Seller Pipeline
6 stages from initial prospect through to post-closing. Automations active on highlighted stages only.
Automation-active stage (do not delete or rename)
Standard stage (can be reordered or supplemented)
🔍
Prospect
Initial Assessment — review & qualify business opportunities, assess owner readiness
📋
Discovery
Business Analysis — collect documents, financial data, valuation & operational details
🤝
Onboarding
Preparation & Engagement — create marketing packages, prepare CIM/CBR documents
📢
On Market
Advertising & Marketing — NDA automations active, buyer inquiries trigger
⚡ Automations Active
📊
Due Diligence
Contract & Negotiation — triggers Under Contract email to new buyer inquiries
⚡ Automations Active
🏷
Post Closing
Finalization & Handover — triggers Sold email; Tombstone eligible when Status = Won
⚡ Automations Active
Required field setup for On Market stage
📁 Opportunity Details Tab
- ◆Opportunity Name: This can be the actual business name. It's only visible to you and your team
- ◆Internal ID: Must exactly match the 3rd-party advertising site's ID
- ◆Pipeline: Sellers
- ◆Stage: On Market Stage
- ◆Status: Open
- ◆Opportunity Owner: Listing Broker
🌐 Listing Public Data Tab
- ◆Current Status: New or Active
- ◆Public Advertised Title: Same as your advertising title — used in NDA & all email templates
- ◆Internal ID: Same as advertising site — this links buyers to the seller opportunity
- ◆Industry: Must be selected — drives automations & website listing image
Stage change requirements
🔒 Under Contract Settings
- ◆Opportunity Details → Pipeline: Sellers
- ◆Opportunity Details → Stage: Due Diligence
- ◆Opportunity Details → Status: Open
- ◆Listing Public Data → Current Status: Under Contract
🏷 Sold Settings
- ◆Opportunity Details → Pipeline: Sellers
- ◆Opportunity Details → Stage: Post Closing
- ◆Opportunity Details → Status: Won
- ◆Listing Public Data → Current Status: Sold
- ◆Create Tombstone (see Tombstone tab)
Buyer Pipeline
5 stages tracking a buyer from inquiry through to due diligence. Automations active on 4 of these stages.
⏳
Pending / On Hold / UC
Backup Buyer — business is under contract; buyer placed on hold
⚡ Under Contract Email
ℹ️
Inquiry Received
Buyer Interest Logged — NDA email sequence triggered automatically
⚡ NDA Email Triggered
✍️
NDA Signed
Confidentiality Secured — buyer receives Exec Summary/Blind Profile (if URL set)
⚡ Exec Summary Email
🔒
CIM/CBR Sent
Detailed Info Shared — broker manually moves buyer here after qualification
⚡ Broker Approval Req.
📋
Due Diligence
Buyer Evaluation — in-depth analysis and questioning in collaboration with broker
💡
DealBuilder Integration: With DealBuilder, buyers added directly in the DealBuilder listing (Inquiry Received stage) also trigger NDA automation. CIM access is now granted via DealBuilder → Buyer → Actions → Give Presentation Access, which automatically moves the buyer to CIM/CBR Sent stage. See the DealBuilder tab for the full updated workflow.
How buyers enter the pipeline
🌐 Website / Advertising Sites
Buyer submits inquiry via your Deal Studio website or a 3rd-party site (BizBuySell, BizQuest, etc.).
Make.com forwarding rule parses the inquiry email and creates the buyer opportunity automatically in Inquiry Received stage, triggering the NDA sequence.
➕ Manual Add via DealBuilder
Go to DealBuilder → specific listing → Add Buyer.
Leave buyer in Inquiry Received stage. NDA automation triggers automatically.
📧 Direct Email / Referral
Connect your two-way email sync in your profile. Emails from known contacts auto-create or update records.
Use the auto-BCC link (in your profile) to forward individual emails into GHL for contact capture.
NDA Email Automation Flow
Up to 4 automated touchpoints with a buyer before the deal is marked lost. All fully automated — no broker action required.
⚠️
Requirements for NDA emails to send: Seller Opportunity must be in Seller Pipeline → On Market stage → Status: Open. Internal ID and Public Advertised Title must be completed.
1
NDA Email 1
⚡ Immediate
Sent as soon as a buyer inquiry is received. Introduces the listing and sends a link to the electronic Confidentiality / NDA form.
📍 Buyer enters Inquiry Received stage on Buyer Pipeline
2
NDA Follow-Up 1
⏱ +3 Days
Sent if buyer has not yet signed the NDA. Gentle reminder with NDA link included.
