01
Step 1
Inbound lead capture
A website visitor — Michael Reed, COO at Zenith Technologies — fills out the "Schedule a Tour" form on prestigerealty.com. Interface365 captures the lead with full source attribution.
Why this matters →Form submissions auto-capture with UTM source, route to an owner, and never live in someone's inbox.
Schedule a Property Tour
Michael Reed
michael.reed@zenithtech.com
+91 98765 43210
Zenith Technologies
10,000 sq ft, SoMa area
Schedule tour
RM
Michael Reed
Lead
SourceWebsite / Schedule a Tour
Lead score68 / 100
Rating● Warm
OwnerAlex Carter
CreatedMar 8, 2026 · 14:23
Status
New
How it gets there: The website's form posts to Interface365's webhook endpoint with the lead payload. The matching
Source ("Website") is configured under Settings → Sources, so attribution is automatic. New leads land assigned to the on-call agent (round-robin via owner-assignment rule).02
Step 2
Qualification call & lead enrichment
Alex calls Michael within an hour, qualifies the requirement, and enriches the lead record with custom fields. The lead status flows New → Contacted → Qualified.
Why this matters →One call, three custom fields filled, status flipped — the record is now pipeline-ready without any retyping.
Lead status progression
New → Contacted → ● Qualified
Activity logged
Discovery call
Michael confirmed they're outgrowing their Mission Bay office. Need to move in by July. Decision committee includes CFO + Tech Lead. Prefers SoMa, will consider FiDi.
Custom fields (Lead)
Preferred areas
SoMa, FiDi
Budget / month
$50K–$70K
Required sq ft
8,000–12,000
Move-in target
July 2026
Buyer / seller
Tenant
Decision timeline
8–12 weeks
03
Step 3
Lead conversion — one click, three entities
With the lead qualified, Alex clicks Convert. Interface365 creates a Contact + Company + Deal all linked, and links them together.
Why this matters →One click creates Contact + Company + Deal, all linked. No retyping, no orphaned records.
RM
Michael Reed — Lead
Status: Converted
Converts to
RM
Michael Reed
Contact
TitleCOO
Emailmichael.reed@zenithtech.com
TypePotential Customer
ZT
Zenith Technologies
Company
IndustrySaaS / Tech
Size150 employees
Websitezenithtech.com
Zenith Tech — SoMa Office Lease
Deal
Value$60,000/mo
StageDiscovery
StatusOpen
One transaction, atomic. Either all three entities are created, or none. The lead's notes, activities, and files are reassigned to the new contact/company/deal automatically — nothing is lost.
04
Step 4
Deal enrichment — buying committee, custom fields, tags
Real estate deals at this scale involve multiple stakeholders. Alex adds the CFO and Tech Lead as additional contacts on the deal with explicit roles.
Why this matters →Multi-contact deals with explicit roles model real buying committees natively — not as comma-lists in a notes field.
Buying committee — 3 contacts on this deal
RM
Michael Reed
COO · michael.reed@zenithtech.com
PS
David Kim
CFO · david.kim@zenithtech.com
VK
James Cooper
VP Engineering · james.cooper@zenithtech.com
Custom fields (Deal)
Property type
Commercial · Office
Property address
SoMa Tower, Floor 12-14
Square footage
10,000 sq ft
Listing price
$5 / sq ft / mo
Commission %
2% (one-time)
Lease term
5 years (3+2)
Tags & visibility
Tags
Strategic Hot Enterprise Q2 close
Visibility
Team — SF SoMa team only Owner & expected close
Owner: Alex Carter
Expected close: May 15, 2026 (62 days)
Expected close: May 15, 2026 (62 days)
05
Step 5
Activities, notes & files — the full deal context
Over the next two weeks, Alex logs every interaction. Site visits, showings, internal notes, and uploaded documents all live on the deal record.
Why this matters →Every interaction, decision, and document lives on the deal — not scattered across email, Slack, and Drive.
Activity timeline
Site visit — SoMa Tower
All 3 stakeholders walked Floor 12-14. David (CFO) liked the natural light; James (VP Eng) confirmed fiber capacity is sufficient.
Stakeholder review meeting
David asked about lease abatement and exit clauses. Sent over comparable terms from 3 recent SoMa deals.
Email — Floor plan + amenities deck
Sent to all 3 stakeholders. David opened twice within an hour. James forwarded to facilities team.
Call with David (CFO)
Walked through total cost of occupancy spread over 5 years. CFO confirmed budget approval will go to board next Tuesday.
Internal notes
Mar 14
CFO is the gatekeeper, but Michael is the actual decision driver. Need to keep both engaged. Send fit-out cost analysis ASAP.
Mar 15
Let's offer up to 10% discount on fit-out if they sign before March 31. Authorize as needed.
