Buyer pipeline
The recommended Buyers pipeline for people looking to buy: stages, who moves each card and where the assistant fits.
4 min read
On the buying side, most leads are lost between the first enquiry and the first viewing. The Buyers pipeline shows where every buyer stands on one screen: the assistant fills in the first three stages for you, and your agents take it from the viewing through to completion. This guide covers Squaremeters' standard buyer setup and how your team uses it day to day.
Stages
| # | Stage | What it means | Who moves it |
|---|---|---|---|
| 1 | New enquiry | First contact by call, WhatsApp or form. | Assistant (automatic) |
| 2 | Qualified | Budget, area, rooms and timing are known. | Assistant or agent |
| 3 | Appointment booked | A viewing or office meeting is in the calendar. | Assistant or agent |
| 4 | Viewing done | The viewing has taken place and the agent has added a note. | Agent |
| 5 | Offer | The buyer has made an offer or a deposit is being discussed. | Agent |
| 6 | Completed | The title deed has been transferred; the opportunity status is Won. | Agent |
Don't add stages for buyers who drop out. Set the opportunity status to Lost or Abandoned instead. That keeps the board clean and lets you see in reports why deals were lost. See Stages and status.
Note
Our team creates the pipeline and stages during onboarding. Renaming a stage or adding a new one can affect your automations and reports, so ask your consultant to make that kind of change.
Who moves what, and when?
- New enquiry: when the call ends, the assistant creates the contact and the opportunity and assigns it to an agent according to your routing rule.
- Qualified: if the assistant has the budget, area, rooms and timing, it moves the card here. An agent can also move it later with what they learn.
- Appointment booked: when the assistant books the viewing, the card moves here and the buyer gets a WhatsApp confirmation.
- Viewing done: after the viewing, the agent moves the card and adds a short note ("Found the kitchen small, coming back with her husband").
- Offer: the agent enters the offer amount in the card's Opportunity Value field.
- Completed: on completion day the card is moved and the status set to Won.
Because the assistant fills in the first three steps, an agent's morning job is to check their own cards in the Qualified and Appointment booked columns.
Where the assistant fits in
- First contact: it answers the buyer's call on the first ring, introduces itself as the office assistant and asks what they need. See Qualifying callers.
- Matching listings: it describes listings that fit the area, type, budget and rooms, and sends the link for the one they like on WhatsApp during the call.
- Booking: it suggests times based on the calendar and books the viewing. See Booking appointments.
- Hot buyers: when someone says "I'm a cash buyer and want to see it today", it transfers the call live to an agent. See Live transfer.
- CRM: it adds the
buyertag (andhot-leadwhere relevant), fills in the "Property enquiry" fields and writes the call summary to the card. International buyers get theinternational-buyertag.
When Ahmet Demir, looking for a 3+1 in Kadıköy, calls at 23:40, Elif learns his budget (13–15 million TL) and timing (within three months), describes the 145 m² flat in a gated complex in Moda, sends the link on WhatsApp and books a viewing with Selin Kaya for Saturday at 11:00. In the morning Selin finds the card in Appointment booked, with the summary attached.
How it links to automations
Stages and tags trigger the ready-made scenarios chosen during onboarding. Typical examples:
| Event | What happens automatically |
|---|---|
| Card reaches Appointment booked | WhatsApp confirmation, reminder before the viewing |
hot-lead tag added | Notification and task for the assigned agent |
| No movement for two days after a viewing | "Get feedback" task for the agent |
| Status set to Lost | Added to long-term nurture (if consent allows) |
You can see these scenarios in the Automation module and switch them on or off. See Confirmations and reminders and Follow-up by call outcome.
Day-to-day tips
- Move the card on the day of the viewing. If the post-viewing stages stay empty, you can't measure appointment-to-offer conversion.
- One buyer, one opportunity. If someone is selling their home and buying a new one, open two opportunities: one in Sellers and one in Buyers.
- Clear out idle cards weekly. Anything untouched for 30 days should either move forward or get a new status.
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