📍 Only sends if NDA still unsigned at Day 3
3
NDA Follow-Up 2
⏱ +5 Days
Second follow-up if buyer has still not responded. Sent 5 days after the first follow-up.
📍 Only sends if NDA still unsigned at Day 8 total
4
NDA Final
⏱ +5 Days
Final outreach. If no response after this email, the deal is automatically marked as lost 3 days later.
⛔ Deal marked Lost if no response within 3 days
After NDA is signed
NDA Automatically Signed & Stage Moves
Buyer completes the NDA electronically. The system automatically moves the buyer from Inquiry Received → NDA Signed. Buyer receives a copy of the signed NDA by email. The broker also gets an email notification that the NDA has been signed.
Executive Summary / Blind Profile Email (15 minutes after)
If a Blind Profile URL is present in the Seller Opportunity (Buyer Automations Tab or Opportunity Details within DealBuilder blind profile field), an email with the link is auto-sent 15 minutes after NDA sign. ⚠ If field is blank — email will NOT send. Edit via Marketing → Snippets → DS_2.0.0_NDA Follow Up
Broker Qualifies Buyer
Broker qualifies the buyer, and decides whether to proceed to sending the CIM/CBR. No automation — this is a manual broker decision.
CIM / CBR Access (Broker Action Required)
Via DealBuilder (recommended): Go to buyer → Actions → Give Presentation Access → moves buyer to CIM/CBR Sent stage automatically + gives data room access.
Via Pipeline (legacy): Drag buyer to CIM/CBR Sent stage → select Yes to send CBR email. This only sends the CBR email and CIM access — does NOT give data room access.
⚠ Data room access must be granted through DealBuilder only
Where to view & manage NDAs
📄 View Signed NDA
In the Buyer Opportunity: Opportunity Details → NDA Document
Or in the contact's record under Documents
📋 View All NDAs
Go to Payments → All Documents and Contracts
Filter by Completed or Waiting for Others
✏️ Edit NDA Email Wording
First 2 NDA emails: Marketing → Emails → Templates
All other emails: Marketing → Snippets
DealBuilder Integration
DealBuilder is your deal management hub built on top of GoHighLevel. It works interchangeably with the GHL CRM — automations sync between both systems.
🔵
What is DealBuilder? Deal Studio's own deal management tool, built on top of GoHighLevel (GHL). It is your centralised view for managing individual transactions — sellers, buyers, CIM access, data room, and buyer analytics and tracking — all in one place, syncing 100% with your GHL CRM.
DealBuilder architecture
📁 Seller Side
Seller Intake Questionnaire
Document Upload to Data Room
CIMBuilder Tab (AI CIM creation)
Listing Details (Blind Profile URL)
Seller-Only Data Room Section
👤 Buyer Side
Buyers automatically added through email parsing
Manually add Buyer to Listing
NDA auto-triggered on add
Give Presentation/CIM Access
Buyer analytics and statistics
Track Multiple Listings per Buyer
📊 Data Room
Seller-Only, Broker, Buyer levels
Broker controls & revokes access
Buyer portal: email + verification code
No password/registration needed
Buyer analytics and tracking (page views, time, logins)
Updated Buyer workflow in DealBuilder
Add Buyer to DealBuilder Listing
Navigate to DealBuilder → specific listing → Add Buyer. Leave buyer in Inquiry Received stage. The NDA automation triggers automatically.
Buyer Signs NDA → Exec Summary Sends
System auto-moves buyer to NDA Signed. Executive Summary/Blind Profile email sends 15 minutes later (if URL field is populated). Buyer is now visible in DealBuilder with their linked listings.
Buyer Qualification
DealBuilder will never automatically give access to the CIM or Data Room without the broker's approval.
Give CIM + Data Room Access
In DealBuilder: buyer → Actions → Give Presentation Access. This: (a) moves buyer to CIM/CBR Sent stage automatically, (b) grants CIM access, (c) optionally grants data room access. ⚠ Do NOT allow downloads until Due Diligence — downloads affect buyer analytics tracking
Buyer Accesses Buyer Portal
Buyer receives unique portal link. Login uses email + verification code only — no password or registration needed. All activity (pages viewed, time spent, documents accessed) is tracked in real time in your DealBuilder dashboard.
Due Diligence → Enable Downloads
When buyer moves to Due Diligence, you can then allow document downloads from the data room through DealBuilder. The system logs what was downloaded and when. Full data room access (5 levels) managed by broker — access can be revoked at any time.
