Sales Pipeline #

What Are Deals? #

Deals let you track sales opportunities as they move from first contact to closed sale. Each deal represents a potential sale or business outcome tied to a specific contact. By organizing deals into stages, you get a clear picture of where every opportunity stands and what needs your attention next.

Why use a sales pipeline? Without one, it is easy to lose track of who you talked to, what you offered, and which leads need follow-up. A pipeline gives you a visual overview of your entire sales process so nothing falls through the cracks.

Example: Imagine you run a marketing agency. You are chatting with 30 potential clients across WhatsApp and Instagram. Some are brand new leads, some received a proposal last week, and some are ready to sign. Without a pipeline, you would need to remember all of that in your head. With deals, you can see at a glance that you have 10 new leads, 8 with proposals out, and 3 ready to close — and you know exactly where to focus your energy.

Where to Find Deals #

In the sidebar, under the CRM group, click Deals.

The header shows your deal count and total pipeline value, with Stages and New deal buttons in the top right.

Setting Up Your Pipeline Stages #

Unlike rigid systems with fixed stages, the platform lets you create your own pipeline stages that match your exact sales process. You decide what stages to use, what order they appear in, and what colors to assign them.

How to Configure Pipeline Stages #

1. Click Deals in the sidebar.
2. Click Stages at the top of the page to open the Edit pipeline stages modal.
3. Stages are grouped into three sections — Open, Won, and Lost — plus a pipeline-template picker on the left. From here you can:
   • Add a new stage — Click the + next to a section header, give the stage a name, pick a color, and drag it into position.
   • Edit an existing stage — Change the name or color of any stage inline; click Advanced on a stage row to reveal its Trigger tag and Default value fields (see “Tag-Based Automation” below).
   • Reorder stages — Drag stages up or down to change the order they appear on your board.
   • Delete a stage — Use the stage row’s menu and choose Delete.
4. Click Apply changes when you are done.

Stage limits and what happens when you delete. You can have up to 20 pipeline stages, and a stage name can be up to 80 characters. When you delete a stage, any deals still in it are not deleted — but they are not moved anywhere either, so they disappear from the board — and from the List and Table views — until you reassign them. Move deals out of a stage before deleting it. Deleting an empty stage has no side effects.

If you have no stages configured yet, the Deals page shows an empty state prompting you to set up your pipeline stages before you can start creating deals.

What Each Stage Has #

Example Pipelines #

Marketing agency: New Lead > Discovery Call > Proposal Sent > Negotiation > Won > Lost

E-commerce store: Inquiry > Quote Sent > Awaiting Payment > Paid > Fulfilled

Real estate: New Inquiry > Viewing Scheduled > Offer Made > Under Contract > Closed

Consulting firm: Initial Contact > Needs Assessment > Proposal > Contract Review > Engaged

You are not limited to these examples. Create whatever stages make sense for your business.

Creating Deals #

To create a new deal:

1. Click Deals in the sidebar.
2. Click New deal in the top right — or click the + button at the top of any kanban column, which pre-selects that column’s stage. There’s also a quick-add field at the bottom of every column for adding a deal by title alone.

3. Fill in the deal details:
   • Title — A descriptive name for the opportunity (for example, “Website Redesign - Acme Corp” or “Monthly Retainer - Sarah’s Bakery”).
   • Value — The estimated monetary value of the deal (for example, $5,000). This helps you forecast revenue. The value uses your account currency and is entered as a whole number.
   • Probability (%) — How likely this deal is to close, from 0 to 100 percent (see “Deal Probability and Weighted Forecasts” below).
   • Stage — The current stage of the deal in your pipeline.
   • Priority — The priority level of the deal (Low, Medium, or High).
   • Contact — Select the contact this deal is associated with.
   • Assignee — The team member who owns this deal (or leave it Unassigned).
   • Company — The company or organization the deal is tied to.
   • Close date — When you expect the deal to close.
   • Source — Where the deal originated (e.g., website, referral, campaign).
   • Tags — Free-form labels for filtering later.
   • Description — A summary of the deal and any context worth keeping.
4. Click Create deal.

Tip: Create a deal as soon as a conversation turns into a real sales opportunity. The earlier you start tracking, the less likely you are to forget important follow-ups.

Associating Deals with Contacts #

Every deal is linked to a contact in the app. This connection gives you powerful context:

• Full conversation history — Chat history and communication context are available right alongside deal details, so you never lose track of what was discussed.
• Smarter AI responses — When your AI agent interacts with a contact, it can be aware of the deal stage and tailor responses accordingly.

