The real seven-stage pipeline

New — a fresh lead

Your marketing team screens every enquiry — Facebook, website, walk-in, referral, property portal, door-to-door — and enters each genuine one with its source, one by one or from Excel. One phone number is one client across the company, so a duplicate is refused. Reports break performance down by source.

Contacted

The moment a real conversation is logged — a call of 45 seconds or more with an outcome and a note, or a WhatsApp or SMS sent from the lead’s page in Sofia — Sofia moves the lead here on its own. Nobody changes it by hand. A call that rang out never counts, and first-contact time is measured, not guessed at.

Site Visit

The lead moves here when the salesperson checks in at the project with a live camera photo and GPS. The full proof — check-out, the client’s confirmation, the supervisor’s word — is in the next section.

Negotiation

The lead moves here when an offer becomes Negotiating or Agreed, a price round is recorded, or a settled price is written. Simply sending an offer moves nothing. An agreed offer holds the unit off the market, though no money is in yet — and the salesperson must set the expected close date; there is no skip.

Booked

Once the settled price and the booking money — with a numbered receipt — are both on the same offer, the lead moves to Booked and the unit becomes Sold. Money alone only holds the unit. This is the moment a reservation turns into a real, paid commitment.

Closed

A deal closes only when it is Booked, its booking money is confirmed by the office, and it has passed the approval chain: each level of the sales line endorses it, the Company Admin checks it, and the Coordinator approves it with the owner’s go-ahead. A numbered certificate is then issued in your company’s name, and anyone can check it by its QR code.

Lost — a separate outcome

A lead can be marked Lost from any stage — but never without a real reason; Sofia won’t let that be skipped. It also quietly records which stage the lead was in when it was lost, so reports can later show how far leads typically get before falling through. If the deal is in the forecast, marking it Lost is a request the sales line must approve.

What Sofia can do, what it can’t

What Sofia can do	What Sofia can’t do
Unit status follows the deals — the same flat is never offered twice	Property prices (set by your company in the catalog)
Property matching against a client’s real stated budget, ranked by fit — not by commission	Final negotiation and offer terms (human)
Follow-up reminders when a lead goes quiet	The conversation with the client (that’s the salesperson’s job)
13 one-tap “Smart Answers” cards — who needs a follow-up today, which deals are stalling, which bookings are incomplete	—
40+ reports assembled from recorded activity	—
Stage-slip detection (never contacted, no next step, gone quiet)	—
A real Top / At risk / Failing score for every person, calculated from target, pipeline, how recently they booked, and how many of their clients they contact	—
Every payment confirmed three times — by receipt, by the client, by the office	—
A forecast built only from deals with a promised close date — nothing leaves it without approval	—
Closing certificates anyone can verify by QR code	—

Sofia can’t judge a client or replace a salesperson’s conversation. It asks for evidence at every step, flags what’s missing, and puts it in front of the right person.

Verification

Whether a site visit actually happened, what stage a client is really at — that isn’t the salesperson’s word for it. It’s what the system recorded.

A visit starts with the project chosen from the catalog. At the project the salesperson checks in — a live camera photo and GPS location are captured on the spot. While the visit runs, location is noted every few minutes, and check-out captures the photo, GPS and outcome again — with the real duration of the visit. The client then gets a WhatsApp or SMS link to confirm, from their own phone, that the visit happened, and the supervisor confirms it in writing. Impossible travel time, the same spot used for several clients, a suspiciously short visit, or a client who never confirms — anything unusual is flagged for review.

Calls, WhatsApp and SMS go out from inside Sofia, and every one is recorded — when, on which channel, and how long after the lead came in. When the salesperson returns from a call, Sofia won’t let them carry on without an outcome and a note, and it times the call: anything under 45 seconds never counts as contact. A call made outside Sofia is marked as reported, not measured, and a call dialled but never logged shows up as unresolved. “I followed up” stops being something only the salesperson can claim; the system has the timestamp.

1 · SOFIA to Help You lists the leads not called yet.

Money, prices and closings

The controls owners ask for first

01

Receipts with two numbers

Every token and booking payment gets a receipt in your company’s name: Sofia’s gap-free number plus the payment’s own reference — cash memo, cheque or TrxID. Cash, cheque, pay order, bank transfer, bKash, Nagad and Rocket are all covered.

