Customer Case Study

From a founder's spreadsheet
to a sales team's pipeline

How The PMO Co. — the PropTech startup behind PropSuite — stood up its first-ever sales engine on Rework Sales OS, turning a founder's 3-to-6-month selling instinct into a 10-stage pipeline that two new reps can run.

PropSuite PropTech SaaS Rework Sales OS Philippines 2026
7 daysKickoff → Soft Launch
3Seats Licensed
10Pipeline Stages
~400Aged Leads to Reactivate
First CRMReplaced Excel
LN
Linh Ngo
CSM · Lead
CN
Calvin Ng
Business Consultant
L
Lindsay
CS Support
PropSuite product overview
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Contents

What this case covers

01

Company & Industry

A startup that sells software to property managers — and needed its own sales system.

02

The Turning Point

Why founder-led selling hit a ceiling the moment the first reps were hired.

03

Implementation

Kickoff to soft launch in 7 days, across a 5-week onboarding.

04

Needs & Goals

Before vs after — Excel tabs to a structured, sourced pipeline.

05

The Solution

One pipeline, two go-to-market motions, and full activity logging.

06

Adoption & BD Toolkit

An honest early read — plus how to sell Rework to PropTech startups.

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Company & Industry

A software company that needed software to sell its software

PropSuite, by The PMO Co., is a Philippine PropTech startup selling a property-management system to Homeowners Associations, condominium corporations, and rental-property managers. Based in Makati and Baguio, B2B SaaS on year contracts priced by units — ~30 properties live, commercial for ~1 year and still finding product-market fit.

① The customer is itself an early-stage SaaS startup

Speed-to-value beats feature depth. The right call here was the simplest pipeline that works — over-configuring a 3-person team kills adoption.

② The buying trigger is the founder-to-team transition

The CRM's job is to externalize what lived in the founder's head into a process new reps can run.

③ Long, multi-stakeholder cycles (3–6 months)

Early on, leading activity — calls, meetings, follow-ups, leads enrolled — matters more than closed-deal count.

~30Properties Served
3–4Sales Team
3–6 moSales Cycle
2Go-to-Market Motions

Who uses Rework

  • Pamela Tecson — Owner / decision-maker (was the sole salesperson)
  • Iya Magarso — Sales · Barangay / LGU motion
  • Janni Tecson — Sales · Private developments motion
  • John Ray Viernes — Business Development · lead sourcing
  • Fiona Tecson — Sales accounts
Before Rework: no CRM — Excel + Google Sheets, leads scouted by hand from Google Maps & Facebook.

Go-to-Market Motions

Private Developments

Condominiums, subdivisions & rental properties. Appointment-led outbound via cold call → online/on-site presentation.

Government / Barangay

Local government units (LGUs). Group UAT demos → Letter of Commitment → MOU. Landline-heavy, longer approval cycle.

Lead Sources

  • Google Maps — search condos/properties by area, find contact
  • Facebook Page — social media outreach
  • Direct Selling — founder & BD team outbound
  • Website — inbound inquiry form
  • Physical events — property expos & demos

Sales Channels

  • Outbound cold call — BD team scouts & books meetings; goal: 40 properties/day
  • Online presentation — Metro Manila leads; primary channel
  • On-site visit — Baguio & regional clients
  • Group UAT session — batch LGU/Barangay demos (online)
  • Email outreach — bulk send via Gmail to contact list
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The Turning Point · Why Now

Founder-led selling had hit its ceiling

01

The ceiling

Pamela was the sole salesperson; every deal took 3–6 months. The same motion simply couldn't scale.

02

A green team, no rails

Three first-time reps were handed Excel tabs and a Google Maps habit — no process, no pipeline, no playbook.

03

Two motions + cold leads

Barangay and private-condo motions emerging at once, with ~400 archived leads going to waste.

"We cannot scale or grow doing the same sales process that we have been doing before… we need a system that the sales team will use."
— Pamela Tecson, Owner · Kickoff, Apr 17 2026

Decision Journey

JAN 2026

First contact

BC Calvin engages; pipeline = ~1 deal at Opportunity.

APR 16

BC → CS handoff

Calvin hands context to CSM Linh.

APR 17

Project kickoff

Accounts, self-onboard, first pipeline demo.

APR 24

Soft launch 🚀

Team starts logging deals.

MAY 22

Go-live review

2 active power users; barangay LOCs landing.

