Pipeline + Opportunities¶

Where every deal lives from "first hello" to "paid in full."

Your sales pipeline has 8 stages. Every active opportunity sits in exactly one. Moving them through the stages as the deal progresses is the most important habit your team can build.

A clean pipeline = useful reports + automated follow-ups firing at the right time.

A messy pipeline = the system can't help you.

The 8 stages¶

Stage	What it means	When to move it
New Lead	Just came in, hasn't been called yet	When you've had a real conversation with them
Qualified	They have a real project + budget + timeline	When they agree to an appointment
Estimate Scheduled	Booked on the calendar	Automatically when the appointment is booked
Estimate Complete	Estimate appointment happened, you know what they need	When you've sent them a written estimate/proposal
Proposal Sent	They have the number in writing	When they say "yes" or you're in negotiation
Negotiation	Going back and forth on scope or price	When they sign
Won (Job Booked) ⭐	They signed. You've got the job.	At contract sign
Lost	They went with someone else, postponed, ghosted	When you're sure they're not coming back

Moving an opportunity through stages¶

On the mobile app:

Tap Opportunities
Find the opportunity (search or scroll)
Tap it to open
Tap the current stage → pick the new stage
Add a note about why it moved (optional but helpful)

On the web app:

Drag and drop opportunities between columns. Same result, more visual.

What happens when stages change:

New Lead → Qualified → manual move, no auto-triggers
Anywhere → Estimate Scheduled → automatic when appointment is booked, confirmation email fires
Estimate Scheduled → Estimate Complete → manual; if the deal then goes quiet, the Stale Leads workflow nudges them with follow-up emails
Won (Job Booked) → manual; the customer gets a review request email automatically once you mark Job Status as Completed (there's no separate welcome-after-sign email)

Opportunity value¶

Every opportunity has an Estimated Project Value field. Fill it in as soon as you can.

Why it matters: - Your reports show pipeline value at each stage — you can see "we have $250K of business in Proposal Sent right now" - Conversion math gets accurate (we know "Qualified → Won" converts at X%, average deal is $Y) - Helps you prioritize follow-up time (the $40K Negotiation deal gets the callback before the $4K New Lead)

Default values to use until you know better:

Project type	Estimated value
Kitchen full remodel	$20,000
Kitchen partial (counters + cabinets only)	$10,000
Bath full remodel	$15,000
Bath partial	$7,500
Closet system	$5,000
Multi-room	$35,000

Update with the actual number once you have a real estimate.

Won (Job Booked) — what happens next¶

When you mark an opportunity Won:

Fill in Final Invoice Total with the actual contract value
Set Job Status to "Pending Start"
The opportunity stays on your dashboard but moves off the active pipeline

The Job Status field then progresses through:

Pending Start → before work begins
In Progress → during the project
Completed → job done, ready for final invoice
Paid in Full → final payment received
On Hold → a side-status for jobs that are paused (waiting on materials, customer delay, etc.) — set this any time work stops, then move it back to In Progress when it resumes

Why these matter:

Completed triggers the New Sale - Send Review Request email (the review request) shortly after you mark it
Paid in Full triggers the long-term nurture cycle (so they hear from you 6-12 months later when they might be ready for another project)

Lost — what happens next¶

Don't delete lost opportunities. They go into the Long-Term Nurture workflow:

An email every 2 weeks for 8 weeks reminding them you're here
After 8 weeks, they go quiet but stay tagged
About 8-15% of "Lost" leads come back later — sometimes years later
Your competitors lose them forever; you don't

Mark Lost with a reason note ("went with cheaper bid," "postponed remodel," "ghosted after estimate"). The reasons help us tune the workflows over time.

Pipeline reports¶

Open the web dashboard to see:

Pipeline value at each stage — total dollars in each column
Conversion rate from stage to stage — where are deals stalling?
Time in each stage — anything sitting in Proposal Sent for >14 days?
Sales rep performance — who's closing what

You don't need to look at reports daily. Weekly is plenty. Monthly is the minimum.

What if I'm stuck?¶

Stuck moment	Fix
"I see the same customer in two stages"	Open both opportunities, decide which is the real one. Move the dead one to Lost or merge them via Settings.
"An opportunity disappeared from my pipeline"	Check Lost — sometimes auto-moves happen if a contact unsubscribes. Or search by contact name.
"I don't know what stage to put someone in"	Default to one stage back from where you think they are. Better to have them in a slightly less advanced stage than to skip a step.
"I forgot to update Job Status when a job finished"	No problem. Update it now. The New Sale - Send Review Request workflow fires shortly after you mark Completed.
"The customer no-showed their estimate appointment"	Open the appointment and mark it No-Show — that triggers the Appt No Show workflow. Don't move the opportunity to Estimate Complete just because the appointment didn't happen.

Last updated: 2026-06-01 by Kevin / RevStack