Every lead we pay for lands in Bitrix and is routed to an agent. From that moment the CRM is the record of what happened — not your phone, not your notebook, not your memory. This is how we work it, start to signed Form F.
For new joiners · and for every agent already here
Quick reference
Stagnant for a week with no reason recorded and the lead rotates to another agent in your area.
A real deal goes straight to pending transfer when you create it. Draft is for practice.
Direct deal: gross and net are the same number. Another agent involved and they are not.
All five uploaded, then notify admin. That is what releases your commission for sign-off.
01 · Sources
Our portals and ad accounts are connected directly to the CRM. A lead from any of them arrives in Bitrix on its own and is directed to the right agent — you do not create it and you do not chase anyone for it.
A referral, a walk-in, somebody you met at a viewing, a contact from your own network — if it did not come through a connected portal, you create the lead in Bitrix yourself. An external lead that only lives in your phone is invisible to the business, and when it closes there is nothing to pay you against.
02 · The first minute
You do not need to sit watching the CRM. The notification comes to you, and it takes you straight into the conversation.
A new lead assigned to you fires a notification in Telegram with the lead's details.
Clicking the notification opens the lead and lets you respond to the prospect in WhatsApp.
The moment you have responded and the lead is legitimate, move the stage. The clock is already running.
03 · The funnel
Each stage means something specific. Move a lead on when it has genuinely reached that stage, not to make the board look busy, and not later because you were waiting for something tidier to report.
It has landed and it is yours. Nothing has happened yet.
You have made contact and the lead is legitimate — a real person with a real enquiry, not a wrong number or a duplicate.
You have conducted a discovery with the prospect, you understand their requirements, and you can help them achieve those requirements. All three, not just the first one.
You have completed first viewings. On off-plan, the first meeting counts.
The prospect has put an offer on a property.
Things have been put on pause or there are delays — a negotiation that has stalled, a client travelling. Use this stage rather than leaving a live lead sitting in the stage before it, and record why.
Form F signed: create a deal. Lost it: click lost. A lead that is finished either way does not stay open — closing it honestly is what makes the forecast worth anything.
If a lead is stagnant for a week with no reason recorded against it, it gets rotated to another agent in your area. That is not a punishment, it is how we make sure no lead we paid for goes cold in somebody's inbox. If there is a genuine reason the lead has not moved, put it on hold and say why — then it stays yours.
04 · Why we are strict about this
Five things depend on your stages being accurate, and none of them work if the board is a week behind reality.
Revenue forecasting. What is at offer, what is qualified, what lands this month — we can only forecast from what is in the system.
Support, before it is too late. Management can see what every agent is working on. If a deal is stuck, somebody can step in and help — but only if they can see it.
Every lead gets worked. We pay for these leads. Nothing should sit untouched.
Which areas actually convert. Where the business is really being won, by community, from real closed data rather than impressions.
Which portals actually convert. Property Finder, Bayut, Dubizzle, Meta, Google — we direct spend towards whichever is producing. That decision is made on your data.
Put plainly: the quality of our investment decisions is capped by the quality of your stage updates.
05 · Deal creation
Form F is signed. On the top right of the lead dashboard there is a Deal button — that is where the deal starts. Once it exists, complete every field below. A half-filled deal is the single most common reason a commission sits waiting.
| Field | What goes in it |
|---|---|
| Full name | The buyer or the seller, in full, as it appears on their ID. |
| Stage | Where the deal currently sits. On a real deal this goes straight to Pending transfer — see the deal funnel below. |
| Start date | The date you started working on the deal. |
| End date | The date you signed Form F. |
| Payment type | How the purchase is being paid for. |
| Property type | Apartment, villa, townhouse, plot. |
| Location | The community or development. |
| Unit number | The specific unit. |
| Amount and currency | The value of the property, whether it is a sale or a rental. |
| Gross commission | The total commission on the deal, including any other agent's share. |
| Net commission | What actually comes to OWJ. |
| Contact number and email | And finally, check the lead itself carries both. Go back to the lead record and make sure the contact number and email address are on it before you consider the deal complete. |
Direct deal — you represent both sides, or there is no other agency involved: gross and net commission are the same number.
Another agent involved — the gross is the full commission on the transaction and the net is OWJ's share of it. These two figures will be different, and entering the gross in both places overstates our revenue and your performance.
06 · The deal funnel
The lead funnel ends when Form F is signed. The deal funnel tracks what happens after that — the transfer, the invoice, and the commission actually landing. It is a separate set of stages, and it is the one finance and management watch.
Leave a deal in draft only if you are creating it to practise. A real deal never sits here.
The deal has been reviewed and approved.
When you create a genuine deal, move it straight to pending transfer. Do not leave it in draft — a deal in draft is invisible to the forecast and to finance.
Use this when we are invoicing another agency for our commission, or when the cheque has been cashed and we are waiting on the money to come in.
Confirm with management that the commission has actually been received. Once they confirm, move the deal on.
Commission in, deal done. This is the only stage a completed deal should be sitting in.
Draft is a practice stage, not a holding pen for a deal you have not finished filling in. If the deal is real, it goes to pending transfer the day you create it.
Commission received is not a stage you set because you think the money has landed. Check with management first, then move it to deal closed.
07 · Deal documents
Under Deal documents, upload the client's paperwork. This section is not optional housekeeping — it is our compliance reporting, and it is the thing we are audited on.
Once all five are uploaded you can notify admin. That is the trigger: admin checks the file, your commission is signed off, and it goes for payment. Nothing moves before the uploads are complete, so do them the same week you sign, not the week you want paying.
08 · What happens to the data
Every data point above is pulled out of Bitrix automatically by Claude AI and presented to management in a dashboard. Nobody re-keys it, nobody asks you for a separate spreadsheet, and nothing else is used to check it.
That matters most when there is money attached to it. When we launch an incentive, the values are pulled straight from Bitrix into the dashboard, and that is the data we measure performance on. A deal you closed but never entered properly did not happen as far as the incentive is concerned.
Update the stage the day it changes. Create the deal the day Form F is signed. Upload the documents the same week. Do those three things and you never have to reconstruct a month at the end of it — and when the numbers are read out, yours will be right.