Mar 18
Board approval expected Tuesday. Quote needs to be ready by then. Pulling line items now.
Files attached (4)
SoMa-Tower-FloorPlan.pdf
tower-views-and-amenities.zip
5yr-occupancy-cost-analysis.xlsx
comparable-deals-summary.pdf
06
Step 6
Tasks & follow-ups — never let a thread drop
Tasks attach to the deal with priority, due dates, and assignees. Polymorphic — they can also attach to contacts, companies, or projects.
Why this matters →Polymorphic tasks (deal / contact / company / project) with priority + due-date — follow-ups stop slipping.
Tasks for this deal
Build full quote with line items + 10% fit-out discount
Follow up post board meeting (Tuesday)
Coordinate inspection & due diligence with James
9 task types · 4 priority levels · 5 statuses. Tasks support: To Do, Phone Call, Email, Meeting, Follow Up, Demo, Proposal, Deadline, Other. Priority: Low / Medium / High / Urgent. Status: Pending / In Progress / Completed / Cancelled / Deferred.
07
Step 7
Pipeline progression & stagnant alerts
As the deal advances, Alex drags it through stages. If activity drops for 14+ days, Interface365 flags it as stagnant and surfaces it on the dashboard.
Why this matters →Drag-drop stages with weighted forecast, plus stagnant alerts that flag idle deals before they die quietly.
✓ New Inquiry
10%
✓ Tour Scheduled
25%
● LOI Submitted
60%
Lease Negotiation
80%
Lease Signed
100%
Zenith Tech — SoMa Office Lease
Deal · in LOI Submitted
Value$60,000/mo
Probability60%
Weighted forecast$36,000/mo
Days in stage8 days
Last activity2 days ago (call)
Expected closeMay 15, 2026 (62 days)
Stagnant deals (last activity 14d+)
Globex — FiDi
$40K/mo · in LOI Submitted · 21d idle
Initech — SoMa Annex
$22K/mo · in Lease Negotiation · 15d idle
Hooli — Embarcadero Tower
$70K/mo · in New Inquiry · 3d idle
Forecasting math: Weighted forecast = deal value × stage probability. $60K × 60% = $36K weighted. As the deal advances, the weight increases — and so does the firm's projected revenue.
08
Step 8
Product catalog (listings & services)
Prestige's catalog of listings, fit-out services, and add-ons — with lifecycle states (Active, Draft, Retired) so old prices don't pollute new quotes.
Why this matters →A pricebook with lifecycle states (Active / Draft / Retired) — old rates can't accidentally land on a new quote.
Active
Premium Office Space — SoMa
PRS-SPC-001
Office Space
$5 / sq ft / mo
Active
Interior Fit-Out
PRS-SRV-001
Services
$80 / sq ft (one-time)
Active
Conference Room Add-on
PRS-ADD-001
Add-ons
$2,500 / room / mo
Active
Cafeteria / Pantry
PRS-ADD-003
Add-ons
$1,500 / mo
Active
Building Maintenance + Utilities
PRS-CAM-001
CAM & Utilities
$0.35 / sq ft / mo
Draft
Co-Working Desk
PRS-SPC-002
Office Space
$250 / desk / mo
Pending paperwork; not quotable yet
Retired
Parking Bay (legacy)
PRS-ADD-002
Add-ons
$200 / bay / mo
Bundled into Premium packages now
09
Step 9
Quote creation — line items, discounts, sales tax
Alex assembles a formal quote pulling line items from the catalog. Prices are snapshotted at the moment of creation — future catalog changes won't retroactively affect this quote.
Why this matters →Multi-line quotes with snapshot pricing, line-level discounts, monthly + one-time, and tax — print-ready out of the box.
Q-2026-042
| # | Item | Qty | Unit price | Disc % | Total |
|---|---|---|---|---|---|
| 1 | Premium Office Space 10,000 sq ft · SoMa Tower · Floor 12-14 · 5-year lease | 10,000 | $5 | 0% | $50,000 |
| 2 | Interior Fit-Out (one-time) Open-plan + 6 cabins + pantry · Modern modular design | 10,000 | $80 | 10% | $720,000 |
| 3 | Conference Room Add-on 2 fully-equipped meeting rooms · A/V + booking system | 2 | $2,500 | 0% | $5,000 |
| 4 | Cafeteria / Pantry Service area · Coffee machine + microwave + dishwasher | 1 | $1,500 | 0% | $1,500 |
| 5 | Building maintenance + utilities CAM charges · power · water · housekeeping · 24×7 security | 10,000 | $0.35 | 0% | $3,500 |
Recurring (monthly)
Office + add-ons + maintenance subtotal$60,000
Sales tax (commercial lease — exempt in CA)$0
Monthly total$60,000 /mo
One-time charges
Interior fit-out (post-discount)$720,000
Sales tax (CA · 8.5%)$61,200
One-time total$781,200
Year-1 billings (incl. tax + fit-out)
$1,501,200
($60K × 12) + $781.2K one-time
Pricing snapshot. Each line item locks in the catalog price at the moment of quote creation. If Prestige raises the per-sqft rate next month from $5 to $6, this quote keeps its $5 rate. The deal currency (USD here) is also stamped on every line — even if you later switch the deal to EUR, this quote stays in USD.
