Reports a sales head actually reads

Most sales reports in real estate are a spreadsheet someone builds on the last day of the month. By the time it is ready, the month is over and the budget is spent. TRET's reports are built from what your team already does in it, so they are ready whenever you open them.

Pick the last 7, 30 or 90 days, or any range you like. Sales heads and owners see the whole team and can look at any one person. Executives see only their own numbers.

What should a builder's sales report actually tell you?

A useful report answers a question you would otherwise ask on the phone. Is the portal spend working? Why did last month's leads not turn into visits? Who on the team needs help? If a report cannot answer one of those in a minute, it gets printed for the meeting and then ignored.

The Reports & MIS module in TRET is organised around those questions, one report per question, so the sales head knows where to look and the team knows what is being watched.

Which lead sources actually bring bookings?

The sources table lists every lead source with its leads, conversion to booking, average first response time and how many leads breached your response target. It is the quickest way to see that one portal sends lots of enquiries that never visit, while walk-ins and channel partners quietly close.

Read the table from the booking end, not the lead end. A source that sends many leads looks busy, but it may only be filling your team’s day with calls. A source can also look weak simply because its leads were answered late. Fix the response first, then judge the source.

Where do leads drop out of the funnel?

The funnel shows how many leads reached each stage, from new to contacted, qualified, site visit, negotiation, token and booked. Lost leads are broken down by reason, so “budget mismatch” and “bought elsewhere” are numbers, not impressions.

Look for the biggest gap between two stages. If plenty of leads are contacted but few are qualified, the first call needs work. If many are qualified but few reach a site visit, the invite or the follow-up after it is weak. Lost reasons help you tell which: a pile of “budget mismatch” points at targeting, while “bought elsewhere” often points at speed.

How do you compare salespeople fairly?

The team leaderboard puts each salesperson side by side: calls made, follow-ups done and the share done on time, overdue follow-ups, site visits, bookings and booking value, average first response time and response breaches. It rewards the people who follow up, not just the ones who close the occasional big deal.

How fast is your team answering new leads?

A response chart shows how quickly new leads got their first touch: under 15 minutes, within the hour, within four hours, the same day, later, or never. Follow-up discipline shows how many follow-ups were scheduled, done, skipped and done on time, what is overdue right now, and how many open leads have no next step at all.

The response target is 15 minutes by default, and the clock stops at the first real touch, such as a call, a WhatsApp or a completed follow-up. Our guide to lead response time and auto-assignment explains how the clock works. Look first at “never”: leads nobody touched at all. Then look at open leads with no next step, because those drift out of the funnel without anyone deciding to lose them.

Which projects and channel partners deserve more attention?

Per project, see site visits, bookings and booking value next to units still available and the value of unsold stock. Per channel partner, see clients registered, bookings and commission, which answers which partners are worth the attention.

Per partner, clients registered against bookings shows who brings serious buyers rather than long lists of names. Because TRET records which partner registered a client first, with a timestamp, these numbers are not argued about later.

How do you run a weekly sales review from TRET reports?

1. 1Pick the period. Open the reports on the last 7 days for the weekly review, and switch to 30 or 90 days when you want the trend rather than the week.
2. 2Start with sources. Check which sources produced site visits and bookings, and which breached the response target most often.
3. 3Read the funnel gaps. Find the stage where most leads stalled and look at the lost reasons behind it. Agree one change for that stage, not five.
4. 4Go through the leaderboard together. Look at overdue follow-ups, the share done on time and response breaches for each person. Ask what got in the way before deciding anything.
5. 5Clear the leads with no next step. Use follow-up discipline to find open leads with nothing scheduled, and make sure each one has a date before the meeting ends.
6. 6Export what management needs. Download the CSVs for the period so the owner's meeting works from the same numbers the team just reviewed.

Can you take the numbers into Excel for the monthly MIS?

Every list behind the reports exports as a CSV: leads, calls, follow-ups, site visits and bookings for the period you picked. Monthly MIS for the management meeting becomes a download, not a weekend.

Because the exports come from the same records as the reports, the sheet the owner opens matches what the sales head saw on screen. For the wider picture of how TRET runs a builder's sales office, see TRET for builders.

FAQ