The KPI strip at the top of your pipeline gives you a real-time snapshot of your sales process. Each tile is a number you can use to decide what to do next — and each one is also a one-click filter to drill into the leads behind the number.
This feature is available on the Engage plan
The Pipeline CRM is part of the Engage tier. Trial and Scout users can preview it but cannot save status changes, notes, or reminders. Upgrade any time from the Plan tab in the portal.
The five KPI tiles #
Across the top of the kanban board (and the list view) you will see five tiles. Here is exactly what each one counts and how it is calculated.
Leads (Total)
Total active leads in your pipeline
Every unique carrier that appears in any of your lead lists, deduplicated. If a carrier is in three different lists, they count once.
Includes: all stages including New, Connected, Qualified, Appointment, Converted, Not Interested, and Disqualified.
What it tells you: the total addressable opportunity in your active territory. The denominator for every conversion rate you compute.
Click to filter: shows the entire pipeline (clears any active KPI filter).
Hot
Hot leads with recent authority
Carriers whose authority was granted within the last 10 months. These are new entrants who are still actively setting up vendor relationships.
Calculation: uses the carrier's add_date from FMCSA. Months 3 through 10 since registration are flagged as Hot — the sweet spot where they are past initial chaos but still picking vendors.
What it tells you: how many high-urgency leads you have on tap right now. These are your highest-priority calls.
Click to filter: shows only Hot leads on the board.
Quality
High-quality leads (score 70+)
Carriers with an opportunity score of 70 or higher. The score combines fleet size, distance, contact info quality, safety rating, and several other factors into a single 0–100 number.
Calculation: any lead whose quality_score >= 70 is counted. See Quality & Opportunity Scoring for the full formula.
What it tells you: how many "all-around best fit" leads you have. Worth personalized phone calls rather than email blasts.
Click to filter: shows only high-quality leads on the board.
New (New Entrants)
New entrant carriers
Carriers whose authority was granted within the last 18 months. They are still building their compliance routines and vendor relationships — high conversion potential.
Calculation: any carrier where months since add_date is 18 or fewer.
Note: this is a superset of Hot. Every Hot lead is also a New Entrant, but New Entrants from months 11–18 are not Hot anymore.
What it tells you: the size of your "new carriers" opportunity overall.
Click to filter: shows only new entrants on the board.
Won (Converted)
Converted carriers
Carriers you have closed — status set to Converted. These are paying customers (or carriers who have done their first physical with you).
Calculation: count of leads with pipeline_status = converted.
What it tells you: your win count over time. The single most important number for measuring your sales performance.
Click to filter: shows only converted leads. Useful for reviewing what your wins have in common.
Pipeline distribution bar #
Below the KPI strip, a horizontal bar shows the proportion of leads in each pipeline stage as colored segments. Each segment's width is proportional to the number of leads in that stage.
- Wide New segment — lots of leads you have not contacted yet. Time for a calling session.
- Wide Connected segment — you are reaching people but not closing. Time to refine your qualifying questions.
- Wide Qualified or Appointment segment — promising late-stage pipeline. Stay focused on these.
- Wide Disqualified or Not Interested — healthy housekeeping. Means you are filtering well.
Pipeline value (dollar estimate) #
Beyond the count tiles, DOT Lead Scout calculates an estimated dollar value for your pipeline based on:
- Total drivers across all leads in your active pipeline (excluding Converted, Not Interested, Disqualified).
- Your DOT exam price from your Profile settings.
- Conversion probability per stage (5% for New, 25% Connected, 60% Qualified, 80% Appointment, 100% Converted, by default).
- Annualization — assumes drivers need a physical every 24 months on average.
The result is an estimate of annual recurring revenue if your pipeline converts at the expected rate.
Example
You have 100 leads in Connected (25% probability), an exam price of $85, and an average of 8 drivers per carrier:
- 100 leads × 8 drivers = 800 drivers
- 800 × 25% probability = 200 expected drivers
- 200 ÷ 2 (every 24 months) = 100 annual exams
- 100 × $85 = $8,500 estimated annual value
Customize probabilities to match your numbers
Open Profile → Pipeline Probability Settings and adjust the probability for each stage. Most users tune these once after a few months of real data and never touch them again.
When KPIs refresh #
KPIs are calculated fresh and cached for one hour. Most actions you take refresh them immediately:
- Status changes — KPIs update instantly.
- New leads from list refresh — KPIs update on the next page load.
- FMCSA data updates (driver counts, safety ratings) — KPIs update next time the cache expires.
If you need a fresh calculation right now (rare), reload the Pipeline tab.