Key DealBuilder features at a glance
| Feature |
How It Works |
Type |
| Add Buyer & Trigger NDA | DealBuilder → listing → Add Buyer → leave in Inquiry Received | Auto |
| Give CIM Access | Buyer → Actions → Give Presentation Access → auto-moves to CIM/CBR Sent | Broker Action |
| Data Room Access | Must be granted through DealBuilder only — pipeline drag does NOT give data room access | Broker Action |
| Buyer Analytics and Tracking | Page views, time per page, login count, unique viewers — auto-tracked when buyer uses portal | Auto |
| Buyer Portal Login | Unique link per buyer — email + verification code, no password needed | Auto |
| Multiple Listings per Buyer | DealBuilder shows all listings a buyer has inquired on + their stage per listing | New |
| Seller Intake Questionnaire | Send from DealBuilder → seller completes online → uploads auto to Seller Only data room | New |
| Document Controls | 5 access levels; enable/disable downloads per buyer; broker can revoke access anytime | New |
AI CIMBuilder
Built directly into DealBuilder. Reduces CIM creation time by ~70% using your seller intake questionnaire, data room files, and the client's website.
✅
Important: Requires an OpenAI API key connected to your account. Typical usage cost: ~$3–4 per CIM generated. Output is fully editable (like PowerPoint slides) and can be exported as PDF. One API key account covers your entire team — there is no need for each broker to set up a separate account.
What CIMBuilder uses to create your CIM
📋 Seller Intake Questionnaire
Send the questionnaire from DealBuilder. Seller completes it online via their portal. All answers are pulled into CIMBuilder automatically. The more complete the questionnaire, the better the CIM output.
📁 Data Room Files
Upload financial documents, operational information, and supporting files to the data room. CIMBuilder references the 4-6 files you select when generating the CIM. Documents uploaded by seller via questionnaire go to Seller Only level automatically.
🌐 Client Website
If the client has a website, add the URL in DealBuilder. CIMBuilder will pull in relevant business description, services, and branding information to supplement the questionnaire data.
CIMBuilder workflow
Send Seller Intake Questionnaire
From DealBuilder, send multiple questionnaires to the seller portal for them to complete at their own pace. Seller completes online — no need to manually enter their responses.
Upload Documents to Data Room
Files uploaded by the seller via the questionnaire go directly to the Seller Only section of the data room. You can also manually upload additional documents. Select which files CIMBuilder should use.
Generate CIM in CIMBuilder Tab
Go to the CIMBuilder tab within DealBuilder. The AI generates a ~17-page CIM using your selected data. The prompt structure is pre-built — review and edit the output as needed. Editing is similar to working in PowerPoint.
Review, Edit & Export
Review the generated CIM, make edits and adjustments. Export as PDF when ready. You can also embed listing-specific broker videos directly in the CIM slides for a richer buyer experience.
Upload to DealBuilder (Existing Listings)
For existing listings where you already have a CIM as a PDF — upload it directly to DealBuilder. You immediately get buyer analytics benefits (page views, time per page) even without using the AI CIMBuilder to create it.
Automations Cheat Sheet
Everything you need to remember to make your automations work seamlessly.
Complete automation overview
| Automation |
Trigger |
Requirement |
Type |
Edit Location |
| NDA Email 1 |
Buyer inquiry received |
Seller in On Market stage, Status: Open, Internal ID + Title set |
Auto |
Marketing → Emails → Templates |
| NDA Emails 2–4 |
+3, +7, +10 days (if NDA not signed) |
NDA still unsigned at each interval |
Auto |
Same email template as the original NDA email |
| Executive Summary Email |
15 min after NDA signed |
Blind Profile URL must be populated in Seller Opportunity |
Auto |
Marketing → Snippets → DS_2.0.0_NDA Follow Up |
| CBR/CIM Email (Legacy) |
Broker moves buyer to CIM/CBR Sent + approves |
CBR URL must be in Seller Opportunity; broker must select Yes |
Broker Action |
Marketing → Snippets → DS_3.0.0_CBR |
| CIM Access via DealBuilder |
Actions → Give Presentation Access |
CIM uploaded/built in DealBuilder CIMBuilder tab |
Broker Action |
DealBuilder → Buyer → Actions |
| Under Contract Email |
New buyer inquires when seller is in Due Diligence |
Seller: Due Diligence stage, Status: Open; Current Status: Under Contract |
Auto |
Marketing → Snippets → DS_2.1.0_Under Contract - NDA |
| Sold Email |
New buyer inquires when seller is in Post Closing |
Seller: Post Closing, Status: Won; Current Status: Sold |
Auto |
Marketing → Snippets → DS_1.2.0_Sold Business |
Do's & Don'ts
🚫 Never Do This
- ✕Delete any stages in the Buyer or Seller Pipeline
- ✕Rename any automation-connected stage
- ✕Delete or rename your NDA document in the Payments Tab
- ✕Allow downloads from the data room before Due Diligence stage (disrupts buyer analytics tracking)
- ✕Leave the Blind Profile URL blank if you want the Exec Summary email to send
- ✕Try to give data room access from the pipeline — only works through DealBuilder
✅ You Can Do This
- ✓Add new stages in between existing automation stages
- ✓Reorder stages (as long as automation-connected ones are not moved)
- ✓Set pipeline permissions per user (view / edit / no access)
- ✓Embed videos in email templates (NDA, Exec Summary, etc.)