02

Three confirmations

The salesperson sends the receipt, the client confirms the exact amount on their own phone (or disputes it), and only the office can mark it received — against the bank or cash book. Anything late by a day goes on the office’s list.

03

Nothing is edited

Receipts, certificates and commission notes are never edited. A wrong one is cancelled with a reason and stays visible. Once a receipt exists, the client’s name and phone are locked.

04

The bottom price holds

A price below a unit’s bottom price saves only as a request; the deal can’t book or close until it is decided. The client confirms the final price on their own phone, and the salesperson can’t change it afterwards.

05

The closing chain

A deal closes only with booking money confirmed by the office. Every level above the salesperson endorses with a comment, the Company Admin checks, and the Coordinator approves after recording the owner’s go-ahead — written or verbal, from whom, on what date.

06

A certificate anyone can verify

Approval issues a numbered certificate in your company’s name, with every receipt, every approver and the go-ahead. Its QR code opens a public check page; a fingerprint shows if any key fact was altered.

Forecast, team and data

Control that runs every day, not at month-end

01

A forecast with promised dates

A deal counts in the forecast only with its owner’s expected close date. A missed date moves only forward, with the reason; after a week with no action, the line above is told.

02

Withdrawals, approved

A deal leaves the forecast only through a withdrawal each level above the salesperson approves in order — and Pipeline history flags deals pulled out in the first week after a month-end.

03

Commission by your rules

Set the split once by role, versioned with dates, with an optional seller’s ladder by monthly target and a separate split per project. Notes arrive filled in; any adjusted share is marked with its reason, and the owner sees every note.

04

Team Visit

Invite a team leader, supervisor or manager to a visit or meeting. Their presence counts only when they check in from their own phone, and the distance from the salesperson’s check-in is recorded.

05

A marketing desk

Enquiries screened by your marketing team, entered with their source and handed out the same day. The age of every waiting lead shows in amber and red, and every source is judged by the deals it closed.

06

Your data stays yours

Only the Company Admin can export the client list or take a backup, and every one is logged. A leaver’s access ends within minutes; their open clients return to the marketing desk with full history, and their credit for closed deals stays theirs.

Coexistence — your ERP and other tools

Sofia is sales-only — it doesn’t conflict with your ERP.

Land acquisition
Budgeting
Procurement
Contractor management
Accounting

We draw this line clearly so your IT team can see, before recommending Sofia, that nothing clashes with what you already run.

Reporting

A monthly Company report — twelve months of revenue against target, deals closed and lost, money in live offers, teams against target, which sources produce buyers, how much of each project is sold, and who is Top, At risk or Failing — printed on A4 for the board meeting. Behind it sit 40+ built-in reports — pipeline, commission, source performance, funnel conversion, inventory sell-through, and more — each exportable to Excel, automatically scoped to what that person is allowed to see.

No taka is guessed — only counted numbers you can check.

Sofia Company report printed on A4 — top of page 1, demo data

Technology & security

Sofia — a system you can rely on, worry-free

Sofia holds your marketing leads, your team’s performance and every sales record, so it is built for that. Servers, updates, security and backups are all the Sofia team’s job. Your team just focuses on selling.

01

No IT team or server needed

You don’t need a server in your office or an IT hire to run Sofia. The Sofia team runs the servers and handles updates, maintenance and any problems — all included in your monthly fee. All you need is an internet connection and a phone or computer.

02

Installs on any phone or computer

Sofia is a Progressive Web App (PWA). Install it straight from the browser as a desktop or mobile app and add it to your home screen — no app-store download. When there’s an update, the app updates itself.

03

Your data, protected

Encrypted in transit and at rest. Passwords are never stored in readable form, only hashed. And guessing passwords over and over gets nowhere — the system is built to stop it.

04

Backed up at two levels

Inside Sofia, a full automatic backup runs every night. Underneath, our servers back up your data every 45 seconds, with a redundant copy sent to a separate backup server every 12 hours. Even if the main server has a problem, your records aren’t lost.

05

Reports and documents in one click

Excel reports and print-ready documents — the owner’s monthly Company report, receipts, closing certificates and commission notes — generated straight from what was recorded. Nobody builds them by hand.

06

Live dashboards and location maps

Charts update as your team works, and site-visit locations are confirmed on a map.

Built on widely used, proven technology — Python, React, Node.js and PostgreSQL — and run on enterprise cloud servers, looked after entirely by the Sofia team.

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