Working a deal through the pipeline | Apto Deals

This article shows what you should do when moving an investment sale, landlord and tenant representation deal through the Apto Deals.


  • Users must have an Apto minimum version of 5.6.x or newer
  • Users must have an active Apto account

Creating a Deal

Once you identify an opportunity to work with a customer you must create a Pursuit to begin working your deal.

Navigate to the Deals tab, and click “ADD A DEAL” under Pursuits.


Working your deals stage by stage


The new Pursuit will then appear in the “Pursuits” column of the deal dashboard. Here the user can manage their efforts in trying to win the deal by creating new tasks or by employing a saved task ‘playbook’. (See Task Playbooks for more information).


Once you have “won” the deal, drag the Pursuit deal card into the first stage of the Listings + Assignments section of the deal dashboard called “Sourcing”.

Advancing your deal through the stages

Each time you advance a deal to the next stage, a window will open after you’re done dragging the deal card to the next stage. Here you’ll be able to decide what to do with any unclosed tasks from the previous stage, add new tasks or choose a saved task playbook, and fill in any new details that are relevant to the new stage.


Once in the Sourcing stage you can view tasks or add new ones, record and view LOIs, attach and manage documentation, manage your deal team, and view and manage deal details.


How to execute in the Sourcing stage

  1. Start with your Task Playbook. Add tasks for things you do to market a listing or source a site on behalf of you client. To do this click “Add Task” in the “Open Tasks” card. To learn more check out our article on task playbooks.

  2. Next, build a prospecting funnel to market your listing to high probability candidates. As you engage the contacts and update their activity, they automatically move through Apto’s deal funnel.

  3. Once you have enough LOI’s to call on for final offers you can then drag the deal card for that deal into the next stage of the deal flow called Negotiations.

For Landlord Reps

Once the agreement has been signed by the Landlord you are representing the deal card can be moved to the “Sourcing” stage of the deal flow. Here it will stay for the longevity of the agreement between you the broker and your Landlord client. Here you can open the deal and view further details of the deal in progress and begin executing the sourcing plan to find tenants for available spaces. If the deal is centered around a single tenant net lease scenario then as above this deal card can be moved forward to the next stage of “Negotiations”. If the agreement stipulates that all available “spaces” are to be leased in the property in question then the broker creates a New Deal Card in the next stage of the deal flow “Negotiations” for that/ those spaces in question as tenants are selected.


This stage of the deal flow allows you to easily manage your negotiations on deals that you are currently working on. Through developing your qualified prospect lists in the previous stages you are now ready to start recording offers for the deal and managing those conversations with more efficiency and organization.

How to execute in the Negotiations stage

  1. Like in all stages, you create a task playbook as you work the deal through this stage.

  2. Any other pertinent deal info from the previous stage(s) carries over, eliminating the need for you to re enter that information.

  3. Add new or update any offers that you have received previously received before this stage.

  4. Export offers and provide them in the form of a spreadsheet to your client.



At this stage the accepted offer tied to your new buyer/seller/tenant or landlord contact and the amount offered will display at the top of your expanded deal card.


The offer details are copied to the contract details displayed on the left side of the expanded deal card. At this deal phase we introduce “critical dates” which gives you the ability to track pending items that you need to complete before the sale/lease is finalized. Once all items with critical dates have been completed you can now close the deal. To close the deal drag the deal card from “contracts” to “closed”.

How to execute in the Contracts stage

  1. Like in all stages, you create a task playbook as you work the deal through this stage.

  2. Any other pertinent deal info from the previous stage(s) carries over, eliminating the need for you to re enter that information.

  3. Use the critical dates feature to create a list of items that need to be completed before the sale/lease is finalized.

  4. Once all critical date items have been completed the deal is now ready to be finalized. Drag the deal card from “Contracts” to “Closed Deals”.


This is where all the deals that you have closed or any other market deals that you have entered in as comps will be stored. This is the last phase of the deal flow.

How to execute in the Closed Deal stage

  1. Again here you can use task templates to ensure all invoices are sent out to your client, all marketing collateral is created and rolled out about the closed deal, and that commissions are paid out on time.

  2. You can enter in your comp information (and external comps) and use it to provides BOV’s for deals in the future.

  3. You can filter your comp database to find all the comps you want to see at a glance for reference.

  4. The ability to create tasks based off of a lease comp to reach back out to your client when their lease is up for negotiation once again.
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