Sales Pipeline Configurations

This manual details the configurations that are currently part of your Sales pipeline

NOTE: Deals are created when a contact submits a form on your website and self-identifies as a Property Owner - Lead.

Sales Pipeline Stages

  1. Deal Creation
  2. New
  3. Sales Agent Assigned
  4. Attempting to Contact
  5. Nurture
  6. Appointment Scheduled
  7. Working Deal
  8. Intake Form Working
  9. Intake form Reviewed
  10. Intake Form Completed
  11. PMA Sent for Signature
  12. PMA Completed
  13. Ready for Onboarding
  14. Won
  15. Lost

Deal Automation/Process

Deal Creation

Automation:

  • Forms will be listed out as the enrollment criteria for the workflow, followed by an if/then branch. 
  • If the contact type (how the contact self-identified) is Property Owner - Lead, and the contact owner is known, the deal will be created in the sales pipeline and assigned to the CURRENT contact owner. If the contact does not have an owner, the contact owner will be set to TJ HOCK and a new deal will be created in the Sales pipeline in the New Sales Deal Stage and contact and deal assigned to TJ HOCK.
  • If the contact type is Property Owner - Client, Tenant, Realtor, Vendor or Other and the user selects the office they are currently talking to is
    • Baltimore
      • Property Owner - Client or Tenant - Management-bmt@rentwell.com will receive a ticket to review the form submission and follow up as needed.
      • Realtor or Other - James Gagnon will receive a ticket to review the submission and follow up as needed.
    • Philadelphia
      • Property Owner - Client or Tenant or Other - TJ will receive a ticket to review the form submission and follow up as needed.
      • Realtor - Sean Watson will receive a ticket to review the form submission and follow up as needed.
    • Pittsburgh
      • Property Owner - Client, Realtor, or Other - Susan Friedel will receive a ticket to review the form submission and follow up as needed.
      • Tenant - Dean Dinell will receive a ticket to review the form submission and follow up as needed.
    • Wilmington
      • Property Owner - Client, Realtor or Other - Nadia Sherif will receive a ticket to review the form submission and follow up as needed.
      • Tenant - Management-bmt@rentwell.com will receive a ticket to review the form submission and follow up as needed.
    • No location selected - TJ Hock will receive a ticket to review the form submission and follow up as needed.

New

Automation

    • The contact type will be Set to Property Owner - Lead if it is not already.
    • TJ will receive a text message that there is a new deal in the sales pipeline. He will need to reassign the deal and move the deal into the Sales Agent Assigned stage.
      • New Deal in HubSpot: Deal: Deal Name
        Please reassign this deal to the correct deal owner and move into the Sales Agent Assigned Stage.
    • A text message will be sent to the lead
      • Thank you for contacting us! We are dedicated to meeting all of your property management needs. One of our agents will be in touch with you soon!

    Sales Agent Assigned

    Automation

      • The deal owner will be automatically set as the contact owner.
      • The deal owner will be sent a text message to follow up with the contact they have been assigned to.
        • You have been assigned a new lead in HubSpot: Deal: Deal Name, Phone Number (if available) Please follow up with this lead asap.

      Attempting to Contact

      Automation:

      • Once a deal is moved to this stage this email will instantly be sent to the lead. 

      NOTE: Once the lead schedules a meeting with you on your calendar, make sure you move the deal to appointment scheduled. This will stop the workflow from sending any additional emails.

        • Two Day Delay
        • Text message will be sent to the lead
          • We received your request for information about our property management services. We look forward to learning more about your needs. Let's schedule a call to chat.
        • Two Day Delay
        • An email will be sent to the lead
        • 3 Day Delay
        • An email will be sent to the lead
        • 3 Day Delay
        • Another text message will be sent to the lead
          • We received your request for information about our property management services. We look forward to learning more about your needs. Let's schedule a call to chat.
        • 5 Day Delay
        • An email will be sent to the lead
        • 7 Day Delay
        • An email will be sent to the lead
        • 5 Day Delay
        • A task is created (email will be sent) for the deal owner to review the deal and move to Drip/Circle Back stage.

        Nurture

        Automation:

        NOTE: Once the lead schedules a meeting with you on your calendar, make sure you move the deal to appointment scheduled. This will stop the workflow from sending any additional emails.

