Managing the Pipeline: From Lead Capture to Closing in REI Podio CRM

Managing your pipeline effectively is crucial in real estate wholesaling. The REI Podio CRM streamlines this process by tracking leads from initial capture to closing the deal. This guide will walk you through each stage, ensuring you maximize efficiency and never lose track of potential deals.

Your CRM follows a structured pipeline to move leads through the sales process:

1. Lead Capture – Entering new leads into the system.

2. Lead Qualification – Assessing motivation and deal potential.

3. Follow-Up & Negotiation – Engaging with sellers and making offers.

4. Locked Up – Finalizing terms with the seller.

5. Finding a Buyer – Marketing the deal to investors.

6. Closing the Deal – Completing the transaction successfully.

Each stage is reflected in two main CRM apps:

• Seller Leads App – Manages all incoming leads.

• Transactions App – Tracks deals that have progressed to the closing phase.

Leads are added to the Seller Leads App, whether they come from:
✅ Cold calling
✅ Direct mail
✅ Online ads
✅ Referrals

• Seller Name & Contact Info – Who is selling the property?

• Property Address – Where is the deal located?

• Lead Source – How did this lead come in?

• Motivation Level – High, Medium, or Low?

🔹 Tip: Assign a team member under “Assigned To” for accountability.

Once the lead is in, the next step is to determine if it’s worth pursuing.

• Seller Motivation – Why are they selling? Urgent sales often lead to better deals.

• Asking Price vs. Offer Price – Compare seller expectations with your numbers.

• ARV (After Repair Value) – What is the property worth after renovations?

• Repair Estimate – Calculate the cost of necessary fixes.

1️⃣ Call the seller and gather details.
2️⃣ Check property values using comps.
3️⃣ Estimate repair costs.
4️⃣ Determine if the lead is worth pursuing.

💡 If the numbers don’t work, mark the lead as "Dead Lead" and move on.

If a lead has potential, it moves into active negotiations.

• Use the "Follow-Up Date" field to set reminders.

• Add call notes under "Notes/Comments."

• Change "Lead Status" to reflect progress:
  ✅ Contacted – First call made
  ✅ Follow-up – Ongoing communication
  ✅ Offer Made – Seller has received an offer

• Record the Offer Price in the system.

• Use notes to track seller responses.

• If the seller agrees, move the deal to "Locked Up."

🔹 Tip: Consistent follow-ups increase conversion rates. Set tasks for reminders!

When the seller accepts an offer, you must lock in the contract.

✅ Upload the signed contract to the Seller Leads App.
✅ Update Lead Status to "Locked Up."
✅ Assign a closing coordinator if applicable.

Once a contract is signed, the deal moves to the Transactions App.

Now that the property is under contract, you need an investor to assign it to.

✅ Send property details to your buyers list.
✅ List on marketplaces like Facebook Groups, Craigslist, and investor sites.
✅ Host walkthroughs for potential buyers.

• Add potential buyers under "Buyer Name" in the Transactions App.

• Track offers from buyers.

• Once a buyer commits, move the deal to "Buyer Found."

🔹 Tip: If no buyers are interested, adjust your assignment fee or renegotiate with the seller.

With a buyer secured, it’s time to close the transaction.

1️⃣ Send contracts to the title company.
2️⃣ Set a Closing Date in the Transactions App.
3️⃣ Confirm Assignment Fee (your profit).
4️⃣ Mark the deal as "Closed" once finalized.

💰 Final Step: Cash your check and move on to the next deal!

Managing the pipeline in REI Podio CRM ensures no lead falls through the cracks. By following this structured approach, you’ll maximize your conversion rates, revenue, and efficiency.

🔹 Next Steps:
✅ Train your team on these stages.
✅ Set up automated follow-ups for leads.
✅ Keep your pipeline organized for better results!

To make things easier, here’s a step-by-step checklist and a visual workflow for managing your pipeline in REI Podio CRM.

☐ Enter lead details (Seller Name, Contact, Property Address)
☐ Select the Lead Source (Cold Call, Direct Mail, etc.)
☐ Assign a team member under "Assigned To"
☐ Rate seller’s motivation level (High, Medium, Low)

☐ Call the seller and gather details
☐ Check property value (Use comps, ARV)
☐ Estimate repair costs
☐ Compare Asking Price vs. Your Offer Price
☐ Decide:

• Keep as a lead? → Move to next step

• Not a good deal? → Mark as "Dead Lead"

☐ Schedule follow-ups (Set Follow-Up Date)
☐ Record call notes and seller responses
☐ Update Lead Status:

• Contacted

• Follow-up Scheduled

• Offer Made
  ☐ If an offer is made, record the Offer Price
  ☐ If seller accepts → Move to Under Contract

☐ Upload signed contract to Seller Leads App
☐ Change Lead Status to "Locked UP"
☐ Assign a closing coordinator (if needed)
☐ Transfer deal details to Transactions App

☐ Market the deal:

• Email buyer’s list

• Post in investor groups

• List on marketplaces
  ☐ Track buyer interest & offers
  ☐ Once a buyer is found, update status to "Buyer Found"

☐ Send contracts to Title Company
☐ Set Closing Date
☐ Confirm Assignment Fee (Your profit)
☐ Mark deal as "Closed" in CRM
☐ Collect payment & celebrate! 🎉

Here’s a visual representation of how leads move through the pipeline in REI Podio CRM.

🔽 Lead Capture (Seller Leads App)
📥 Incoming Lead → 📌 Add to Seller Leads App → 📋 Fill out Lead Details → 🏷 Assign to Team

🔽 Lead Qualification
📞 Contact Seller → 📊 Analyze Property Value & Repairs → 💰 Compare Asking vs. Offer Price → ✅ Decide: Move Forward or Drop

🔽 Follow-Up & Negotiation
📆 Set Follow-Ups → 📌 Update Status (Contacted, Offer Made) → 💬 Negotiate Terms → ✍️ Seller Accepts Offer

🔽 Locked Up → Move to Transactions App
📑 Upload Signed Contract → 🔄 Transfer Lead to Transactions App → 🏡 Market to Buyers

🔽 Find a Buyer
📣 Advertise Deal → 📌 Track Buyer Interest → 💰 Get Buyer Offer → ✅ Confirm Assignment

🔽 Closing
📄 Send to Title Company → 📆 Set Closing Date → 💵 Finalize Assignment Fee → 🎉 Mark as Closed