3. Business Opportunity Tracker

3. Business Opportunities Tracker

In this tutorial you learn the basics of how to track your potential opportunities and current business using the Opportunity Tracker in RealOffice360®. Your Tracker allows you to visualize all your active business and hottest prospects at a glance. With simple drag-and-drop workflow and action lists, it’s the easiest tool you’ll ever use to be able to manage all your business in one place.

Let's get started now, and discover the simplest way to work your daily business in real estate.

Course outline: 7 sections (Includes 7 Videos)

Estimated time to complete:  15 minutes

3-1. Overview

Real Estate CRM Sales Opportunity Tracker

The Pipeline is the one place you can see your entire business at a glance. With one quick look you know who you are currently working with, who is coming up and who you have completed a deal for this year! The best part, that all of this is tied together with your Client Database and Deal list for seamless tracking! 

The Business Tracker is broken into five pre-set stages:

1. Leads 

If you don't know where to start, put people here who you want to talk to about real estate! Your friends? Your family? Your Social Media friends? Put them here as they could be your next deal. 

2. Prospects

This stage is for the people that you know want to buy in the next 6 to 12 months. Maybe you talked to a lead and they told you this firsthand? Perhaps you got an out of market referral of a client moving to town. This is the last stage before you either list the home or put the client under a buyer contract!

3. Active

You know what an active client is...do you have a listing? Are you currently working with a buyer? Place them in this stage as you are actively working with them today!

4. Conditional

The conditional stage was made for the deals that you have agreed to on paper and are now wait for all of the conditions to be removed. It is extremely important to not let these clients fall through the cracks as you have worked so hard to get to this point and a closed sale is just around the corner!

5. Firm

Almost there! The contract is now firm as all conditions have been waived and all due diligence is complete. Put your deal here when only possession remains.

Closing a Deal

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Once possession has occurred you can close the deal! Click on the green $ and fill out your details. Once you push “Close Opportunity” the deal with be removed from the Sales Opportunities and logged as a closed deal and money in your bank!

3-2. Setting Your Goals

See those gauges in the top. You can update your goals beyond the default settings of $100,000 and $5,000/commission. To do this, click on the “Commission Settings” link beside Pipeline Summary.

Setting Commission Goals

3-3. Add An Opportunity

You can add a Sales Opportunity to the Tracker in four simple ways:

1) Direct from your existing Contacts

2) Add a new contact and Opportunity on the Tracker

3) Add an existing Contact on the Tracker

4) Add an Opportunity with drag and drop Relationship Cards

We will go through each way in detail below. Don’t forget, once you add an opportunity simply drag and drop them from stage to stage!

Direct from your existing Contacts

Directly from your Contact database page, you can click on any contact name and quickly add them as an opportunity. In the Opportunities Column, click “Add Opportunity” and select the two options:

Stage: Lead | Prospect | Active | Conditional | Firm

Type: Buyer | Seller | Other/Referral

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Add an existing contact to the Sales Opportunity Tracker

If you are already on the Opportunity Tracker, you can quickly and easily add a new contact directly to an Opportunity Stage. Click on the “+”, “Add” or “Add Opportunity Button and you will get two options: For existing Client and For New Client.

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Add a new contact to the Sales Opportunity Tracker

As with an existing contact, to add a new contact to the Tracker you simply click the same button but this time select “For New Client”.

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Upon adding this Opportunity, the Contact will also be added to the Database for your complete CRM tracking!

Add an Opportunity with drag and drop Relationship Cards

Sometimes when you are working in your Relationship view of your CRM contacts, it can be convenient to drag your contact into a stage!

3-4. Checklists

We keep you organized, so you don’t have to worry!

We have heard it time after time, “RealOffice, build me a checklist that I can customize for my deals!” You got it, we have done exactly that!

Here is how it works:

1.     We talked to agents, did research of all the biggest coaches, (Tom Ferry, Ninja Selling, Brian Buffini, and more) and came up with the ultimate To Do list for your clients, every step of the way.

2.     We made these lists fully customizable and editable. Put another way, you can take our awesome lists and make them your own. If you can build a playlist on Spotify, you can build a custom To Do list in RealOffice360™.

3.     You can build a custom list for all five stages of the Business Tracker as well as make them different for both buyers and sellers! I’ve already said too much, just watch the video to learn more!

The Business Tracker can also help you know what to do next with each of your clients. We have built a series of default lists which are ready, waiting and fully customizable for your business. Each stage has two checklists, one for buyers, one for sellers.

Lead Checklists

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Prospect Checklists



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Active Checklists

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Conditional Checklists

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Closed Checklists

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3-5. Customize Checklist by Stage

On the paid plans of RealOffice360® you can customize your suggested checklists with three easy steps:

  1. Click on the Checklist Icon at the top of a stage

Customize Checklist on Opportunity Tracker RealOffice360

2. Add/Edit the Checklist. Note you have a checklist for both your Buyers and Sellers.

Buyers and Sellers Checklist
Edit, Add and Reorder Checklist

3. Click on the “X” in the top right corner and you will have your newly customized checklists. You can also do this under your “Account Settings” as well.

Need more help? Send us an email at support@realoffice360.com as we are happy to help.

3-6. Track & Close Your Deal

Have a deal added to the Pipeline? Great! Now watch the next video to see all the great things you can do in the Pipeline to track your business like never before!


3-7. Archive A Lost Deal

Sometimes we don't win all the deals. But we do want to track these deals for our records.

Watch the video below to learn more.

3-8. Customize Opportunity Tracker Stage Names

RealOffice comes with default names for the Opportunity Tracker, however you have the ability to fully customize these names any way you like. Hot, Cold, Active, Contingent and more.

To do this click on the header of a given stage. See image below. NOTE: This is a PREMIUM Feature.

You can also access this feature in your Settings.

Customize Opportunity Tracker Names

3-9. Customize Opportunity Deal Types

Just like Opportunity Stage names, RealOffice also comes with default deal types: Buyer, Seller, and Other. You can add custom deal types to reflect your Renters, Investors, and more.

To customize your deal types, click on “Customize options” when adding an Opportunity. See image below. NOTE: This is a PREMIUM Feature.

You can also access this feature in your Settings.

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Free PlanMike McAra