A sales pipeline that shows where every deal stands
We build your sales pipeline in the CRM: stages named for how you sell, an owner and a next action at every stage, and follow-up set off by each move.
“We track our leads in a Google Sheet, but find it hard to manage follow-ups and pipeline stages”
A question owners ask.
Where every deal stands
A CRM has to show where an opportunity stands and what happens next. Run from memory, a spreadsheet and an inbox, that works while one person is doing the following up, and gets harder as volume grows.
A sales pipeline replaces the memory with a record. Every open inquiry sits in one stage, with a name beside it and a date on it, and the question of where things stand with a given customer is answered by looking rather than by asking around the office.
New inquiry
- A call, Tuesday morning
- A website form, Tuesday
Contacted
- Replied by text
Quote or consultation
- Estimate booked Thursday
- Quote sent Mondaymoves to Booked, which sets off: the confirmation and the reminder sequence
Booked
- Starts next week
Won
- Quote accepted Friday
Won is the end of the board, not the end of the job. From here the customer-journey system takes over: the confirmation and reminders now, the review request when the work is done, and the recall date after that.
- A clinic
- Inquiry
- Consultation booked
- Consultation attended
- Plan presented
- Started
- A contractor
- Inquiry
- Estimate booked
- Quote sent
- Accepted
- Scheduled
- A studio
- Inquiry
- Trial booked
- Trial attended
- Joined
Stages named for how your business sells
The stages come from how you sell, not from a template. We map them with you from real recent inquiries: where each one entered, what happened next, and where the ones you lost went quiet. A stage earns its place when something different has to happen in it. A stage nobody can define is a stage nobody will update.
Every inquiry sits in exactly one stage. An inquiry that goes quiet stays where it is, with the date, until a person marks it lost and says why. The lost reasons become the most useful column in the record, because they say whether the offer, the price, the response time or the follow-up is where people leave.
Where a launch involves patient information, it requires an approved privacy design, the written agreements the jurisdiction calls for, and the practice’s written authorization. The practice remains responsible for its own privacy assessment and clinical protocols.
An owner and a next action at every stage
A stage is only useful if somebody owns it. Each one names the person responsible for moving inquiries out of it, the action that does that, and how long an inquiry may wait there before someone is told. An inquiry that waits two days for a reply is rarely a decision anyone made. Check who owned that stage, what else they were carrying, and whether the wait was ever visible.
The owner can change by stage. The front desk may own new inquiries, the practitioner the consultation, the office manager the quote, and you the ones that stall. What matters is that every open inquiry carries one name at any moment.
What moving a deal sets off
Moving an inquiry from one stage to the next is what sends the next message. Booked sets off the confirmation and the reminder sequence. Quote sent sets off the follow-up on the third day if there has been no reply. After Won hands the customer to the journey system, a recorded completion sets off the review request and the recall date.
That is where automation sits: on the moves, not on the judgment. A person decides that the quote is sent or the job is done. The system then does the remembering, and it does it the same way for every customer, which is the part a busy team cannot promise from memory.
Every automatic step has an approved message, a stop condition and a way for a person to take over. A customer who replies, complains or asks for someone is routed to a person, and the sequence pauses.
The questions it answers without a phone call
- How many are waiting on a quoteand who owns each one
- How long an inquiry waits for a replyon average, and at worst
- Which stage loses the most inquiriesand who owns the next action there
- What each channel costs per booked jobwhere the spend is known and the source travels with the record
None of it is a forecast. It is a count of what the record shows.
What gets measured
Reporting can include:
- Inquiries by stage, and how many entered each stage this month
- Time in stage, and the inquiries past their wait time
- Inquiries won, lost and quiet, with the lost reasons
- Follow-ups set off, sent and answered
- The source of each inquiry and each won job, where the data carries it
- Exceptions handed to a person
These numbers show whether the process ran and where it is slow. They do not make every inquiry a good customer, and revenue is assigned only where a reliable record connects the inquiry to the paid job.
Its place in your growth system
Systems defines the stages, the owners and the wait times. Automation & AI carries the messages that a move between stages sets off. Insights reads the pipeline every month and sends the diagnosis back to the pillar that owns the leak.
Next step
Bring your current lead list, however you keep it, the last twenty inquiries you can remember, who follows up today, and what a quote or a consultation looks like from your side. We will map the stages, check who owns each one, and decide whether the pipeline or a single workflow should be built first.
What to fix first
Come with the project you already have in mind. Before we meet, we review your website, listings and other public-facing material. During the 30-minute session, you show us how the relevant part works today. We check whether the project addresses the real constraint and what it needs to connect to. You can hire us for one part.
Frequently asked questions
- What is a sales pipeline for a local business?
- It is the set of stages an inquiry passes through on the way to a paid job, with every open inquiry sitting in exactly one of them. A clinic might run inquiry, consultation booked, plan presented, started. A contractor might run inquiry, estimate booked, quote sent, scheduled. The stages are named for how your business sells, not taken from a template.
- Is a pipeline the same as a CRM?
- No. The CRM is the record, and any reliable one can hold it. The pipeline is the process the record carries: the stages, who owns each one, what happens next, and what a move between stages sets off. A CRM without a designed pipeline is a contact list.
- How many stages should a pipeline have?
- As many as there are decisions in how you sell, and no more. Five to seven is usual. A stage earns its place when something different has to happen in it. A stage nobody can define is a stage nobody will update.
- What happens to inquiries that go quiet?
- They do not disappear. A quiet inquiry stays in its stage with the date it went quiet, gets the follow-up the stage calls for, and is marked lost with a reason only when a person decides it is. The lost reasons are read every month, because they say where the offer or the process is losing people.
- Can you build the pipeline in the CRM I already use?
- Usually, yes. The process is designed first and the CRM is configured to carry it. If the one you run cannot hold stages, owners and triggers, we say so before anything is built.
Primarily serves the Systems and Insights pillars of the MOSAIC Six.