Your pipeline is like a scoreboard for your deals. Each column is a stage, and each card is a lead. As leads move from left to right, they get closer to a closed deal.
How Your Pipeline Works
- Click Opportunities in the left sidebar
- Select the Seller Leads pipeline
- You’ll see columns (stages) going from left to right
- Each card in a column is one lead (called an “opportunity”)
Leads start on the left and move to the right as they progress. The goal is to get leads all the way to CLOSED.
Understanding Each Stage
Here is what every stage means and what happens there:
IN QUEUE
What it means: These leads have been added to your system but haven’t been contacted yet.
What’s happening: The AI is getting ready to send the first message. Depending on your automation schedule, this might happen immediately or at the next scheduled time.
Your role: Nothing. Just wait. The AI will handle it.
OUTREACH SENT
What it means: The AI sent the first text message to this lead.
What’s happening: The AI reached out. Now it’s waiting for the lead to reply.
Your role: Nothing. Let the AI do its job. If the lead doesn’t reply, the AI will follow up automatically.
REPLIED
What it means: The lead texted back!
What’s happening: The AI is now having a conversation with the lead — asking questions, qualifying them, and figuring out if they’re a good fit.
Your role: You can check the conversation to see how it’s going, but let the AI handle the qualifying stage. Only step in if:
- The AI said something wrong
- The lead is asking something the AI can’t answer
- The lead seems really hot and you want to move fast
CALL SCHEDULED
What it means: The lead booked a call with you through the AI’s booking link.
What’s happening: The lead is interested enough to talk on the phone. This is a big step.
Your role: This is where you take over.
- Check your calendar for the appointment time
- Open the lead’s contact profile
- Read the full conversation to understand what they said
- Call them at the scheduled time
- Come prepared — know their property, their situation, and what they’re looking for
Tip: Read the entire AI conversation before the call. The lead already told the AI a lot of information. Don’t ask the same questions again — they’ll feel like nobody is paying attention.
CONSULTATION
What it means: You had the call with the lead.
What’s happening: You’ve spoken with the seller and now you’re evaluating the deal.
Your role:
- Take notes on what you discussed
- Research the property (run comps, check condition, estimate repair costs)
- Decide if you want to make an offer
- If yes, move the opportunity to “Offer Made”
- If the lead isn’t a fit right now, you can move them to a nurture stage
OFFER MADE
What it means: You sent the seller an offer on their property.
What’s happening: The ball is in the seller’s court. They’re thinking about your offer.
Your role:
- Follow up with the seller (call or text)
- Be ready to negotiate
- If they accept, move to “Under Contract”
- If they decline, decide whether to make a new offer or move them to nurture
UNDER CONTRACT
What it means: The seller accepted your offer and a contract is signed.
What’s happening: The deal is in progress. You’re working on closing.
Your role:
- Handle all contract and closing requirements
- Work with your title company, buyers, etc.
- When everything is done, move to “Closed”
CLOSED
What it means: The deal is done. Money in the bank.
Your role: Celebrate. Then import more leads and keep going.
Nurture Stages
Not every lead is ready to sell right now. That’s okay. Some leads need more time.
COLD LEAD NURTURE
Leads with low engagement. They replied but didn’t show strong interest. The AI will check in with them periodically.
WARM LEAD NURTURE
Leads who showed some interest but aren’t ready yet. Maybe they said “not now” or “call me next month.” The AI follows up on a regular schedule.
Your role with nurture leads: Let the AI handle the follow-ups. When a nurture lead re-engages, they’ll move back into the active pipeline automatically.
Moving Leads Between Stages
Automatic (AI does it)
The AI automatically moves leads through these stages:
- IN QUEUE → OUTREACH SENT (when the first message is sent)
- OUTREACH SENT → REPLIED (when the lead replies)
- REPLIED → CALL SCHEDULED (when the lead books a call)
Manual (You do it)
You manually move leads through these stages:
- CALL SCHEDULED → CONSULTATION (after you have the call)
- CONSULTATION → OFFER MADE (after you send an offer)
- OFFER MADE → UNDER CONTRACT (after the contract is signed)
- UNDER CONTRACT → CLOSED (after the deal closes)
How to Move a Lead
- Go to Opportunities → Seller Leads pipeline
- Find the lead’s card
- Drag and drop the card from one column to another
- Or: Click on the card → Click the stage dropdown → Select the new stage
Your Role vs The AI’s Role
| Stage | Who’s Responsible | What They Do |
|---|
| IN QUEUE | 🤖 AI | Sends first message |
| OUTREACH SENT | 🤖 AI | Waits for reply, sends follow-ups |
| REPLIED | 🤖 AI | Has conversation, qualifies lead |
| CALL SCHEDULED | 👤 YOU | Call the lead at the scheduled time |
| CONSULTATION | 👤 YOU | Evaluate the deal, run comps |
| OFFER MADE | 👤 YOU | Follow up, negotiate |
| UNDER CONTRACT | 👤 YOU | Handle closing process |
| CLOSED | 👤 YOU | Collect payment |
The handoff point is CALL SCHEDULED. Before that, the AI runs the show. After that, you take over.
Video: Seller Pipeline Walkthrough — A walkthrough video will be added here soon.
