From Empty to Overflowing: Guide to Building a Thriving Pipedrive Pipeline


As sales teams look to maximize their productivity and drive revenue, many turn to Customer Relationship Management (CRM) software to streamline their processes. One such platform is Pipedrive, renowned for its user-friendly interface and powerful pipeline management features.

The Pipedrive pipeline serves as the heart of your sales process. It provides a visual representation of your sales journey, offering at-a-glance insights into your deals’ statuses. It’s an essential tool for tracking potential clients through every stage of the purchasing process, from initial contact to closing.

This guide takes you on a comprehensive journey to help you build and optimize a thriving Pipedrive pipeline. With this knowledge, you’ll be able to supercharge your sales efforts and unlock new levels of success.

We will cover the following topics:

  1. The foundation of a successful Pipedrive pipeline, including understanding its structure and how customization can fit your unique sales process.
  2. Strategies for effective pipeline management in Pipedrive, with emphasis on prioritization, focus, and addressing rotting deals.
  3. How to design an effective sales process model in Pipedrive that aligns with your business goals and customer journey.
  4. Advanced techniques for pipeline optimization in Pipedrive, such as leveraging custom pipelines and utilizing Pipedrive’s automation capabilities, which can significantly streamline your sales processes, save time, and boost productivity.

By following the insights and strategies outlined in this guide, you’ll be well-equipped to transform your Pipedrive pipeline from empty to overflowing. Let’s get started!

Section 1: The Foundation of a Successful Pipedrive Pipeline

Pipedrive Pipeline

1.1 Understanding the Pipedrive Pipeline Structure

Pipedrive’s pipeline is a dynamic tool that mirrors your sales process and helps you keep track of deal progress at every phase. When you first encounter Pipedrive, you see a default pipeline structure designed to reflect a general sales process. This structure includes stages such as Lead In, Contact Made, Proposal Made, and Deal Won or Lost among others. Each stage represents a critical step in the journey from prospect to customer.

Significance of Default Stages:

  • Lead In: Captures incoming leads.
  • Contact Made: Indicates initial contact has been established.
  • Proposal Made: Reflects that an offer has been presented to the lead.
  • Negotiation Started: Marks the phase where terms are discussed.
  • Deal Won: Celebrates the successful closure of a deal.
  • Deal Lost: Marks unsuccessful opportunities for review and learning.

Understanding each pipeline stage’s significance allows you to align your sales activities with the desired outcomes at every step.

Visual Representation of Deals:

In Pipedrive, deals are visually represented as cards that can be easily dragged and dropped between stages. This intuitive design provides a clear overview of where deals stand at a glance.

  • Cards include essential information such as deal value and expected close date.
  • The color coding indicates actions needed; for example, red might signal overdue activities.
  • A hover-over feature reveals more details without cluttering the main view.

By interpreting this visual layout, you can quickly assess which deals need immediate attention and which are smoothly progressing through the pipeline.

1.2 Customizing Pipeline Stages to Fit Your Sales Process

Customization is key in ensuring that your Pipedrive pipeline accurately reflects your unique sales process. You have the power to adapt default stages or create entirely new ones that match your workflow precisely.

Steps to Customize Pipeline Stages:

  1. Go to your Pipedrive settings and select ‘Pipelines.’
  2. Click on an existing stage to modify its name or click ‘Add stage’ to introduce a new one.
  3. Drag and drop stages to reorder them according to your sales flow.
  4. Set probability percentages for each stage to aid in forecasting accuracy.

By tailoring these stages, you create a personalized roadmap guiding your team through each sale from start to finish.

The ability to customize your pipeline does not only align it with your internal processes but also makes it adaptable as those processes evolve over time. For instance, if you notice certain stages consistently experience bottlenecks, adjustments can be made promptly to alleviate these issues.