To associate a deal with a contact, simply select the contact when creating or editing the deal — or link one straight from the Deal section of a contact’s chat contact panel.

Adding a Task to a Deal #

A follow-up usually belongs to a deal: “call them tomorrow at 3 about the quote”. You can make that task from the deal itself, in one row, without opening the full task form:

• On the board — hover a card and click the check icon in its quick-actions row. A small strip pops up.
• In the deal drawer — click a card to open its drawer; the Tasks section has the same strip, with the deal’s open tasks listed under it.
• On the deal record — open the deal’s Tasks tab; the strip sits above the linked tasks. The New task button is still there for when you need the full form (type, stage, assignee, description).

The strip works the same everywhere:

1. The title is filled in for you — “Follow up on Website redesign” — and you can type over it.
2. Pick a due date from the quick choices: Later today, Tomorrow, In 3 days, or Next week. Or click the date button to pick your own. Need an exact hour? Set it in the time field next to the date.
3. Click Create task (or press Enter in the title field).

The task is a To Do, linked to the deal and to the deal’s contact, so it shows up on the deal, in the contact’s chat panel and on the Tasks page. The due-date choice you used last is remembered for next time.

Don’t see the strip? It only appears when Tasks is switched on for your account and your team permissions let you edit contacts. See Tasks.

Views and Filtering #

Two rows of chips sit above the board:

• Saved views — quick presets like All, Open pipeline, Won this month, Hot deals, Dormant 14d+, and Closing this month, each with a live count. One click switches the whole board to that slice.
• Smart filter chips — toggle any combination of Open, Won this month, Stale 14d+, High value, or Closing 7d on top of a saved view to narrow things further.

Below that, a search box finds deals by title or company, and a Filter button opens a rule builder covering stage, priority, tags, created date, close date, company, assignee, and value — including date-range filtering:

• Created date range — Show only deals created between two dates. Useful for monthly or quarterly reviews.
• Close date range — Show only deals with an expected close date in a chosen window. Useful for “what is closing this month?” reporting.

Examples:

• “Show me all deals created in Q1 so I can review my pipeline build-up.”
• “Show me deals created this week so I can review my latest leads.”

Tip: Date filters are inclusive of the whole day. Picking the same start and end date gives you everything created (or closing) on that single day, from midnight to midnight.

A view switcher lets you flip between Kanban (a board of cards sorted into columns, one column per stage), List, and Table for the same filtered set of deals.

Pipeline Management #

• Kanban-style board — Deals are displayed as cards organized by stage in columns. Each column corresponds to one of your custom pipeline stages, from left to right in the order you defined. You can see your entire pipeline at a glance.
• Drag and drop between stages — Move deals between stages by dragging them from one column to another. For example, drag a deal from “Proposal Sent” to “Negotiation” when the client starts discussing terms.
• Drag and drop within a stage — You can also reorder cards inside the same column. This is useful for keeping the hottest or most urgent deals at the top of each stage so they are the first thing you see. The order is saved for your account.
• Summary tiles — Above the board, four tiles show Open pipeline (total value of everything still active), Weighted forecast (each open deal’s value multiplied by its probability, then added up — see Deal Probability and Weighted Forecasts), Won this month, and Total won.
• Click a card to open its details — A side drawer shows the deal’s value, probability, close date, priority, source, owner, and created date, plus Mark won, Edit, and Delete actions.
• Open the chat straight from a card — For any deal linked to a contact, click the chat icon in the top right of the card (or at the end of the row in List view) to jump straight into that contact’s conversation, without leaving the pipeline. The icon only appears when the deal has a linked contact.

Why this view matters: The pipeline board helps you spot bottlenecks at a glance. If you see 15 deals stuck in “Proposal Sent” and none moving to “Negotiation,” you know it is time to follow up on those proposals. If your first stage column is empty, you know you need to generate more leads.

Turn a Stage Into a Contact List #

Spotting the bottleneck is one thing — messaging everyone stuck in it is the other. Every column header has a people icon next to the +: click it and you get a new smart list already set up with one rule, Deal stage is any of that stage. Give it a name (it suggests one based on the stage) and save.