10
Step 10
Quote lifecycle — Sent → Viewed → Accepted
The quote progresses through statuses with timestamps captured at each step. Email-tracked views ping back to Interface365.
Why this matters →Status transitions Draft → Sent → Viewed → Accepted with timestamps, email-open tracking, and a full audit trail.
Draft → Sent → Viewed → ✓ Accepted
Alternate outcomes
✕ Declined ○ Expired
Q-2026-042 · event timeline
Mar 22 · 11:42
Quote created by Alex Carter Draft
Mar 22 · 16:08
Quote sent to
michael.reed@zenithtech.com, david.kim@zenithtech.com SentMar 22 · 17:14
Quote viewed by Michael Reed · 2nd view by David Kim at 18:20 Viewed
Mar 23 · 09:42
Pushback from David Kim (CFO): "Board flagged the fit-out cost vs comparable BKC deals — can we go to 15% off?" Alex flags the deal with Negotiating
Mar 24 · 14:20
Alex opens the deal's activity timeline, pulls the
comparable-deals-summary.pdf attached on Mar 15 (3 SoMa fit-outs, avg 8.5% discount). Sends a 1-page response: "Our 10% is already 1.5pts above market — here's the data."Mar 25 · 16:08
David Kim acknowledges the comp data: "Fair point — taking it to the board at 10% as quoted." Board votes go that evening.
Mar 26 · 10:31
Quote accepted by Michael Reed — board approved Mar 25 at the original 10% ✓ Accepted
Why the timeline mattered. Without the activity log, Alex would have had to dig through email + Slack + Drive to defend the 10% rate. Because every comp deal, file, and stakeholder interaction lived on the deal record, the rebuttal took 20 minutes — not 2 days. Held the price.
11
Step 11
Deal Closed Won 🏆
Quote acceptance triggers the deal to move to Closed Won. Probability flips to 100%. Forecast updates. The whole firm's pipeline KPIs ripple.
Why this matters →Close-Won updates the deal, fires events, refreshes pipeline + leaderboard — no orphan records.
✓ New Inquiry
✓ Tour Scheduled
✓ LOI Submitted
✓ Lease Negotiation
★ Lease Signed
Zenith Tech — SoMa Office Lease
Closed Won · Mar 26, 2026
Final value$60,000/month
Lease term5 years
Total contract value$3,600,000 (5-yr)
Commission (2%)$72,000
Days to close18 days (target was 62!)
$60K
Monthly recurring
$720K
Year-1 contract
$72K
Commission earned
12
Step 12
Webhooks fire — Slack, Zapier, accounting
The instant the deal flips to Won, Interface365 fires deal.won webhooks to every subscribed endpoint. Slack celebrates. Zapier syncs to QuickBooks. Email goes to leadership.
Why this matters →Outbound webhooks to Slack / Zapier / QuickBooks / anything — HMAC-signed, retried, logged in delivery history.
Webhook payload (POST)
// POST https://hooks.zapier.com/... // X-I365-Signature: sha256=... { "event": "deal.won", "timestamp": "2026-03-26T10:31:14Z", "data": { "deal_id": "d_8h2f9k3", "name": "Zenith Tech — SoMa Lease", "value": 60000, "currency": "USD", "company": "Zenith Technologies", "contact": "Michael Reed", "owner": "Alex Carter", "closed_at": "2026-03-26T10:31:14Z" } }
Slack #sales-wins
#sales-wins
SF SoMa team · 28 members
Interface365 APP 10:31 AM
🎉 Deal Closed Won!
Alex Carter just closed Zenith Tech — SoMa Office Lease for $60K/mo (5-yr · $3.6M TCV).
Commission: $72K. Days to close: 18.
Alex Carter just closed Zenith Tech — SoMa Office Lease for $60K/mo (5-yr · $3.6M TCV).
Commission: $72K. Days to close: 18.
HMAC-signed, retried, logged. Every webhook gets an
X-I365-Signature: sha256=... header so receivers can verify authenticity. Failed deliveries auto-retry with exponential backoff. The Settings → Webhooks → Delivery logs page shows every fire with status code, response, and retry count.13
Step 13
Closing project — fit-out delivery
Auto-created on Won, the project tracks the post-sale work: title checks, build-out, inspection, walkthrough, handover. Tasks, budget, and stage all in one place.
