How to track tenant rep deals from first call to signed lease

The short answer: give every client requirement its own deal card, put it on a board with one column per stage of a tenant rep deal (prospecting, market survey, LOI, lease), and move the card the day something changes. In SiteMap Prospect, every account starts with a Tenant Rep pipeline already built with those stages. Each card shows the main contact, the building, and how long it's been since anyone touched the deal, so the quiet ones stand out.

Most tenant rep brokers know where every deal stands. The trouble is that the answer lives in their head, their inbox, and a spreadsheet that was right two weeks ago.

What are the stages of a tenant rep deal?

Most tenant rep deals move through the same steps:

1. Prospecting. You're talking to the company, but they haven't hired you.
2. Hot lead. They have a real need and a timeline.
3. Nurture. The need is real but the timing isn't. You stay in touch.
4. Market survey. You're showing them options and touring.
5. LOI. You've sent or received a letter of intent on a specific space.
6. Lease contract. Lease drafts are going back and forth.
7. Closed won or closed lost.

That's the Tenant Rep pipeline every Prospect account gets on day one: Prospecting, Hot Lead, Nurture, Market Survey, LOI, Lease Contract, Closed Won, and Closed Lost. If your shop uses different words, rename them.

Why not just track deals in a spreadsheet?

A spreadsheet holds the list. It can't tell you anything you didn't type into it.

	Spreadsheet	Pipeline in SiteMap Prospect
Where a deal stands	A status column, updated when you remember	A card in a stage column, moved with a drag
Who to call	A name typed into a cell	The linked contact, with phone and email one click away
Last touch	Whatever date you last typed	The newest call, email, or note on the deal, with how long ago
Lost deals	Row deleted or turned gray	A required reason, kept on the deal
Team view	Whoever has the latest copy	Every deal you share, live

Last touch matters most. In a spreadsheet, a deal that hasn't moved in three weeks looks like every other row. On a board, it's flagged.

How do I set up a deal pipeline for tenant rep?

Start with the Tenant Rep pipeline under Pipelines in the sidebar. If you want a board for a different kind of work, click + New Pipeline, give it a name, and click Create Pipeline. A new pipeline starts empty.

To change stages on either one:

1. Open the pipeline and click Edit Pipeline.
2. Rename a stage by typing over its Stage name. Drag stages to reorder them.
3. Click + Add stage for a new step, like "Space Planning" between LOI and lease.
4. Mark one stage Won (positive terminal) and one Lost (negative terminal). A pipeline can have one of each.
5. Pick colors. Turn on Use a progression color and every active stage shares one color that gets deeper as deals move down the funnel. Turn it off to pick a color per stage.
6. Click Save changes. Nothing saves until you do.

You can't delete a stage that still has deals in it. Move those deals first, so nothing falls off the board by accident.

How do I add a deal to the pipeline?

1. Open the pipeline and click Add Deal.
2. Choose Land in stage, usually the first stage.
3. If the deal already exists in your CRM but isn't on a board, search for it under Search unassigned deals… and click it.
4. If it's new, click Create new deal and fill in the Title (the client's name and requirement works well, like "Coffee shop, 1,800 SF, North Austin"). You can also add Estimated value ($), Probability, and Expected close date.

Open the deal to link the Company, the Site, and the Contacts. Each contact gets a role, like Decision Maker, Champion, or Landlord Contact, and you can star one with Set as main contact. The main contact is the name that shows on the card.

If the client came from one of your prospecting campaigns, you can skip the form. Open the contact or company record and click Upgrade to Deal in the Prospect banner.

What should a deal card tell me at a glance?

Each card on the board shows:

• The deal title.
• The main contact, plus a count if more contacts are linked.
• The building or listing, and the company.
• Up to two lines of notes.
• The last call, email, or note on the deal, and how long ago it happened.

That last line is the one to watch. After 3 days without activity, the time on it turns amber, and it gets darker at 7 days and bold at 14. A deal that has never been touched says No activity yet. Scan the board for amber and you have your call list.

Click List view next to Kanban view when you'd rather read than scan. List view groups deals by stage with a count on each, one row per deal. Prospect remembers which view you used last on that device.

How do I move a deal to the next stage?

Drag the card into the next column. That's it. The stage change is logged on the deal's activity, so you can see later when it went from Market Survey to LOI.

When a deal moves into the Won stage, the card gets a burst of green confetti.

When a deal moves into the Lost stage, Prospect asks Why was this deal lost? A reason is required. Tap a quick pick (Lost to competitor, No budget, Timing not right, Went dark / unresponsive, Requirements changed, Wrong fit for the space) or type your own, then click Save reason. Cancel puts the card back where it was.

Six months from now, "timing not right" is a reason to call back. "Lost to competitor" is not.

Need to take a deal off the board without losing it? Hover the card and click the ✕. The deal stays in your CRM under Deals, and the toast has an Undo button. On a phone, use the Move to stage menu on each card instead of dragging. See How to update your CRM from your phone for that.

How do I find one deal on a busy board?

Click Filter and pick from Sites, Companies, Contacts, and Listings. Within one category, a deal that matches any pick shows up. Across categories, it has to match all of them.

What goes on the deal page?

Click any card to open the deal. The left side holds the details (title, notes, deal source, deal type, value, probability, expected close date), the linked site, company, and contacts, and Deal Files for the LOI drafts, floor plans, and lease redlines. Drop a file on it to upload.

The right side is the deal's activity. Log a Call, Email, Text, Note, Task, or Meeting there. The card's last-activity line reads from it.

To bring in a teammate, click Share deal. Activity on a deal is private to the owner and the people it's shared with.

The weekly pipeline checklist

1. Scan for amber cards and call those first.
2. Move every deal whose stage changed this week.
3. Log a reason on anything you lost, even if it hurts.
4. Update the expected close date on anything that slipped.
5. Upload the latest LOI or lease draft to Deal Files.

Frequently asked questions

What is a deal pipeline in commercial real estate?

A board with one column per stage, from first conversation to signed lease, and one card per deal. You move cards left to right as deals progress.

Can I change the stages in my tenant rep pipeline?

Yes. Click Edit Pipeline to rename, reorder, add, or delete stages, mark the won and lost stages, and set colors. You can't delete a stage that still has deals in it.

Can I have more than one pipeline?

Yes. Click + New Pipeline in the sidebar and name it, like "Investment Sales". Each pipeline has its own stages. Deals promoted from your listings go to the team's Lease Deals and Sale Deals boards on their own.

Why does Prospect make me give a reason when I lose a deal?

A reason tells you whether to call back in six months or move on. On listing deals it also shows up on the landlord report.

Does removing a deal from the board delete it?

No. Clicking ✕ takes the deal off the pipeline but keeps it in your CRM under Deals. Click Undo on the toast to put it right back.

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A pipeline works when it's the one place you look. Move cards the day things change, and let the amber cards tell you who to call.

If you're still landing your first clients, start with How to get your first tenant representation assignment. To see how deals fit with the rest of Prospect, visit CRM & Pipeline, the Prospect product page, or compare plans on the pricing page.