The challenge
Sterling Realty, a five-agent brokerage, had its pipeline value and closed deals tracked across individual agent spreadsheets that only got reconciled at quarter end, so leadership never had a real-time read on what was actually in the pipeline versus what agents reported. Leads went stale sitting untouched for days with no flag, and exclusive mandates could lapse without anyone noticing because listing status lived on a shared drive nobody kept current.
Commission payouts got chased over WhatsApp after every closing, with no single record of what was owed to whom.
The approach
We built one brokerage operating system: pipeline value and closed-quarter-to-date tracked live against target, an agent performance leaderboard, a funnel view from enquiry to closed won, a needs-attention feed, a full lead pipeline board, and a listings board with live mandate status.
- Pipeline value and closed-quarter-to-date tracked live against target, instead of a spreadsheet reconciled at quarter end
- Agent performance leaderboard by closed value and quota attainment, visible to the whole team
- Pipeline funnel from new enquiry through to closed won, so bottlenecks show up immediately
- A needs-attention feed flagging stale leads, unsigned agreements, pending payouts, and mandates approaching expiry
- Lead pipeline board with full contact history, matched listings, and an activity log per lead
The result
Leadership sees pipeline health and agent performance in real time instead of waiting on a quarterly reconciliation. Stale leads and expiring mandates get caught before they become lost business, and commission payouts move through one queue instead of WhatsApp.