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Implementation Timeline

Kickoff to soft launch in 7 days

Apr 17 → Apr 24, inside a ~5-week onboarding. Phases: data imported < Apr 22 · setup < Apr 24 · live < May 5.

APR 16

Handoff

BC → CS context transfer.

APR 17

Kickoff

Accounts, self-onboard checklist, pipeline demo.

APR 21–22

1:1 + Workshop #1

Engaged-Contact stage, BANT, reports, calls & meetings.

APR 24

Soft Launch 🚀

Team begins logging live deals.

~MAY 5

Review

Refine setup & fields.

MAY 22

Go-Live Review

Adoption check after ~1 month.

— Implementation Strategy
Rework CS Team
⚡

Start simple, ship fast

Keep the process as lean as possible so the team can begin immediately. Don't over-configure a 3-person team — complexity kills adoption before it starts.

"The best process is no process. Anything we can do immediately — we do immediately."

📈

Optimize as you scale

Set up the simplest pipeline that works first, then refine. Stages were added iteratively as the sales process matured — not all at once on day one. Review and improve continuously.

"We will continuously test, review, and refine the setup — and just continue optimizing from there."

📊

Count on every input

The entire dashboard, reporting, and performance visibility runs on what the team logs. Every note, call, deal stage update, and lead source matters.

"There are a lot of things we need to input for the system to give us the insights we need."

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Needs & Goals

Before vs after Rework

Before Rework
🗂️

Scattered Excel tabs

~200 live leads per rep + ~400 archived, split by region across spreadsheets.

🙈

No pipeline visibility

Status lived in Excel "remarks" — no way to see who's warming up.

📞

No activity logging

"No centralized logging of calls/texts/visits — missed follow-up is a known pain point."

✉️

Manual email

One-by-one from Gmail, no templates, no idea if anything was read.

♻️

~400 leads going cold

Archived leads sat unworked with no reactivation mechanism.

After Rework
🗃️

One Sales Pipeline

Every lead a deal card with Lead Source, Area & Property Type fields + per-rep views.

👁️

10-stage pipeline

Drag-and-drop status; "first thing every morning, open the pipeline" worklist.

🧭

BANT qualification

Budget / Authority / Need / Timing drop-downs to prioritize the right leads.

📊

Logged activity + tracked email

Calls, meetings, notes per deal; Gmail sync, templates, open/click tracking.

📥

Lead import to reactivate

Migrate the archived backlog back into a worked pipeline.

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The Solution · Part 1

One sales pipeline, two go-to-market motions

Replacing scattered Excel tabs with a single structured pipeline that two reps with different motions can run together.

Before — Excel tracker
Old Excel tracker
After — Rework Sales Pipeline
Rework Sales Pipeline
Private Developments · Janni

Condos & developers

  • Appointment-led: book → present → propose → quote → close
  • Online presentations (Metro Manila) + site visits (Baguio)
  • Deal value estimated from # units × PropSuite pricing tier
Government / Barangay · Iya

Local government units (LGUs)

  • Group UAT demo sessions → LOC → MOU (adds an MOU stage)
  • 17 Letters of Commitment gathered; 8 of 17 attended first UAT
  • Landline-heavy, longer approvals — distinct from private motion
One shared pipeline today; the plan is to split into separate government vs private pipelines once volume grows (~100+ leads).
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The Solution · Part 2

Capture & qualify — a sourced, prioritized worklist

Turning a flat 200-row spreadsheet into structured, sourced deal cards the team can prioritize.

What was configured

  • Lead Source — Facebook · Website · Google Maps · Direct Selling · Walk-in
  • Area — NCR / Manila · Laguna · Davao · Baguio (drop-down)
  • Property Type — Condo · Rental · HOA
  • # Households / Units — drives deal value estimation
  • BANT — Budget · Authority · Need · Timing qualification drop-downs
  • Labels — rep-defined quick tags (e.g. "First UAT", location)
"It's been very easy for me to use."
— Janni Tecson, Sales · Go-live review, May 22
Deal custom fields
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The Solution · Part 3

Measure all input — the activity & performance layer

Where a long, multi-touch cycle gets recorded so management can review what's working.

📞 Calls Mobile only

Mobile caller app logs calls to the deal. Landlines (common for barangays) can't connect — notes logged manually instead.

