Deal Stages Explained When to Move Deals

Tesoro CRM's deal pipeline system uses a stage-based approach to structure your sales process. Each stage represents a specific phase in the buyer journey from initial interest to successful closing.

Using stages correctly is crucial for accurate sales forecasting, team coordination, and conversion optimization.

Purpose: Initial contact captured, basic information collected.

Entry criteria:

• Contact has shown interest in real estate services
• Basic contact information is available (name, email/phone)
• Source is identified (website, referral, event, etc.)

Activities in this stage:

• Make first contact (phone call or email)
• Basic needs assessment
• Ask property preferences
• Determine budget range
• Understand timeline requirements

Move to next stage when:

• Contact has responded to initial outreach
• Budget range is identified
• Property type preferences are known
• Contact shows genuine kopen of verkopen intent

Purpose: Verify buyer is qualified with realistic budget and timeline.

Entry criteria:

• Initial contact is established
• Basic property preferences are known
• Contact is responsive and engaged

Activities in this stage:

• Detailed budget discussion (financing pre-approval if applicable)
• Timeline verification (urgency, constraints)
• Property criteria refinement (must-haves versus nice-to-haves)
• Location preferences detailing
• Initiate AI property matching
• Present initial property suggestions

Move to next stage when:

• Budget is confirmed and realistic
• Timeline is clear and achievable
• Property criteria are well-defined
• Contact has reviewed first properties
• Viewing interest is confirmed

Purpose: Schedule and conduct property viewings, gather buyer feedback.

Entry criteria:

• Buyer is qualified
• Properties are identified
• Viewing appointments are scheduled or completed

Activities in this stage:

• Schedule property viewings
• Conduct viewings with buyer
• Gather detailed feedback per property
• Update property offer status (interested, rejected, viewing scheduled)
• Suggest additional properties based on feedback
• Address buyer questions and concerns

Move to next stage when:

• Buyer has viewed 1+ properties
• Strong interest in specific property is expressed
• Buyer is ready to discuss offer
• Negotiation can begin

Purpose: Negotiate offer terms, price, and conditions between buyer and seller.

Entry criteria:

• Buyer has expressed specific property interest
• Viewings are completed
• Buyer is ready to make offer

Activities in this stage:

• Prepare offer proposal
• Present offer to seller (or seller's agent)
• Negotiate price, terms, and conditions
• Handle counter-offers
• Coordinate with financial institutions (if applicable)
• Draft preliminary agreements

Move to next stage when:

• Offer is accepted by seller
• Terms are agreed upon
• Both parties are ready for contract preparation
• Closing process can start

Alternative outcomes:

• Lost: Negotiations break down, deal falls through
• Wachtend: Negotiations paused, waiting for conditions

Purpose: Finalize contract, handle paperwork, and complete transaction.

Entry criteria:

• Offer is accepted
• Terms are agreed upon
• Both parties committed to closing

Activities in this stage:

• Prepare final contract documents
• Coordinate with legal advisors, nietary
• Arrange financing finalization (if applicable)
• Schedule signing appointment
• Conduct final property inspection (if applicable)
• Handle deposit and payment arrangements
• Prepare closing statement and commission invoice

Move to Won when:

• Contract is signed by all parties
• Payment is processed/arranged
• Keys are exchanged (if applicable)
• Transaction is officially completed

Alternative outcome:

• Lost: Deal falls through at closing (financing issues, inspection problems, etc.)

Won - deal successfully closed:

• Transaction is completed
• Commission is earned and invoiced
• Client satisfaction follow-up
• Request referrals and testimonials
• Add to success metrics and reporting

Lost - deal did niet close:

• Document reason for loss (financing, competition, timing, etc.)
• Add notes for learning and future reference
• Consider follow-up timing for future opportunities
• Maintain contact relationship for potential future deals
• Analyze verlies redenen for process improvement

Additional stage: Wachtend

Deals can also be set 'Wachtend' when:

• Buyer needs more time (personal circumstances)
• Financing is delayed
• Property issues need resolving
• Market conditions require waiting

Wachtend deals can be reactivated later to appropriate stage.