- ✓Use tags on listings to auto-tag buyers when they inquire
- ✓Upload existing PDF CIMs to DealBuilder to get buyer analytics tracking
Email Templates & Snippets
All automation-connected email content lives in two locations. Edit these to customise the wording sent to buyers and leads.
📌
Two locations: NDA Emails 1 & 2 are in Marketing → Emails → Templates. All other automation emails are in Marketing → Snippets. Never delete a snippet — only edit the content.
Snippets directory
SNIPPET NAME
WHAT IT DOES
LOCATION
DS_2.0.0_NDA Follow Up
Executive Summary / Blind Profile email — sent 15 min after NDA signed (if URL populated)
Marketing → Snippets
DS_3.0.0_CBR
CBR/CIM email — sent after broker manually moves buyer to CIM/CBR Sent + approves
Marketing → Snippets
DS_2.1.0_Under Contract - NDA
Under Contract email — sent to new inquiries when seller is in Due Diligence
Marketing → Snippets
DS_1.2.0_Sold Business
Sold email — sent to new inquiries when seller is in Post Closing, Status: Won
Marketing → Snippets
DS_4.0.0_Buyer Leads // Forms
Welcome email when a buyer fills in the Join Email List form on your website
Marketing → Snippets
DS_4.0.0_Lead Creation // Other Forms
Auto-response when a contact fills in the Contact Us form on your website
Marketing → Snippets
DS_4.0.0_Seller Leads // Forms
Auto-response when a potential seller fills in the Inquire Now form
Marketing → Snippets
DS_4.0.0_White Paper Download Link
Sends whitepaper download link when the Free Whitepaper form is completed
Marketing → Snippets
NDA Emails 1 & 2
Initial NDA email + NDA signed confirmation email — these use the e-signing contract functionality
Marketing → Emails → Templates
Additional Automations
Website-triggered automations available if you have a Deal Studio website. Forms can be amended in Sites → Forms → Builder.
📧
Buyer Leads / Forms
Trigger: Buyer fills in the "Join Email List" form on your website.
What happens: Automated welcome email sent; buyer added to contacts with a buyer tag.
Edit: Marketing → Snippets → DS_4.0.0_Buyer Leads // Forms
Amend form: Sites → Forms → Builder
📬
Lead Creation / Contact Us Forms
Trigger: Any visitor fills in the "Contact Us" form on your website.
What happens: Auto-response acknowledging the inquiry; contact created in CRM.
Edit: Marketing → Snippets → DS_4.0.0_Lead Creation // Other Forms
Amend form: Sites → Forms → Builder
🏢
Seller Leads / Forms
Trigger: Potential seller fills in the "Inquire Now" form on your website.
What happens: Auto-response confirming receipt and promising follow-up for a complimentary business evaluation.
Edit: Marketing → Snippets → DS_4.0.0_Seller Leads // Forms
Amend form: Sites → Forms → Builder
📄
Whitepaper Download
Trigger: Visitor fills in the "Free Whitepaper" form on your website.
What happens: Email with a secure download link for the whitepaper sent automatically.
Edit: Marketing → Snippets → DS_4.0.0_White Paper Download Link
Amend form: Sites → Forms → Builder
Creating a Tombstone
Show sold businesses under "Completed Transactions" on your website. All 5 conditions must be met simultaneously.
All 5 conditions required
Step-by-step tombstone setup
Opportunity Details Tab
Confirm Pipeline: Sellers and Stage: Post Closing. Drag & drop the opportunity to set Status: Won.
Listing Public Data Tab
Set Current Status: Sold. Set Show on Web: Yes. Both fields must be set for the tombstone to appear on your website.