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, triggers follow-up workflow 3-5 days later if no further movement
- Won (Job Booked) → manual, triggers welcome-after-sign workflow, asks customer for review when Job Status hits Completed
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 customer gets a "thanks, here's what's next" email automatically
- 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
Why these matter:
- Completed triggers the review request email 24 hours later
- 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 review request workflow will fire 24h after you mark Completed. |
Video walkthrough¶
A video walkthrough of the pipeline lives here once we wire it in.
Last updated: 2026-06-01 by Kevin / RevStack