The result is a contact list that stays in sync with the column: whoever has a deal sitting in that stage is on it, and the moment a deal is dragged in or out of the stage, its contact joins or leaves the list by itself. Point a broadcast at it and “follow up with everyone in Proposal Sent” becomes a one-click audience — no exporting, no picking contacts by hand, and next month the same list is still correct.

You can widen the rules after creating it, too — open the list’s Edit rules and add more stages, or extra conditions like “no reply in 14 days”.

Ordering Deals Within a Stage #

How to reorder:

1. Open the Deals page (Kanban view).
2. Click and hold a deal card.
3. Drag it up or down inside the same stage column.
4. Release to drop it at the new position.

Tips for using ordering well:

• Keep your hottest deals at the top of each stage so you see them first.
• Push stale or low-priority deals to the bottom so they do not distract you, but you can still find them.
• Newly created deals are automatically added to the top of their stage, so the freshest opportunities surface immediately.
• When you drag a deal into a new stage, by default it lands at the top of that stage. You can then reorder it inside that column.

Deal Probability and Weighted Forecasts #

Every deal has a Probability field, expressed as a percentage from 0 to 100. This represents how likely the deal is to close successfully.

What probability means:

• 0% — This deal is essentially lost or impossible.
• 25% — Early interest, but a lot still has to go right.
• 50% — A real opportunity, even odds.
• 75% — Likely to close, just finalising details.
• 100% — The deal is as good as won.

Why probability matters:

The value of a deal alone can be misleading. A $10,000 deal at 10% probability is not the same as a $10,000 deal at 90% probability. Probability lets you build a more honest forecast by weighting each deal’s value by how likely it is to close — this is exactly what the Weighted forecast tile above the board shows.

Example:

The unweighted total ($27,000, matching the Open pipeline tile) shows the headline number. The weighted total ($7,000, matching the Weighted forecast tile) shows what you can realistically expect to land based on how likely each deal is to actually close.

Setting probability:

You can set the probability when creating a deal, and edit it any time from the deal detail. Many teams choose to standardise probability per stage (for example, “Discovery = 25%, Proposal = 50%, Negotiation = 75%”) so the forecast becomes consistent across the team.

Per-stage totals — value and deal count — are also visible at the top of each kanban column, and respect whatever saved view, smart filter, or Filter-panel rule you currently have applied.

Tag-Based Automation #

One of the most powerful features of the deals system is tag-based automation. Each pipeline stage can have a trigger tag assigned to it. When that tag is added to a contact — whether by the AI agent, a webhook, or manually — the platform automatically:

1. Creates a new deal for that contact in the triggered stage, or
2. Moves an existing deal to that stage if the contact already has a deal in your pipeline.

Setting Up Tag Triggers #

1. Go to Deals in the sidebar.
2. Click Stages to open Edit pipeline stages.
3. On the stage you want to automate, click Advanced to reveal its Trigger tag dropdown. Select the tag that should trigger deal creation or movement for that stage.
4. Optionally, set a Default value for the stage — this value will be assigned to any deal that is auto-created by the tag trigger.
5. Click Apply changes.

Already-tagged contacts are picked up too. When you link a trigger tag to a stage (or move a trigger tag to a different stage) and click Apply changes, contacts that already carry that tag get their deal created or moved right away — you don’t need to re-apply the tag.

Moving a deal by hand does not change tags, unless you turn on tag sync. By default, dragging a deal to another column moves the deal only; the contact’s tags stay as they were. If you want stages and tags to mirror each other, switch on Keep contact tags in sync with stages (see below).

Keeping Tags in Sync With Stages (optional) #

At the bottom of the Edit pipeline stages dialog there is a Pipeline settings card with a Keep contact tags in sync with stages switch. It is off by default. When you turn it on:

• Moving a deal applies the stage’s tag. Drag a deal to a stage that has a trigger tag and the contact gets that tag; the other stage trigger tags are removed from the contact.
• Applying a stage tag moves the deal to that stage, even backwards. Whether the AI agent, a team member, or the API applies a stage trigger tag, the deal follows the tag that was applied most recently, and the other stage trigger tags are removed. Stage tags never coexist on one contact.
• Stages without a trigger tag are not affected either way.

Leave it off if you prefer the default rule, where a contact can hold several stage tags and the deal always sits in the furthest-along one.

Heads up before enabling it for an AI-driven pipeline. With sync on, an agent that re-applies an earlier stage tag will move the deal back to that earlier stage. That is the point of the setting, but check your agent’s tagging instructions first.

