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Sale Stages

Configure the stages for your sales pipeline to track opportunities from initial contact through closed sale.

Overview​

Sale Stages define the steps in your sales process. These stages appear as columns on your Sales Board and help track opportunity progress. Each stage can have:

  • A probability percentage for forecasting
  • Stage reasons to capture why projects move or close
  • Custom colors for visual identification
  • Automation triggers for workflows

Accessing This Setting​

  1. Go to Settings > Project Boards > Sale Stages
  2. You'll see a list of all sale stages in order

Stage List​

The stage list shows:

ColumnDescription
OrderDrag handle to reorder stages
NameStage display name
ColorVisual identifier
ProbabilityWin probability percentage
Stage ReasonsNumber of configured reasons
ActiveWhether stage is enabled

Creating Stages​

Adding a New Stage​

  1. Click + Add Stage at the bottom of the list
  2. Fill in the stage details:
    • Stage Name - Display name for the stage
    • Probability - Win probability percentage (0-100%)
    • Color - Pick a color for the board column
    • Description - Internal notes about the stage
  3. Click Save

Stage Fields​

FieldDescriptionRequired
Stage NameName shown on board and in dropdownsYes
ProbabilityPercentage for forecasting (0-100%)Yes
ColorHex color code for visual identificationYes
DescriptionNotes about stage criteria or actionsNo
ActiveWhether the stage is availableYes

Editing Stages​

  1. Click on a stage row to edit
  2. Modify any field
  3. Click Save

What You Can Change​

  • Stage name
  • Probability percentage
  • Color
  • Description
  • Active status

What You Cannot Change​

  • System stages (Sold, Lost) cannot be deleted
  • Stage ID is system-assigned

Stage Order​

The order of stages determines:

  • Column position on the Sales Board (left to right)
  • Dropdown order when changing stages
  • Pipeline progression logic

Reordering Stages​

  1. Click and hold the drag handle on a stage
  2. Drag up or down to new position
  3. Release to drop
  4. Order saves automatically

Stage Probability​

Probability percentages represent the likelihood of winning a deal at that stage:

StageTypical Probability
New Lead10%
Qualified20%
Appointment Set30%
Proposal Sent50%
Negotiating70%
Verbal Commitment90%
Sold100%
Lost0%

How Probability Is Used​

  • Weighted Pipeline - Predicted Amount × Probability = Weighted Value
  • Forecasting Reports - Estimate future revenue
  • Dashboard Widgets - Show weighted pipeline totals
  • Win Rate Analysis - Track conversion between stages

Stage Reasons​

Stage Reasons capture why a project moves to or from a particular stage. This is especially useful for tracking:

  • Why deals are lost
  • Why deals are won
  • Why deals stall at certain stages

Configuring Stage Reasons​

  1. Click on a stage to edit
  2. Find the Stage Reasons section
  3. Click + Add Reason
  4. Enter the reason text
  5. Click Save

Common Lost Stage Reasons​

ReasonDescription
Price too highCustomer chose lower-priced competitor
Went with competitorCustomer selected another company
Project canceledCustomer decided not to proceed
Timing not rightCustomer postponing indefinitely
No responseCustomer stopped responding
Poor fitProject wasn't right for our services
Budget cutCustomer funding was reduced
Chose DIYCustomer doing work themselves

Common Won Stage Reasons​

ReasonDescription
Best valueOur pricing was most competitive
Referral trustCame from a trusted referral
Design expertiseCustomer valued our design skills
ReputationOur reviews and reputation won them over
RelationshipPersonal connection made the difference
TimelineWe could meet their schedule

Using Stage Reasons​

When a user moves a project to a stage with configured reasons:

  1. A dialog prompts them to select a reason
  2. They choose from the configured reasons
  3. The reason is saved with the stage change
  4. Reasons appear in reports and project history

Requiring Stage Reasons​

To require a reason when moving to certain stages:

  1. Edit the stage
  2. Enable Require Reason toggle
  3. Save changes

Users must select a reason when moving projects to this stage.

