Maximizing Your Claim Pipeline: Best Practices for ISO Sales Reps
Discover proven strategies to keep your claim pipeline full and moving. Learn how to use kanban views effectively, prioritize claims, follow up with clients, and avoid common pipeline pitfalls that slow down your sales cycle.
Understanding the 9 Claim Stages
Early Stage
- • Lead
- • Qualified
- • Proposal
Middle Stage
- • Negotiation
- • Documentation
- • CPA Review
Final Stage
- • Approval
- • Closed Won
- • Closed Lost
Using Kanban View Effectively
The kanban view (/claims) gives you a visual representation of your pipeline:
Best Practices
- • Review daily: Check your kanban board every morning to see what needs attention
- • Move claims forward: Don't let claims sit in one stage too long - identify blockers and address them
- • Use filters: Filter by stage, priority, or value to focus on high-impact claims
- • Drag and drop: Quickly update claim stages by dragging cards between columns
Prioritizing Your Claims
Priority Framework
Keeping Claims Moving
1. Set Follow-Up Reminders
Use claim activities to set reminders for when to follow up with clients. Check your dashboard action items daily.
2. Identify Blockers Early
If a claim stalls, identify the blocker immediately. Common blockers: missing documents, client unresponsiveness, or questions about fees.
3. Use Document Portals Proactively
Generate document portal links early and send them to clients. The easier you make document collection, the faster claims move.
4. Communicate Regularly
Keep clients informed at each stage. Use claim activities to log conversations and next steps.
Common Pipeline Pitfalls
Avoid These Mistakes
- • Letting claims sit: Claims that sit in one stage too long often go cold
- • Not following up: Clients get busy - consistent follow-up is essential
- • Ignoring low-value claims: Even smaller claims add up and can lead to referrals
- • Not using the platform: The platform's tools exist to help you - use them!
Pipeline Health Metrics
Track these metrics to gauge your pipeline health:
Claim Velocity
Average time from lead to closed_won. Target: 30-45 days.
Conversion Rate
Percentage of leads that become closed_won. Target: 40%+.
Pipeline Value
Total value of all active claims. Keep this number growing.
Stalled Claims
Claims in same stage for 2+ weeks. Keep this number low.
Sources & References
- • IRS Form 8846 Instructions - Credit for Employer Social Security and Medicare Taxes Paid on Certain Employee Tips