drag it to Won or Lost. Marking a deal won lets you mark the listing as sold or rented at the same time, and the commission counts in that month's reports. For a lost deal, note why, for example bought elsewhere or finance refused. Over time those notes show you where deals slip away.

Pipelines that fit how you work

Every agency works a little differently, so owners and managers can shape the pipeline under Pipelines in the Admin section:

  • rename or add stages
  • set each stage's win probability
  • add next steps, a checklist per stage, such as 'Copy of passport', 'Reservation agreement signed' or 'Deposit received'
  • create separate pipelines, for example one for sales and one for rentals

Every pipeline ends in Won and Lost, so results stay comparable. The checklists are especially useful for newer agents, who can open a deal and see exactly what the stage requires.

Commission splits between agents

Many sales involve more than one person. One agent took the listing, another found the buyer, and perhaps an outside agent referred the client. EstateCRM records this in the deal's Commission split.

Add each person, a team member or someone outside the team, with a share and a role: listing side, selling side, referral or other. Any share not given to a team member stays with the agency. With no split, all the credit goes to the deal's agent.

Say one agent takes on a villa and a colleague finds the buyer. They record 50% listing side and 50% selling side. When the deal is won, each half counts for its agent in the reports and in their monthly targets. Everyone can see how the credit was shared, which saves awkward conversations at the end of the month.

Targets and reports

In Reports, owners and managers set monthly targets for each agent: commission, deals won, new listings and viewings. Each agent sees My targets this month on their own dashboard, with progress such as '3 of 5'.

The Overview tab brings the rest together for the period you choose: commission earned, win rate, the open pipeline by stage weighted by probability, and each agent's listings, contacts, viewings, open and won deals and commission, with a CSV download. Commission counts in the month a deal is marked won and follows the split. For a different view, custom reports let you choose what to measure, how to group it and whether to show a chart or a table.

Habits that keep the numbers honest

  • Move cards as soon as something happens. The weighted figure is only as good as the stages behind it.
  • Record the split when the deal starts, while everyone remembers who did what.
  • Always note why a deal was lost. Patterns appear within a few months.
  • Keep expected close dates realistic. Update them when a completion slips.
  • Review the board together weekly. Ten minutes on stuck deals is often enough to move several of them.

See your pipeline in one place

If your pipeline still lives in spreadsheets and memory, book a demo at https://estatecrm.cy and we will walk you through deals, splits, targets and reports.