If you work in property sales, you already know how important it is to have a clear, honest picture of your pipeline. You need to know what’s in the works, what’s stuck, and what’s actually likely to close. The trouble is, most CRMs spit out “pipeline” reports that look great in meetings but tell you nothing useful. This guide is for anyone using Reapit who wants proper, actionable sales pipeline reports—without fluff, dead ends, or hours lost to fiddling.
1. Get Real About What a “Comprehensive” Pipeline Report Is
Let’s cut through the noise: a good pipeline report answers these questions:
- What do we have in the pipeline, and at what stage?
- Which deals are likely to close soon—and which are just clogging things up?
- Where are things getting stuck?
- Which team members need help, and who’s crushing it?
- What should we actually do next?
A lot of so-called “comprehensive” reports are just a big list with bar charts tacked on. Don’t fall for it—your report should be something you (and your boss) can actually act on.
Pro tip: Before you even log in, talk with your team about what you really want to see. Don’t just default to what’s easy to export.
2. Clean Up Your Data First (Sorry, but It Matters)
Reapit’s reporting tools are only as good as the data you put in. Garbage in, garbage out. Here’s what you actually need to check:
- Stages are up-to-date: Make sure properties and applicants are in the right pipeline stage (e.g., new lead, viewing, offer made).
- Dead deals are marked as lost or withdrawn: Don’t let old junk clog the pipeline. Mark things as “lost” if they’re dead—don’t just leave them hanging.
- Key fields are filled in: Things like expected close date, value, negotiator, and stage should be set. If your team skips these, the report won’t make sense.
- Duplicates are merged or removed: No one wants to explain why the same deal is in there twice.
You don’t have to clean everything, but if you want a report you can trust, spend 30 minutes tidying up first.
3. Pick the Right Reporting Tool in Reapit
Reapit offers a few ways to pull sales pipeline reports. Your options depend on your version (Reapit Agency Cloud is the most common). Here’s a quick rundown:
- Dashboard Widgets: Good for a quick glance, but limited for deep dives.
- Power Reports (Reporting Suite): The best option for custom pipeline reports. Flexible, but a bit fiddly.
- Export to Excel: Sometimes it’s just easier to export and slice things up yourself. Not pretty, but you can get exactly what you want.
If you’re after a comprehensive, recurring report you can tweak and share, Power Reports is your friend.
Pro tip: Dashboards are fine for a Monday morning standup, but you’ll want Power Reports or an Excel export for anything serious.
4. Build a Pipeline Report in Power Reports
Here’s how to actually build something useful. This isn’t hard, but the filters matter.
Step 1: Open Power Reports
- Head to the “Reports” or “Reporting Suite” tab in Reapit.
- Choose “Power Reports” or “Sales Power Report,” depending on your setup.
Step 2: Select Your Data Source
- Pick “Properties” or “Sales” as your data source. If you’re interested in pipeline by negotiator or applicant, you might also use “Applicants.”
Step 3: Add the Right Filters
Don’t just pull everything—focus on what matters:
- Status/Stage: Filter for properties or deals that are active (e.g., anything not completed, lost, or withdrawn).
- Date Range: If you want to see the current pipeline, you may not need a date filter. If you’re tracking new deals this month/quarter, set one.
- Negotiator/Office: Filter down to your team or office if needed.
- Value: Filter out deals below a certain threshold, if you only care about big ones.
Step 4: Choose the Right Columns
Drag in the fields you actually care about. At a minimum:
- Property address or deal name
- Stage/status
- Value (asking price or agreed price)
- Expected close date
- Negotiator/owner
- Date added (to spot slow-moving deals)
Pro tip: Don’t overdo it. The more columns, the harder it is to read.
Step 5: Group and Summarize
- Use grouping to break down by stage, negotiator, or pipeline age.
- Add summary rows to total up values by stage or negotiator.
You want to see things like: - Total pipeline value per stage (e.g., “Offers Made: £2.5m”) - Number of deals per negotiator - Average age of deals in each stage
Step 6: Save and Schedule
- Save your report so you don’t have to build it again.
- Set up scheduled emails if your team needs this weekly.
5. Don’t Rely on the Default “Pipeline” Chart
Reapit, like most CRMs, loves to show you a big funnel or bar chart. These look nice but rarely tell you what’s actually stuck or actionable. They can be helpful for spotting broad trends, but don’t use them as your main report.
What works better:
- Table views with filters you can change on the fly
- Breakdowns by stage and owner so you can chase up the right people
- Aging reports (how long deals have been stuck)—these are gold for finding bottlenecks
6. Export to Excel for Advanced Analysis
If you’re the type who wants custom charts, pivot tables, or to mash this up with forecasts, just export the data:
- Use the “Export” button in Power Reports.
- Open in Excel or Google Sheets.
- Build your own charts, add notes, highlight stuck deals, or combine with targets.
Downsides: You have to do this every time (unless you automate), and it’s easy for things to get out of sync. But if you want total control, Excel is still king.
Pro tip: Don’t get lost building the perfect spreadsheet. If people aren’t using it, it’s not helping.
7. What to Ignore (Mostly)
- Prettified dashboards: If you can’t drill down or change filters, they’re just for show.
- “Probability” fields: Unless your team actually updates these based on real likelihood, they’re just guesses.
- Reports with too many filters: If you’re spending more time filtering than acting, it’s a sign the report’s too complicated.
8. Make It a Habit
A report is only useful if it’s up to date and people look at it. Build this into your process:
- Review the pipeline weekly as a team.
- Mark dead deals as lost (seriously, this is where most teams fall down).
- Use the report to ask “What’s next?” for stuck deals—not just to admire the numbers.
9. Common Pitfalls and How to Dodge Them
- Old data everywhere: If you haven’t cleaned up in months, your pipeline is a fiction.
- No one owns the report: Assign someone to review and update it—or it’ll rot.
- Too many “in progress” deals: If everything’s “almost there,” nothing is. Push for honest status updates.
10. Quick Checklist: What Makes a Good Pipeline Report?
- Up-to-date, honest data (not wishful thinking)
- Breaks down by stage, owner, and value
- Highlights stuck or old deals
- Simple enough to act on—no one needs a PhD to read it
Getting a comprehensive sales pipeline report out of Reapit isn’t rocket science, but it does take a bit of setup and some discipline. Keep it simple, check your data, and focus on what actually helps you close more deals—not just what looks nice in a meeting. Iterate as you go. The best report is the one you’ll actually use.