Harnessing the full potential of Pipedrive’s customization capabilities, like those offered by Luaak Solutions, ensures that every aspect of your pipeline serves the overarching goal of nurturing deals towards closure efficiently and effectively.

1.2 Customizing Pipeline Stages to Fit Your Sales Process

Pipedrive’s pipeline structure is versatile, designed to cater to the unique needs of every sales team. Out of the box, it comes with a standard set of stages which follow the general progression of a deal. But every business has its unique sales methodology or workflow. That’s why Pipedrive allows you to adapt these stages to fit your specific process.

To track deal progress effectively, it’s crucial that each pipeline stage accurately represents a step in your sales journey. Customizing these stages not only helps in better representation of your sales cycle but also aids in identifying bottlenecks and optimizing your process.

Here’s how you can customize and create new stages in Pipedrive:

Step 1: Navigate to Pipeline Settings

  1. From the Pipedrive dashboard, click on your profile avatar located at the top right corner of the screen.
  2. Select “Company settings” from the drop-down menu.
  3. Then select “Pipeline” from the sidebar.

Step 2: Edit Existing Stages or Add New Ones

  1. In the Pipeline settings, you can see all your existing pipelines and their respective stages.
  2. Click on a stage name to edit it.
  • You can change the name, probability, and even rotate deals after a certain number of days (useful for automatically identifying rotting deals).
  1. To add a new stage, click on “+Add stage” and fill in the necessary information.

Step 3: Rearrange Pipeline Stages

The order of stages in your pipeline matters as it represents the flow of your sales process. To rearrange stages:

  1. Simply click on a stage
  2. Drag it to its appropriate position.

Step 4: Save Changes

Once you’re satisfied with your modifications, don’t forget to save them using the “Save” button at the bottom of the page.

Remember, customizing your pipeline stages is not a one-time task. As your sales process evolves or when new products/services are introduced, you might need to revisit and adjust these stages.

Section 2: Strategies for Effective Pipeline Management in Pipedrive

2.1 Prioritization and Focus: Managing Your Pipeline with Filters and Views

Pipedrive offers a variety of features that make pipeline management easier. One of the most powerful tools for prioritizing your sales efforts is the ability to filter and create custom views.

Using Filters to Sort Deals

The filter button in the top right corner of your Pipedrive interface is where you can efficiently manage your deals. With this feature, you can organize deals based on different criteria such as value, closing date, or probability. By doing so, you can concentrate on the most promising deals first and make better use of your time and resources.

Here are some popular deal filtering techniques:

  1. Filtering by Deal Value: This allows you to prioritize high-value deals that can significantly impact your revenue.
  2. Filtering by Expected Close Date: If a deal has an approaching closing date, this filter allows you to focus on closing those deals promptly.
  3. Filtering by Probability: Some deals have a higher likelihood of closing than others. This filter allows you to concentrate on these high-probability deals.

Creating Custom Views for Quick Access

Another effective way to manage your pipeline is by creating custom views in Pipedrive. Custom views help you quickly see the most important deals without having to scroll through a lot of information. You can create views that show only the filtered data that aligns with your current priorities or tasks.

To create a custom view:

  1. Click on “Customize” at the top right corner of your deal list page.
  2. Select “Add new view” from the dropdown menu.
  3. Give your view a name that reflects its purpose.
  4. Set up the desired filters for this view.
  5. Save your custom view.

You can even share this custom view with other members of your team for collaborative efforts.

Using User Filters for Team Collaboration

One helpful tip is filtering deals by user. If you’re working in a team setting, this will allow you to view only the deals assigned to specific sales reps. That way, you can quickly track individual performance and deal progress.

Pipedrive’s flexibility with filters and views allows you to customize your pipeline management process to suit your specific needs.

💡 Pro Tip: To learn more about filtering and views in Pipedrive, check out the Pipedrive Academy course on this topic.

Stay tuned for the next section where we’ll discuss how to effectively deal with “rotting deals” in Pipedrive.