System Stages​

Two stages are system-defined and cannot be deleted:

Sold Stage​

  • Marks opportunity as closed-won
  • Probability is always 100%
  • Triggers transition to Production (if configured)
  • Updates sales reports

Lost Stage​

  • Marks opportunity as closed-lost
  • Probability is always 0%
  • Removes from active pipeline
  • Records lost reason for analysis

Stage Colors​

Colors help visually identify stages on the board:

Choosing Colors​

  1. Click the color swatch when editing a stage
  2. Select from the color picker
  3. Or enter a hex code directly

Color Recommendations​

Stage TypeRecommended Colors
Early stagesCool colors (blue, green)
Middle stagesNeutral colors (yellow, orange)
Late stagesWarm colors (orange, red)
WonGreen
LostRed or gray

Deactivating Stages​

To remove a stage from use without deleting:

  1. Edit the stage
  2. Toggle Active to off
  3. Save changes

What Happens When Deactivated​

  • Stage no longer appears on the board
  • Can't be selected for new projects
  • Existing projects keep their stage
  • Historical data is preserved
  • Can be reactivated later

Deleting Stages​

Warning

Deleting a stage is permanent. Projects in that stage must be moved first.

To delete a stage:

  1. Move all projects out of the stage
  2. Click the delete icon on the stage row
  3. Confirm deletion

When You Can't Delete​

  • Stage has projects assigned
  • Stage is a system stage (Sold/Lost)
  • Stage is used in workflows

Common Sale Stage Configurations​

Basic Sales Pipeline​

OrderStageProbability
1New Lead10%
2Qualified25%
3Proposal Sent50%
4Negotiating75%
5Sold100%
6Lost0%

Detailed Sales Pipeline​

OrderStageProbability
1New Lead5%
2Contact Made10%
3Qualified20%
4Needs Assessment30%
5Site Visit Scheduled40%
6Site Visit Complete50%
7Proposal in Progress60%
8Proposal Sent70%
9Negotiating80%
10Verbal Commitment90%
11Sold100%
12Lost0%

Home Service Pipeline​

OrderStageProbability
1New Inquiry10%
2Appointment Set25%
3Appointment Complete40%
4Estimate Sent60%
5Follow Up70%
6Sold100%
7Lost0%

Workflow Integration​

Sale Stages can trigger workflows:

  • Send email when stage changes
  • Create tasks for specific stages
  • Notify team members
  • Update related records

See Workflow Builder for details.

Reporting​

Stage data powers several reports:

  • Pipeline Report - Value by stage
  • Stage Velocity - Time spent in each stage
  • Win/Loss Analysis - Reasons and patterns
  • Conversion Rate - Movement between stages

Best Practices​

Stage Design​

  • Keep stages meaningful and distinct
  • 5-8 stages is typical for most businesses
  • Each stage should represent a clear milestone
  • Avoid overlapping stage definitions

Probability Setting​

  • Base probabilities on historical data
  • Review and adjust quarterly
  • Higher probability = closer to close
  • Be realistic, not optimistic

Stage Reasons​

  • Keep reason lists manageable (5-10 per stage)
  • Make reasons specific and actionable
  • Review lost reasons regularly to improve
  • Use won reasons to replicate success

Regular Review​

  • Analyze stage conversion rates monthly
  • Identify stages where deals stall
  • Remove or consolidate unused stages
  • Update probabilities based on actual results

Troubleshooting​

Can't Delete Stage​

  • Move all projects out first
  • Check if stage is used in workflows
  • System stages cannot be deleted

Projects Not Moving to Stage​

  • Verify stage is active
  • Check user permissions for stage changes
  • Ensure no workflow is blocking the move

Probability Seems Wrong​

  • Review historical conversion rates
  • Compare weighted pipeline to actual results
  • Adjust probabilities based on data