Lead Funnel
Track lead stages, conversion rates, and top contact sources.
Lead Funnel
The lead funnel section shows you how your contacts progress through the sales process. From first contact to close, you can visualize which stage each lead is in, what the conversion rates are, and where your best prospects come from.
Funnel stages
Trochai organizes leads into five stages that represent the typical sales cycle of a real estate agency:
| Stage | Color | Description |
|---|---|---|
| New | Blue | The contact just started their first conversation. Not yet evaluated. |
| Qualified | Yellow | An agent determined the contact has genuine interest and buying or renting capacity. |
| Visit Scheduled | Orange | An in-person visit to one or more properties was agreed upon. |
| Closed Won | Green | The lead completed a successful transaction (purchase, rental, or other positive close). |
| Closed Lost | Red | The lead did not advance for any reason (lost interest, budget, competition, etc.). |
Funnel visualization
Each stage is shown as a horizontal bar whose width is proportional to the number of leads in that stage. The stage with the most leads takes the full width, and others adjust proportionally.
Next to each bar, the stage name and lead count are displayed.
Conversion rates
Below the funnel, you will find three key conversion rates that measure the efficiency of your sales process:
Qualified rate
The percentage of leads that moved from "New" to a later stage (Qualified, Visit Scheduled, Closed Won, or Closed Lost).
Formula: (Qualified leads + later stages) / Total leads x 100
A low rate may indicate:
- Your team needs more time to evaluate leads.
- Many contacts are not serious prospects.
- The bot is capturing informational queries that are not real leads.
Visit rate
The percentage of qualified leads that reached the Visit Scheduled stage or later.
Formula: (Leads with visits + later stages) / Qualified leads x 100
If this rate is low, consider:
- Offering virtual tours in addition to in-person visits.
- Responding faster to maintain lead interest. Check your response time.
- Sending detailed property information before the visit.
Won rate
The percentage of leads with visits that ended in "Closed Won."
Formula: Won leads / (Leads with visits + closed leads) x 100
Conversion rates vary by market and property type. In Costa Rica's real estate market, a close rate between 10% and 25% is considered healthy for residential properties.
Top sources
To the right of the funnel, a card shows the top sources where your leads come from, sorted from highest to lowest.
Common sources include:
- whatsapp -- contacts who started a conversation directly via WhatsApp.
- property_page -- contacts who clicked the WhatsApp button from a public property page.
- facebook -- leads from Facebook ads or your Facebook page.
- instagram -- leads from Instagram.
- referral -- contacts referred by other clients.
- unknown -- contacts whose source could not be determined.
The source is recorded automatically when possible (for example, from a property page). For other sources like referrals or social media, the agent can assign the source manually from the contact profile in the inbox.
How to use the funnel to improve results
Identify bottlenecks
If many leads stay at "New" without advancing to "Qualified":
- Check whether your agents are evaluating leads promptly.
- Consider adding more agents to distribute the workload. See Invite Team.
If many leads are "Qualified" but few reach "Visit Scheduled":
- Improve the information available about your properties (photos, descriptions, prices).
- Respond faster to avoid losing the lead's interest.
Optimize your sources
Compare how many leads each source generates and which ones have the best conversion rates:
- If "property_page" generates many leads, invest in improving your property pages.
- If "facebook" brings many leads but few get qualified, review your campaign targeting.
Compare periods
Use the date range selector to compare this month's funnel vs the previous one. This will help you identify whether your changes are producing results.
Relationship with other sections
- Leads originate from WhatsApp conversations.
- Your team's response speed directly impacts the qualification rate and funnel progression.
- The most visited properties often correlate with the most productive lead sources.