Why this matters →Once a deal closes Won, post-Won delivery moves to a Project with tasks, budget, and health tracking — and catches change orders before they blow the budget.
Zenith Tech — Office Fit-Out & Handover
Delivery project · linked to deal
Linked dealZenith Tech — SoMa Office Lease
Start dateMar 28, 2026
Target handoverJun 30, 2026 (94 days)
Project leadEmma Foster (Ops)
PriorityHigh
Delivery pipeline
✓ Planning
● Build-out
Inspection
Walkthrough
Handover
Completed
Project tasks
Electrical & networking install
Furnishing & modular setup
Fire safety inspection
Client walkthrough with Michael
Keys handover & closing celebration
Project budget
$720,000
Budget
$473,000
Spent
$247,000
Remaining
65.7% utilized · on track
Health
Health● On track
Progress38% complete
Days remaining58 days
Day 35 · change order
Contractor flagged: HVAC upgrade for server room — +$38,500
On Day 35 of build-out, the GC flagged that Zenith's server room needs a dedicated HVAC unit (not in original scope). Cost: $38.5K. Emma logs the request as a task on the project, attaches the GC quote.
Alex sees it on the project view immediately — current budget shows $473K of $720K spent (65.7%) with $247K remaining. If approved, the bar would update to $511.5K (71.0%) — still under the 90% red line. He pulls Mark in via @-mention on the task. Mark approves within 24 hours. Budget bar updates to 71%. Project health stays ● On track.
Without the project view: this surfaces at end-of-month invoice as a surprise, eats into commission margin, and Zenith's facilities team has nothing to point at when scope discussions come up later. Caught in time, it's a 24-hour decision and a $38K invoice line item — both sides sign off in one place.
14
Step 14
Dashboard view — the Friday after
It's Friday morning. Alex's Zenith deal closed Wednesday — one of 4 wins across the team this week. Every number below rolls up Alex's deal alongside the other agents'.
Why this matters →Live KPIs roll Alex's deal up alongside the team's — pipeline, leaderboard, stagnant alerts, all in one view.
KPIs · This month vs last month
Open deals
14
↑ +3 Revenue won
$300K
↑ +18% Active tasks
23
3 overdue New leads
42
↑ +27%
Pipeline overview · Sales
Discovery (3)
$65K
Qualification (5)
$150K
Proposal (4)
$260K
Negotiation (2)
$105K
Won this mo (4)
$300K
Top closers · this month
🏆
Alex Carter
3 deals
$98K
#2
Emma Foster
2 deals
$70K
#3
Ryan Murphy
2 deals
$50K
#4
Olivia Bennett
1 deal
$35K
Closing soon (next 14 days)
Aperture — Cloud Tower $55K/mo · in 4d
Soylent — Bay Tower $85K/mo · in 8d
Massive Dynamic — Civic Center $35K/mo · in 12d
15
Step 15 · the prequel
What Prestige set up before any of this worked
Rewind 30 minutes from "Day 1." Every screen you just walked through — the source dropdown on the lead form, the buying-committee roles, the SoMa pipeline stages, the catalog rates, the quote tax rules — was configured once by Mark in Settings. Then it reused itself through every step that followed.
Why this matters →Everything you saw was configured once before Day 1. Configure once, reuse forever — no per-deal setup overhead.
Pipelines & stages (2 pipelines)
Sales · 5 stages Project · 6 stages
Custom fields (16 across 4 entities)
Lead · 6 Deal · 6 Contact · 2 Project · 2
Activity types
Call Email Meeting Site visit Showing Open House Inspection
Lead statuses
New Contacted Qualified Converted Disqualified
Tags (color-coded)
Strategic Hot Enterprise Q2 close Past Client
Sources (lead origin)
Website Referral 99acres MagicBricks Cold call
Webhooks (3 active endpoints)
Slack #sales-wins Zapier → QuickBooks Email digest
Roles, teams & permissions
12 users · 3 teams 5 roles Team-scoped visibility
One-time setup, lifetime value. A typical Prestige Realty admin spends ~3 hours configuring all of this on day one. Every deal afterward inherits the conventions automatically. New agents onboard in 30 minutes because the workspace already speaks their language.
Entity relationship map
How every entity in this walkthrough connects
Lead
converts to→
Contact
+
Company
+
Deal
Activities
+
Notes
+
Tasks
+
Files
attach to→
Deal
Products
line items in→
Quote
accepted, closes→
Deal Won
creates→
Project
Webhooks
fired by every event→
Slack
Zapier
Custom endpoints
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