Purpose
To ensure that every deal (listing or buyer) is entered into Follow Up Boss (CRM) consistently and accurately. This guarantees that our pipeline, Scorecards, and reporting reflect the true state of the business at all times.
When to Use
Add a transaction in the Follow Up Boss Deals Board any time a lead becomes a prospect. In other words, add it when you make contact with a lead and confirm that they are interested in exploring a purchase, sale or rental.
Step-by-Step Instructions
Log into Follow Up Boss
Open the Follow Up Boss dashboard.
Navigate to the Deals tab.
Add a New Deal
Click + Add Deal.
Select whether it is a Listing or a Buyer.
Enter Deal Information
Deal Name: Use property address (if known) + client name (ie: 123 Banana Street - Jim and Pam Halpert)
Stage: Select the appropriate stage (generally, the first or second column in the pipeline)
Source: Identify where the lead came from (SOI, farm, referral, online, etc.) in the client record
Assigned Agent: Assign the lead owner/Realtor responsible.
Team Tag: Add relevant tags (e.g., Beacon Hill Farm, Referral, Buyer, Listing).
Add Key Details
Listing price or budget (projected to begin with. Update this once a property is conditionally sold)
Expected close date, if known. Update this once a conditional sale is reached.
In the Description area of the deal card, note who is the lead agent and the split. Include any special conditions or details.
In the Files Area, create an internal checklist and new client form for the client in Google Drive and link both of them here.
Save the Deal
Double-check that all required fields are complete.
Click Save to add the deal into the pipeline.
Notify the Team (if needed)
For team-generated leads, notify Integrator and Ops in Google Chat → Deals channel.
Ops ensures supporting documentation (agreement, ID, FINTRAC, etc.) is uploaded to Faltour/Nexone.
Roles and Responsibilities
Realtors: Responsible for adding deals into Follow Up Boss immediately after a lead becomes a prospect.
Ops/Finance: Confirms documents are in Faltour/Nexone and reconciles deal info with CRM.
Integrator: Reviews weekly in Scorecard to ensure deal pipeline is accurate.
Checklist
✅ Deal created in Follow Up Boss.
✅ Correct type selected (Listing/Buyer).
✅ Deal name = property address + client name
✅ Stage selected.
✅ Source identified.
✅ Agent assigned.
✅ Tags added.
✅ Listing/budget details entered.
✅ Team notified (if team-generated lead).
✅ Ops confirmed paperwork in Faltour/Nexone.