2.2 Detecting and Dealing with Rotting Deals in Pipedrive

In the fast-paced world of sales, it’s important to find deals that are losing momentum. Pipedrive’s Rotting feature is a valuable tool for this. It helps you identify and handle deals that haven’t made progress in a set amount of time, signaling a need for immediate action.

Best Practices for Setting Up Rotting Rules

  1. Reflect Your Sales Cycle: Start by analyzing how long each stage of your deals usually takes. This will be the benchmark for your Rotting rules. For example, if most deals move from qualification to proposal within two weeks, set up a rule to flag deals that go beyond this timeframe.
  2. Customize Indicators: Use Pipedrive’s customization options to create visual cues for rotting deals. This could mean changing the color of a deal or adding a specific icon to it. These visual signals make it easier to quickly identify issues when looking at your pipeline.
  3. Regular Reviews: Schedule regular check-ins on your pipeline. Use these opportunities to understand why certain deals are marked as rotten and come up with plans to revive them or decide if they should be closed.

Proactive Deal Remediation with Automation

Pipedrive’s automation features can completely change how you handle stagnant deals:

  1. Automated Alerts: Set up automatic notifications to let team members know when a deal starts rotting. This prompts immediate attention and action.
  2. Workflow Triggers: Create workflows that automatically trigger specific actions for rotting deals, such as sending follow-up emails or scheduling calls. This proactive approach ensures that no deal gets forgotten due to inactivity.

Utilizing Key Features for Pipeline Hygiene

Keeping your pipeline organized and healthy involves regular upkeep and strategic use of Pipedrive’s features:

  1. Filter Button: With just a few clicks, you can filter deals by user or other customized criteria using the filter button. This technique quickly isolates rotting deals for further analysis.
  2. Deal Filtering Techniques: In addition to filtering by user, incorporate other deal details like size or expected close date to narrow down your focus on high-priority rotting deals.
  3. Custom Views in Pipedrive: Create custom views that specifically highlight rotting deals. These views ensure that you don’t overlook any opportunities to save potentially valuable but neglected deals.

Educational Resources

For more advanced training on effectively managing your pipeline:

  1. Explore relevant courses from Pipedrive Academy, including detailed tutorials on implementing advanced deal filtering techniques.
  2. Take a look at sessions that dive deep into maximizing features like the Rotting feature and creating custom views in Pipedrive.

By incorporating these strategies into your sales approach, you’ll have better insight into the status of your pipeline and make sure you’re actively pursuing every opportunity. Remember, every ignored rotting deal is a missed chance, so staying alert and taking prompt action are crucial for successful pipeline management.

Section 3: Building a High-Performing Sales Process with Pipedrive

Sales processes are crucial for any sales organization. They act as a guide for turning potential customers into actual buyers and generating more revenue. Pipedrive gives you the ability to create a sales process that works well for your business objectives and customer experience.

Pipedrive Pipeline

3.1 Designing an Effective Sales Process Model in Pipedrive

An efficient sales process can make a big difference in your business performance. It ensures that your sales efforts are focused and effective, minimizing wasted time and increasing the chances of closing deals.

Here’s how you can design a successful sales process using Pipedrive:

  1. Understand your customers: Start by figuring out who your ideal customers are and what they’re looking for. This will help you tailor your sales approach to their needs.
  2. Break it down into stages: Divide the customer journey into clear steps from initial contact to final purchase. Each stage should represent a significant milestone in the sales process.
  3. Match actions with stages: For each stage, identify the specific actions that need to be taken in order to move the deal forward. This could include tasks like sending follow-up emails or scheduling product demos.

Pipedrive’s flexibility allows you to customize its features according to your specific sales process:

  • Adapt pipeline stages: You can modify existing stages or create new ones in Pipedrive that align with your unique workflow.
  • Define activity types: Assign specific activity types to each stage of your pipeline, making it clear what actions should be prioritized at different points.

