Manage Your Pipeline

Olson Homes runs a single Sales Pipeline in HubSpot. Every buyer opportunity lives there, from the first completed meeting through deposit and contract.

1. 1Go to CRM > Deals and make sure Sales Pipeline is selected in the pipeline selector at the top left.
2. 2Switch between board view and table view using the toggle in the top right.
3. 3Open a deal to review the amount, expected close date, community, plan and associated contact.
4. 4Create a new deal from a contact record so the association is made automatically.
5. 5Keep the deal name consistent: buyer surname, community and plan.

Breeze, HubSpot's built-in AI, can review the pipeline with you. Open a deal, click the Breeze sparkle icon and ask “Summarise this deal and tell me what the next step should be”, or from the deals board ask “Which of my open deals have had no activity in the last two weeks?”

Move a deal forward only when the buyer has genuinely taken the action that defines the stage. Drag the card on the board, or open the deal and change the stage field. Each stage carries a probability that feeds the company forecast.

• Meeting completed / Engaged (20%) — the meeting happened and it was not a no. The buyer is engaged and there is something to work with.
• Qualified Buyer (30%) — you have confirmed budget, timing and motivation.
• Be-back meeting intended (30%) — the buyer has committed to coming back for a second visit.
• Need other decision maker (40%) — the deal is real but a spouse, partner or family member still has to see it.
• Narrowed down plan / homesite (60%) — the buyer has settled on a specific plan and/or homesite.
• Prequal in Process (80%) — the buyer is actively working through lender prequalification.
• Deposit (Won, 100%) — the buyer has placed their deposit.
• Under Contract (Won, 100%) — the purchase agreement is executed.
• Lost Deal / Dead Lead (Lost, 0%) — the opportunity is closed. Always record a reason.
• Long Term (20%) — a real buyer whose timeline is far out. Keep nurturing them.

1. 1Open the meeting on the contact or deal timeline after it takes place.
2. 2Set the meeting outcome — Completed, Rescheduled, No Show or Canceled.
3. 3Add a note summarising what the buyer saw, what they liked and what concerns remain.
4. 4Update the deal stage, amount and expected close date to match reality.
5. 5For a closed lost deal, always select a closed lost reason so the team can learn from it.
6. 6Create the next task or book the next meeting before you leave the record.