        • 5 Day delay
        • An email is sent to the lead
        • A text is sent to the lead
          • I wanted to follow up on our previous conversation to schedule a call to discuss the details of how we can help meet your property management needs.
        • 5 Day Delay
        • An email is sent to the lead
        • Another text is sent to the lead
          • I wanted to follow up on our previous conversation to schedule a call to discuss the details of how we can help meet your property management needs.
          • 10 Day Delay
          • An email is sent to the lead
          • 10 Day Delay
          • Task is assigned to the deal owner to review the deal and move to circle back or lost

          Appointment Scheduled:

          Move deals here when you have a meeting scheduled with the lead.

          Automation: currently there are no automations for this stage.

          Working Deal:

          Move deals here when you are actively engaging with the lead.

          Automation: currently there are no automations for this stage.

          Intake Form Working:

          Move deals here when they are ready to submit the client intake form.

          Automation

          • You will be prompted to enter in the pricing for this client - Standard Or One rate. THIS IS REQUIRED.
          • Based on your pricing selection, they will be sent this email with a link to submit the form for standard and this email with a link to submit the form for OneRate.
          • 2 Day Delay
          • If the intake form has NOT been completed a task is assigned to the deal owner to nudge the owner to submit the form.

          Intake Form Completed:

          Deals will automatically be moved to this stage when they submit the final form (step 7) in EITHER the standard or one rate set of forms. (There is a hidden field on the form that initiates this process)

          Automation:

          This workflow will send an email to the potential client with next steps.

          This workflow will copy the contact property to the deal property to move the deal.

          This workflow will actually move the deal

            • Once a deal moves into this stage, the deal owner will be assigned a task to Review the Intake form with the client
              • Review the associated contact record. Call the property owner, review intake answers. FILL IN THE AGENT SPECIFIC NOTES Panel on the CONTACT RECORD while on the call. Once the call has been concluded, Update the "Intake form Reviewed" field to YES. (THIS WILL MOVE THE DEAL)

            Intake Form Reviewed:

            Deals will automatically be moved to this stage when the sales agent has marked the “Intake Form Reviewed” Field to YES on the contact record.

            Automation:

            This workflow will copy the contact property to the deal property to move the deal.

            This workflow will actually move the deal

            • A task will be assigned to the deal owner to send the PMA For signature.
              • Navigate to the associated Deal record. Fill in the panel under "PMA Drafting" then draft and send the PMA. Manually Move the Deal into the PMA Sent for Signature Stage

            PMA Sent for Signature:

            Automation: currently there are no automations for this stage.

            The deal owner will manually move the deal into this stage after the PMA has been sent.

            PMA Completed:

            When the PMA has been completed the deal will move into this stage and fire off the W-9 form to the property owner.

            NOTE: PandaDoc will send a reminder if the document has not been signed.

            Ready for Onboarding:

            Once the W-9 is completed, the deal automatically moves to this stage.

            Automation:

            • An email will be sent to the Market Center
              • This email will send if the Property owner is a Standard client to the Correct Market Center notifying them of a new client
              • This email will send if the Property owner is a OneRate client to the Correct Market Center notifying them of a new client.
            • 10 minute delay
            • The deal will automatically move to WON

            Drip/Circle Back: 

            Move deals here when you have spoken to a lead, and ultimately lost touch with them. They didn't say no, they simply stopped engaging. The content in this stage will continue to remind them of your previous conversations and gently nudge them to schedule a follow up appointment with you to continue the sales process. 

            NOTE: Once the lead schedules a meeting with you on your calendar, make sure you move the deal to appointment scheduled. This will stop the workflow from sending any additional emails.

            Automation: This deal stage will assign a task every 30 days to continue to send email correspondence.

            • 30 Day Delay
            • An email is sent to the lead
            • 30 Day Delay
            • An email is sent to the lead
            • 30 Day Delay
            • An email is sent to the lead
            • 30 Day Delay
            • An email is sent to the lead
            • 30 Day Delay
            • An email is sent to the lead
            • 15 Day Delay
            • Task is assigned to the deal owner to review the deal and move to Lost if applicable.

            Closed / Won:

            Use this deal stage when the onboarding for the new client is complete. 

            NOTE: There are other templates that are available for you to use during the New Client Onboarding Process. You can find them here.

            Automation: This deal stage will update the contact type of the lead to Property Owner - Client (if it isn’t already) and also set their lifecycle stage to Customer. 

            Closed / Lost:

            Use this deal stage when a deal has been lost. 

            Automation: There is currently no automation in this deal stage. Contacts from this stage will be enrolled into the PMGM campaign for a long term nurture.