How to Set Up Real Estate Deal Pipeline Stages That Brokers Actually Use
Pipeline stages are useful only when every broker knows what moved the deal forward. A board with fifteen vague labels creates more debate than clarity. A short commercial real estate deal pipeline makes it obvious which opportunities need a proposal, a signature, a contract milestone, or a final closing task.
Stage 1: In Contact
Use In Contact when there is a real conversation but no formal assignment yet. The owner may be discussing timing, value, lease rollover, or a possible sale. Record what matters and set the next action. Do not leave the deal here because someone said “circle back next quarter.” Put that date on the task.
Stage 2: BOV Requested
Move the deal when the owner asks for pricing, a broker opinion of value, or a marketing recommendation. This stage should trigger actual work: request rent rolls, verify parcel data, pull sales and lease comps, review zoning, and schedule a site visit. A BOV request without an owner or due date is already behind.
Stage 3: BOV Issued
This is where deals often stall. The BOV is sent, everyone feels productive, and the next call slips. Record the delivery date, value range, owner reaction, and exact follow-up. “Call Friday after partners review” is useful. “Follow up soon” is not.
Stage 4: Signed Listing
The assignment is real. Add the agreement, expiration date, asking price, marketing tasks, property photos, and commission terms. If another broker shares the listing, record the split now. This stage should show what must happen before launch, not simply celebrate the signature.
Stages 5 and 6: Under Contract and Closed
Under Contract should surface due diligence, inspection, financing, and closing dates. Closed moves the assignment off the active board while preserving the final price, fee, documents, and history. Keep dead or inactive opportunities out of the main pipeline so live work remains visible.
Practical takeaways
- Keep the list short enough to scan in seconds.
- Define each stage with a real event.
- Attach a next action to every active card.
- Review stalled BOVs and signed listings every week.