📅 Meetings

Discovery / Presentation / Customer types, synced to Google Calendar; notes stored per meeting.

✉️ Mail

Gmail sync, templates with variables, open/click tracking, bulk send to contacts.

📑 Tracks Early

Proposals / quotations / MOU as tracked links — see opens & time-per-page as follow-up signals.

📊 Reports

New leads by type & source, active deals, calls/meetings logged — the weekly performance review for a team where leading activity matters more than closed-deal count.

Sales Performance Dashboard
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End-User Adoption · An honest read

Real traction, with real early friction

Seat usage at go-live (self-reported)

Iya Magarso
Active
Janni Tecson
Active
Fiona Tecson
Inactive
2 of 3 seats actively used → active rate < 30%. No Active Usage CSV was exported — figures are self-reported from the May 22 review. VERIFY

What's driving it

🟢 Green flags

Both active reps find it "very easy"; using labels, notes & per-rep views well. CEO hiring more sales to fill the 3rd seat. Team joins Rework workshops regularly. Barangay motion producing 17 LOCs.

⭐ Champion users: Iya & Janni

Iya and Janni became the team's champion users — both are genuinely curious about how the technology works, exploring the system on their own, asking sharp questions, and logging deals consistently. Usage rate increased significantly after Linh sat directly with each of them in dedicated 1:1 sessions. Their hands-on engagement set the standard for the rest of the team.

🔴 Watch items

Data-entry backlog (Iya: 15 of 128 deals entered). Fiona inactive since ~May 4. Landlines limit call-logging. Tiny team = adoption rides on 2 people.

🟡 Next up

Lead import to clear the backlog · Print Template (replace paper forms) · Customer Feedback Form · split into government vs private pipelines as volume grows.

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Before & After · Summary

The shift, at a glance

CategoryBefore ReworkAfter Rework
Sales systemNone — Excel + Google SheetsRework Sales OS · 10-stage pipeline
Lead captureManual; Google Maps/Facebook; regional tabsDeal cards + Lead Source / Area / Type fields
PrioritizationAll ~200 leads worked the sameBANT qualification drop-downs
Activity logNone — follow-up in Excel remarksCalls, meetings & notes per deal
EmailManual, one-by-one, untrackedGmail sync, templates, open/click tracking
ReportingNoneLeads by source/type + activity metrics
Selling modelFounder-only · 3–6 mo · undocumentedRepeatable, team-run process
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BD Toolkit

Selling Rework to PropTech & startup sales teams

Key terms

PropTech
Property-technology software (here, a management system for HOAs/condos). The customer sells software — so they value tools that scale a small team.
HOA / Condo Corp
Homeowners Association / condominium corporation — board-governed, multi-stakeholder buyers with slow, committee-style decisions.
Barangay (LGU)
The smallest Philippine local-government unit. A distinct sales motion: group demos, official approvals, landline contact.
UAT → LOC → MOU
User Acceptance Testing (group demo) → Letter of Commitment → Memorandum of Understanding. The government motion's path to close.
BANT
Budget, Authority, Need, Timing — a 70-year-old lead-qualification framework, ideal as lightweight drop-downs for green reps.
Product-Market Fit
Early-stage startups optimizing for it deprioritize anything slow — lead with speed-to-value.

Win more deals like this

Lead with speed-to-value

Show a working pipeline in one session. Startups won't wait through a heavy configuration.

Target the founder-to-team handoff

The trigger is a founder who just hired their first reps and needs to externalize their process.

Sell activity discipline

Use the "40 follow-ups before a yes" benchmark — make logged calls/meetings the early scoreboard.

Spot multiple motions early

Government vs private behave differently. Start in one pipeline, plan the split before volume forces it.

Mitigate concentration risk

Tiny teams = adoption on 1–2 people. Habit-building (daily challenges) + seat flexibility for new hires.

Price for the whole team

Position Rework's full-team affordability vs per-seat incumbents — decisive for a cost-watching startup.

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Conclusion

The PMO Co. didn't just get a CRM.
They got their first sales team's operating system.

A founder's 3-to-6-month instinct, turned into a pipeline two reps can run — and a structure ready for the next hire. The work now: clear the backlog, fill the third seat, and let the two motions compound.

7 daysKickoff → Launch
3Seats
10Pipeline Stages
2GTM Motions
17Barangay LOCs

Captured ~1 month post go-live · Rework Sales OS · Philippines · 2026

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