Sales Pipelines

Track every opportunity on a board, keep a history of what happened, and see a weighted view of what is likely to land.

Overview

Sales Pipelines gives you:

• Boards with stages, each carrying a chance of winning.
• A deal record with a history of every stage move, call, email, meeting and note.
• Line items from your product catalogue, so the deal value adds itself up.
• Your own fields on every deal.
• Alerts when a deal has sat still too long.
• A weighted forecast, by person and by period.

Boards and stages

On Sales Pipelines → Boards, press New board, type a Board name and press Create board. A new board comes with six stages: New, Qualified, Proposal sent, Negotiating, Won and Lost.

Under Sales Pipelines → Settings you can rename each stage and set two numbers, then press Save stages:

• Chance of winning drives the weighted forecast. A deal worth £10,000 in a stage at 30% counts as £3,000 of likely revenue.
• Stall after (days) is how long a deal may sit in the stage before it is flagged as gone quiet. Leave it blank and the stage never flags anything. New boards start with it blank.

In Settings you can also add a stage, drag stages into a new order, and remove a stage you no longer use. A stage cannot be removed while deals are still in it. Move them first. You can still ask the AI Assistant to do the same, for example "add a Demo booked stage after Qualified".

Your workspace always has a default board, marked Default, and you can pick a different one. To rename a board, use Rename on its card. Archive hides a board you no longer work on without losing its deals, and you can bring it back later. Your last board cannot be archived. Delete removes a board and its deals for good, and asks you to confirm first. Contacts are never deleted with a deal.

Working a deal

On a board, press New deal. Only Deal name is required. You can also set the value, expected close date, contact, owner, stage and notes. Press Add deal.

Dragging a deal into a lost stage asks why it was lost; pick a reason from your list or type your own. The reason is kept on the deal and shown on it. Moving the deal back to a working stage reopens it and clears the reason.

If two people edit the same deal at once, the second save is stopped with a message that the deal was just updated. Reload it and make your change again.

Drag a card by its handle to move it between stages, or up and down inside a stage to reorder your own priorities. Dragging works on a phone and with the keyboard, not just a mouse. Click a card to edit its details, including its stage.

For the full record, open the deal from the Deals page. The timeline shows everything that has happened, newest at the top, and how long the deal sat in each stage on the way through.

Log a note, call, email, meeting or task to do from the same page and press Log it. It joins the timeline straight away.

What they are buying

With Products and Subscriptions installed, add products to a deal under What they are buying. You can also type a line of your own with a description and a price. The deal value becomes the total of the lines, and it updates as you add or remove lines. While a deal has lines, its value is locked to that total, so change the lines instead of the value.

Your own fields

Add the things you track that we do not ask for, such as contract length, referral source or a link to a shared folder. Under Settings → Your own deal fields, name the field, pick its type (text, number, money, date, yes or no, a link, or pick from a list) and press Add. For a pick-from-a-list field, type the options people can choose from. Your fields appear on every deal, and what you enter is saved with the deal.

Deals that go quiet

Once a night, any open deal that has sat in one stage longer than that stage's Stall after (days) is flagged. Its owner gets a notification, the card shows a Gone quiet badge, and the Forecast page lists them together. Moving the deal to another stage clears the flag.

You can also build a workflow on this with the Deal has gone quiet trigger: chase the customer by email, add a note to the deal, and remind the owner. See AI Workflows.

Forecast

The Forecast page shows, for this month, this quarter or this year, what has been won so far, what is still open, and the weighted pipeline: the open deals weighted by their stage's chance of winning. Look at one board or every board. Managers can set a target for a person and a period, and the page shows progress towards it.

A breakdown by owner shows each person's open, weighted and won totals. A deal counts towards a period by its expected close date, or by the date it was created when it has none.

Table view, import and export

The Deals page shows the same data as a sortable table. Filter by board, by status (still open, won or lost), or search.

Press Export on a board or on the Deals page to download its deals as a CSV file.

Press Import on the Deals page to bring deals in from a CSV file of up to 2,000 rows. It needs a title column. stage, value, currency, expected_close_on, contact, company, lost_reason, source and notes are optional. A stage name that does not match one on the board puts the deal in the first stage, and a row in a Won or Lost stage is imported as won or lost. A contact cell links the deal to an existing contact by email or name. When it finishes you see how many deals were imported, which rows were skipped and why, and which contacts could not be matched.

Who can do what

Under Members & access → Roles you control each of these separately: seeing boards, adding deals, editing them, deleting them, managing the boards themselves, importing and exporting, custom fields, and seeing the forecast.

The forecast is separate on purpose, because figures by person are not always something the whole team should see.

Test it step by step

These steps prove Sales Pipelines works. You can try them in the sandbox first: open the workspace menu and choose Switch to Sandbox mode. The sandbox keeps its own data.

1. Install the service. Open Marketplace, find Sales Pipelines and press Install. Do this as the workspace owner or an Admin. Other roles need the Sales Pipelines permissions turned on under Members & access → Roles.
2. Create a board. Go to Sales Pipelines → Boards, press New board, name it "Test board" and press Create board. You should see "Board created" and six columns, from New to Lost.
3. Add a deal. On the board, press New deal. Type a Deal name, a value of 1000 and an expected close date this month, then press Add deal. You should see "Deal added" and a card in the New column.
4. Move it. Drag the card into Qualified. The column totals update.
5. Win it. Drag the card into Won. The deal closes as won.
6. Check the results. On the Deals page the status shows Won. Open the deal: the timeline lists each stage move and how long it sat there. On Forecast (this month or this quarter), Won so far includes the deal.
7. Optional: test the alert. In Settings, set Stall after (days) to 1 on the New stage and save. Add another deal with yourself as the Owner and leave it there. Once it has sat there for more than a day, the nightly check flags it, the card shows Gone quiet and the deal owner gets a notification.

For developers

Boards and their stages are created in the dashboard. The API lists them with their stages, and adds and moves deals. In the sandbox, create an API key under Developers with the service.pipelines.view and service.pipelines.create scopes. Sandbox keys start with sk_test_. First find your board's id:

curl https://app.softsolz.uk/api/v1/services/pipelines/pipelines \
  -H "Authorization: Bearer sk_test_your_key"

Then add a deal to it. Values are in pence (or cents), so 1000000 is 10,000.00. Without a stage_id the deal goes in the first stage.

curl -X POST https://app.softsolz.uk/api/v1/services/pipelines/pipelines/123/deals \
  -H "Authorization: Bearer sk_test_your_key" \
  -H "Content-Type: application/json" \
  -d '{
    "title": "Acme Ltd - annual plan",
    "value_cents": 1000000,
    "currency": "GBP",
    "expected_close_on": "2026-12-31"
  }'

A reply with the new deal and "status": "open" means it worked, and the card appears on the board. Full details: List sales boards and Add a deal to a board.

If something goes wrong