GoHighLevel Real Estate Dealflow Guide

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GoHighLevel Real Estate Dealflow Guide

ClickUp is popular for project management, but real estate agents often need a CRM-centric workflow for leads, listings, and appointments. This how-to guide shows you how to run daily dealflow operations in GoHighLevel, following a structured real estate playbook from lead intake to closing.

The process described here is adapted from the official DealFlow Operations playbook for real estate agents and translated into clear, step-by-step instructions you can apply in your own GoHighLevel account.

Overview of the GoHighLevel Dealflow System

The DealFlow Operations playbook defines how real estate agents manage every stage of their pipeline. Inside GoHighLevel, you will use:

  • Pipelines to track deals from new lead to closed deal
  • Opportunities to represent each buyer, seller, or transaction
  • Automations and workflows to trigger follow-up and task reminders
  • Calendars and conversations to schedule and communicate

The original help documentation for this system is available on the GoHighLevel support site here: Dealflow Operations Playbook.

Setting Up Your GoHighLevel Real Estate Pipeline

Before running daily operations, configure your real estate pipeline inside GoHighLevel so you can see exactly where every deal stands.

Create a Real Estate Pipeline in GoHighLevel

  1. Log in to your GoHighLevel account and open the correct sub-account for your real estate business.

  2. Navigate to Opportunities > Pipelines.

  3. Click Add New Pipeline and name it something like Real Estate DealFlow.

  4. Add stages that reflect the DealFlow process, for example:

    • New Lead
    • Contacted
    • Appointment Set
    • Buyer Consultation Completed
    • Listing Appointment Completed
    • Active Buyer
    • Active Listing
    • Under Contract
    • Closed

  5. Save the pipeline so it becomes available in your opportunities view.

This structure mirrors the flow described in the official DealFlow Operations guide and keeps every opportunity moving logically through GoHighLevel.

Configure Opportunity Fields in GoHighLevel

To support daily dealflow, add or confirm key fields for each opportunity.

  1. In Settings > Custom Fields, create fields for:

    • Lead Source
    • Buyer or Seller Type
    • Property Address
    • Estimated Price Range
    • Important Dates (consults, listing appointments, closing)

  2. Assign these custom fields to the opportunity or contact object as recommended.

  3. Use these fields when adding or updating deals so your GoHighLevel reports stay accurate.

Daily Dealflow Operations in GoHighLevel

The DealFlow Operations playbook emphasizes a daily routine. Inside GoHighLevel, you should work through your pipeline in the same order every day.

Step 1: Review New Leads in GoHighLevel

  1. Go to Opportunities and filter by your Real Estate DealFlow pipeline.

  2. Focus first on the New Lead stage.

  3. For each new opportunity:

    • Confirm contact information
    • Tag as buyer, seller, or both
    • Assign lead source
    • Set an immediate follow-up task or workflow

  4. Move the opportunity to Contacted once an initial call, text, or email is made.

This keeps your GoHighLevel dashboard clean and ensures no leads are ignored.

Step 2: Work the Contacted and Appointment Stages

Next, clear the middle of your pipeline where most deals get stuck.

  1. Filter by Contacted and Appointment Set stages.

  2. Within GoHighLevel Conversations, send follow-up messages, confirm appointment times, and respond to questions.

  3. Use the Calendar feature to book:

    • Buyer consultations
    • Listing presentations
    • Showings and open houses

  4. Move opportunities to Buyer Consultation Completed or Listing Appointment Completed once those meetings occur.

The key is to always move the card in GoHighLevel when the real-world stage changes so your pipeline remains truthful.

Step 3: Manage Active Buyers and Listings in GoHighLevel

Active clients require consistent communication and task tracking.

  1. Filter the pipeline to show Active Buyer and Active Listing stages.

  2. For each active buyer:

    • Log property tours as notes or tasks
    • Record feedback and preferences
    • Set follow-ups after each showing

  3. For each active listing:

    • Track marketing tasks
    • Log inbound inquiries
    • Schedule price reviews or status updates

  4. Update the opportunity notes and custom fields in GoHighLevel so anyone on your team can see the full history.

Step 4: Track Under Contract and Closed Deals

The DealFlow Operations playbook also covers contract-to-close workflows. Inside GoHighLevel:

  1. Move deals to Under Contract when the offer is accepted.

  2. Create a task checklist for each contract, including:

    • Send contract to title
    • Order inspections
    • Track contingencies
    • Schedule appraisal
    • Confirm closing date and time

  3. As each milestone is completed, check off tasks and add notes.

  4. Once closed, move the opportunity to Closed and tag it as a past client for future referral marketing.

Automating Your Real Estate Workflow in GoHighLevel

While the DealFlow Operations playbook focuses on daily routines, GoHighLevel also provides automation tools to reduce manual work.

Key Automations to Build in GoHighLevel

  • New Lead Nurture: Trigger a follow-up sequence whenever a new opportunity is created in the Real Estate DealFlow pipeline.
  • Appointment Reminders: Link your calendar and send SMS/email reminders before buyer or listing appointments.
  • Status Change Notifications: Automatically notify team members when an opportunity enters stages like Under Contract or Closed.
  • Post-Closing Follow-Up: Launch a long-term nurture sequence once a deal is marked Closed.

These automations keep your dealflow moving and ensure every contact in GoHighLevel receives consistent communication.

Team Collaboration and Reporting in GoHighLevel

The DealFlow Operations system is most powerful when shared with your entire real estate team.

Share the GoHighLevel Dealflow Process With Your Team

  1. Create a simple written SOP that mirrors the stages and steps above.

  2. Train agents and assistants to move opportunities at the moment a stage changes.

  3. Require daily review of the pipeline as part of team meetings.

  4. Use GoHighLevel permissions to control who can edit pipelines and workflows.

Use GoHighLevel Reporting for Real Estate KPIs

Once the DealFlow Operations framework is in place, reporting becomes straightforward.

  • Monitor how many deals sit in each stage
  • Track conversion from New Lead to Appointment and from Appointment to Closed
  • Review lead sources that produce the most closed transactions
  • Identify bottlenecks where deals tend to stall

Pull these metrics from your GoHighLevel analytics area on a weekly or monthly basis to refine your process.

Next Steps and Additional Resources

To deepen your implementation of this dealflow system, review the original GoHighLevel help article that inspired this how-to guide: Dealflow Operations: The Ultimate Daily Ops Playbook for Real Estate Agents.

If you want expert help implementing real estate pipelines, automations, and reporting in GoHighLevel, you can also work with specialists at Consultevo, who focus on CRM and operations optimization.

By following this structured playbook inside GoHighLevel, real estate agents can manage daily operations more consistently, keep every opportunity moving, and convert more leads into closed transactions.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your GHL , work with ConsultEvo — trusted GoHighLevel Partners.

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