Here are some examples of commonly used pipeline stages:

  1. Lead Generation: The initial stage where you make contact with a potential customer and gather basic information about them.
  2. Qualification: A deeper conversation with the prospect to understand their needs and determine if your product or service is a good fit.
  3. Presentation: Showcasing your solution to the prospect and highlighting how it solves their pain points.
  4. Negotiation: Discussing pricing, terms, and any other details to reach a mutually beneficial agreement.
  5. Closing: Finalizing the sale and getting all necessary paperwork or contracts signed.

Each stage is designed to move the prospect closer to making a purchase decision. By aligning these stages with your sales activities in Pipedrive, you create a cohesive and efficient sales cycle.

Remember, while these examples represent a typical B2B sales pipeline, every business is unique. Tailor your pipeline stages to reflect your own buyer journey for optimal results.

3.2 Using Sales Activities to Move Deals Forward

The success of your sales pipeline depends on how well you track and manage your sales activities. Pipedrive is a powerful tool that can help you organize these activities, such as calls, meetings, and demos, which are essential for moving deals from one stage to another. Here’s how you can make the most of these activities in Pipedrive to drive progress in your pipeline.

3.2.1 Identifying Key Sales Activities for Each Stage

It’s important to know which sales activities are crucial for each stage of your pipeline. Here are some examples:

  • Prospecting Calls: Making initial contact with potential leads.
  • Follow-up Emails: Continuing the conversation with interested prospects.
  • Product Demos: Showing your product or service to engaged leads.
  • Proposal Meetings: Discussing the details of the deal with decision-makers.

These activities are the foundation of your sales process and require careful monitoring and prioritization.

3.2.2 Managing Activities in Pipedrive

Pipedrive offers a comprehensive view of all your scheduled activities, allowing you to organize them by type, due date, or associated deal. This ensures that no important task gets overlooked.

3.2.3 Aligning Your Sales Process with Pipeline Stages

It’s crucial to align your sales process with the stages in Pipedrive for consistency and efficiency across your team. This alignment establishes a standardized approach to managing deals and ensures that every team member knows what steps to take based on the current stage of any deal.

3.2.4 Using Activity Reminders and Notifications

One feature that supports this alignment is Pipedrive’s activity reminders and notifications. You can set reminders for upcoming tasks and receive notifications about due or overdue activities, enabling timely follow-ups with prospects and preventing potential bottlenecks in your pipeline.

3.2.5 Tailoring Sales Activities to Buyer Personas

Considering buyer personas at different stages also plays a significant role in driving more targeted engagement. By understanding who your buyers are and what they’re looking for at each stage, you can customize your sales activities for maximum impact. For example, a demo for a tech-savvy buyer might focus on technical specifications, while one for a non-technical decision-maker might highlight benefits and use cases.

3.2.6 Tracking Sales Activities for Continuous Improvement

Another important aspect of leveraging sales activities in Pipedrive is tracking them. This feature allows you to record all interactions with prospects and customers, such as calls, emails, and meetings. By maintaining a detailed log of these activities, you can gain insights into what’s effective and what’s not in moving deals forward, leading to ongoing enhancements of your sales process.

3.2.7 Summary

In conclusion, the key to making progress in your pipeline is effectively managing your sales activities using Pipedrive’s tools. By aligning your sales process with pipeline stages, setting reminders for important tasks, considering buyer personas at each stage, and diligently tracking all sales activities, you can establish a smooth system that consistently moves deals from initial contact to closure.

Section 4: Advanced Techniques for Pipeline Optimization in Pipedrive

Pipedrive offers more than just basic deal tracking. It provides a range of advanced features that are designed to improve sales processes. These tools allow sales teams to create a flexible and responsive pipeline that can be customized to their specific sales methods, leading to increased revenue.

