BizDev Deal Pipeline – Instruction Manual for Business Development Managers (BDMs)

Version 1.0 — Issued 31 July 2025

1  Purpose

This manual converts the HubSpot “BizDev Stages – July 2025” workflow into clear, actionable steps for BDMs. Follow it to move every deal efficiently from New Lead to Closed Won while meeting documentation, compliance, and service‑quality requirements.

2  Quick‑Reference Pipeline Map

3  Stage‑by‑Stage Instructions

3.1  Stage 1  — New Lead (Automated)

Triggered by: Any inbound inquiry via website, phone, email, partner portal.

BDM To‑Dos

1. Review lead details within 2 business hours.
2. If unassigned, request assignment from Yulia or Stephy.
3. Verify data completeness (name, phone, property type, source).
4. Set a "First Call" task due same day.

3.2  Stage 2  — Engaged (Manual)

Move the deal here immediately after live contact when you still need answers to qualifying questions.

Actions

• Log call/email outcome in HubSpot.
• Schedule follow‑up (max 48 h gap).
• Prep qualifying questionnaire.

3.3  Stage 3  — Qualified (Manual)

Move after you have:

• Completed the qualifying questionnaire (incl. “Inspection required?” Yes/No).
• Confirmed ownership, property readiness, and target go‑live.

Checklist

• Update all custom fields.
• Attach any files received (title deed copy, photos).
•  

3.4  Stage 4  — Forecast Sent (Manual)

Upload the PDF ROI forecast and select Send Forecast workflow.

Tips

• Personalise greeting; avoid generic templates.
• Double‑check figures (ADR, occupancy, expenses).
• Note follow‑up call date in the timeline (within 48 h of sending).

3.5  Stage 5  — Inspection to be Scheduled (Automatic)

The deal auto‑advances when the Property Inspection Request form is submitted.

BDM Duties

• Ensure the form is complete and accurate.
• Coordinate with Onboarding to pick dates (within 3 days).

3.6  Stage 6  — Inspection Scheduled (Automatic)

System pushes the deal here once inspection date is confirmed or when inspection is waived (No → Quotation Request).

Special Notes

• For Furnishing Agreement deductions ≥ AED 5,000, await Vahan’s approval before regenerating agreement.
• You may generate Management Contract & Furnishing Agreement now or later at Stage 8.

3.7  Stage 7  — Property Inspected (Automatic)

Triggered after inspection completion.

BDM Follow‑Up

• Review inspection report; address red flags with owner.
• Confirm quotation (if any) for fit‑out/repairs.

3.8  Stage 8  — Contract Sent (Automatic)

System moves the deal once the Management Contract is emailed.

Mandatory Uploads BEFORE sending:

• Title Deed / Oqood copy
• Passport and Emirates ID
• Latest DEWA Bill or Activation of Supply (if available)

3.9  Stage 9  — Contract Signed (Automatic)

Triggered when both parties have signed & stamped.

Key Points

• Verify every field in the contract matches CRM data.
• Ensure all uploads are present and legible.
• Advise owner that onboarding (photoshoot, DET permit, etc.) now commences.

3.10  Stage 10  — Final Closure (Automatic)

Onboarding team submits property onboarding form → auto‑advance.

3.11  Stage 11  — Closed Won (Manual – Stephy)

Stephy will move the deal after a final compliance review.

BDM Responsibility – Support by ensuring:

1. Documents: Signed contracts, DEWA, Title Deed, ID copies, NOC.
2. Conditions: Keys delivered, DET permit requested, owner stay blocked, utility credentials validated.

3.12  Stage 12  — On Hold (Manual)

Use only when:

• Awaiting building handover, tenant move‑out, probate, etc.
• Record clear reason and expected date to resume.

3.13  Stage 13  — Closed Lost (Manual)

If the deal falls through, select the closest Loss Reason and add notes (price objection, switched provider, timing, etc.).

4  Best‑Practice Tips

• Data Integrity: Every stage field must be 100 % complete—this powers reporting and automations.
• Transparency: Keep owners informed of next steps; never over‑promise on timelines or returns.
• Collaboration: Loop in Interior Design, Onboarding, and Owner Support early—no surprises.