Example: You have a campaign where your AI agent tags contacts as “interested” when they ask about pricing. You assign the “interested” tag as the trigger for your “Qualified” stage with a default value of $1,000. Now, every time the agent tags a contact as “interested,” a deal worth $1,000 is automatically created in the “Qualified” column of your pipeline — no manual work needed.

What an auto-created deal looks like: An auto-created deal is titled after the contact (their name, or email/phone if no name is stored), starts at 50% probability and Medium priority, and is tagged with Source “tag-trigger.” Its value comes from the stage’s Default Value (or 0 if you haven’t set one). You can edit any of these afterward.

What Happens When Multiple Tags Are Added #

If a contact receives multiple tags at once that match different pipeline stages, the platform places the deal in the most advanced stage (the one furthest along in your pipeline). This prevents deals from being created in an earlier stage when a later stage is already relevant.

Trigger tags work in reverse too. If you remove the last trigger tag from a contact, the platform automatically deletes that contact’s deal, assuming they have left the funnel — including a deal that was auto-created or already moved through several stages, with no undo. If a contact ever ends up with more than one deal, the system keeps the one furthest along your pipeline and deletes the rest. For opportunities you don’t want auto-managed, create the deal manually and don’t rely on a trigger tag.

Combining Tag Triggers with AI Agent Tags #

This feature works perfectly with your AI agent’s automatic tagging (set up in the campaign’s tag settings). A typical workflow looks like this:

1. Set up campaign tags with descriptions that tell the agent when to apply them (for example, tag “booked” with description “Contact has confirmed an appointment”).
2. Assign those tags as triggers on the appropriate pipeline stages.
3. The agent handles the rest — as it converses with contacts, it applies tags based on the conversation, and deals are created and moved through your pipeline automatically.

A Sales Scenario: Putting It All Together #

Here is how deals work in practice for a web design agency using the platform. In this example, the agency has set up custom pipeline stages: New Lead > Discovery Call > Proposal Sent > Negotiation > Won > Lost, with trigger tags on each stage.

1. Monday: A new lead named Maria messages you on WhatsApp asking about website design. The AI agent tags her as “new-lead,” and a deal called “Website Redesign - Maria’s Restaurant” is automatically created in the New Lead stage with a default value of $3,000.

2. Tuesday: You have a WhatsApp conversation about her needs and budget. You drag the deal to Discovery Call, or the agent tags her as “discovery-scheduled” and the deal moves automatically.

3. Wednesday: After confirming Maria has the budget and timeline, you send her a proposal. You move the deal to Proposal Sent and update the value to $3,500 based on the scope discussed.

4. Next Monday: Maria replies saying she loves the proposal but asks about a payment plan. You move the deal to Negotiation.

5. Next Wednesday: Maria agrees to the payment plan and confirms the project. You move the deal to Won!

Throughout this process, every WhatsApp conversation is linked to the deal, so anyone on your team can open the deal and see the full context of what was discussed. And because you set up trigger tags, much of the stage movement happened automatically based on the AI agent’s conversation with Maria.

Best Practices #

• Design stages that match your real process. Do not copy a generic pipeline. Think about the actual steps a deal goes through in your business and create stages for each one.
• Use trigger tags for automation. The more you automate with tag triggers, the less manual work you need to do. Let the AI agent move deals through your pipeline as conversations progress.
• Keep deals updated — Review your pipeline regularly (at least weekly) and update deal stages. Stale deals can make your pipeline look healthier than it actually is — the Stale 14d+ smart filter chip and the Dormant 14d+ saved view make these easy to find.
• Add notes — Document important conversations, decisions, and next steps on each deal. This is especially valuable if multiple team members work on the same accounts.
• Use realistic deal values — Assign honest monetary values to deals so your pipeline totals are meaningful. Inflated values lead to inaccurate forecasts.
• Review lost deals — Periodically look at deals you have lost to identify patterns. Are you losing deals at the proposal stage? Maybe your pricing needs adjustment. Are leads going cold after first contact? Maybe your follow-up timing needs work.
• Combine with campaigns — Use campaigns to automate follow-ups with contacts who have active deals. For example, set up a follow-up sequence for contacts in a proposal stage who have not responded in 3 days.
• Track your win rate — Over time, compare the number of won deals to total deals to understand your conversion rate. This helps you set realistic targets and identify where to improve.

Need Help? #

If you have questions about the deals feature or sales pipeline, reach out via our email support.