1. Custom Pipelines

Tailor your CRM to fit niche markets or diverse product lines by setting up custom pipelines. This allows segmentation of different sales processes, ensuring that each team—from SaaS to field operations—can operate with a workflow that mirrors their specific sales cycle.

2. Field Operations Team

The success of any CRM relies heavily on the quality of data entered into the system. A dedicated field operations team plays a pivotal role in maintaining this data integrity, providing the foundation for accurate pipeline analytics and informed decision-making.

3. Lead Generation Enhancements

Pipedrive is not just about managing deals. Its powerful integrations with marketing platforms and automation tools can transform it into a lead generation powerhouse, enabling you to capture and nurture leads more effectively at the top of the funnel.

4. Lead Qualification

With custom fields and lead scoring techniques, Pipedrive turns raw data into actionable insights. By scoring leads based on predefined criteria, you can prioritize your efforts on those most likely to convert, optimizing both your time and resources.

By using these advanced optimization techniques in Pipedrive, you can make sure that your sales pipeline is well-organized and aligned with your business’s growth goals and operational requirements.

Measuring Success: Essential Sales Metrics to Track in Your Pipedrive Pipeline

To make the most of your Pipedrive pipeline, you need to pay attention to sales metrics. They give you valuable information about your sales activities, help you make data-driven decisions, and improve your forecasting accuracy. Key performance indicators (KPIs) are like signposts that guide your sales strategy and show you where you can make improvements.

Key Performance Indicators (KPIs):

  • Conversion Rate: Measures the percentage of deals moved from one stage to another, indicating how effective your sales funnel is.
  • Average Deal Size: Gives you insights into the value of each deal closed, helping you align your sales efforts with your revenue goals.
  • Sales Cycle Length: Tracks how long it usually takes for a deal to go from being created to being closed, which is important for managing your team’s expectations and resources.
  • Deal Win Rate: The ratio of won deals compared to total deals created, giving you a clear picture of how successful your team is.

The Role of Call Tracking Metrics:

Call tracking is crucial for evaluating the conversations that your sales team has with potential customers. By looking at call tracking metrics in Pipedrive, you can understand both the quantity and quality of these sales discussions better.

  • Number of Calls Made: Shows how proactive the team is in reaching out to prospects.
  • Call Duration: Indicates how engaged the customer is during the call.
  • Call Outcomes: Categorizes calls based on results—connected, left voicemail, no answer—which helps you improve your follow-up strategies.

By connecting call tracking software with Pipedrive, you can automatically log every call and gather valuable data for analysis. This integration provides detailed information about both outgoing and incoming calls, allowing you to monitor performance at both an individual and team level.

Tracking these metrics within Pipedrive helps sales teams continuously optimize their sales process. With real-time data available, you can confidently make decisions that drive sales growth.

Guide to Building a Thriving Pipedrive Pipeline


Sustaining sales growth is an ongoing challenge. Yet, the Pipedrive pipeline can act as a powerful ally in this journey. By creating a dynamic, healthy pipeline, you’re not just managing deals but also nurturing relationships with potential customers.

Customizing your pipeline stages, prioritizing deals, and designing effective sales processes are just some of the strategies that can redefine your sales growth. As you implement these tactics, remember that your Pipedrive pipeline is more than a tool—it’s a reflection of your customer’s journey.

Remember to:

  • Regularly review and update your pipeline stages to ensure they align with your evolving sales process.
  • Prioritize and focus on high-value deals.
  • Use filters and views to manage your pipeline effectively.
  • Identify rotting deals early and devise remediation strategies.
  • Constantly refine your sales process based on customer feedback and performance metrics.
  • Leverage Pipedrive’s automation capabilities to follow up with prospects promptly.

Don’t hesitate to experiment with different strategies until you find what works best for your business. We invite you to share your success stories with us as you master the art of building and managing a thriving Pipedrive pipeline. Here’s to driving sustainable sales growth together!

Leave a Comment

Your email address will not be published. Required fields are marked *

Scroll to Top