If you’re reading this, you probably manage B2B sales and want your CRM pipeline to actually fit how your team works. You’re tired of generic advice, vague “optimization” tips, and stages that make no sense for your deals. This guide is for sales managers, ops folks, and anyone using Vector who wants a pipeline that’s both simple and genuinely useful.
Let’s cut through the fluff. Here’s how to customize your Vector pipeline stages so they help close deals—instead of just looking impressive on a dashboard.
Why Custom Pipeline Stages Matter
You already know the basics: your pipeline stages should reflect your sales process. But most pre-built pipelines are designed for “average” companies. If you sell B2B, your process probably has quirks—multiple stakeholders, long lead times, and all the fun stuff that makes B2B sales messy.
Customizing your stages in Vector lets you:
- Spot stalled deals before they rot.
- Make forecasts that don’t feel like wild guesses.
- Help reps focus on what actually moves deals forward.
But don’t overthink it. Overly complex pipelines are just as bad as ones that are too generic.
Step 1: Map Your Real-World Sales Process
Before you even touch Vector, sketch out how a real deal moves from first contact to closed-won (or lost). Talk to your reps, not just your VP of Sales. Look for actual steps, not just what’s on your website.
Typical B2B stages might look like:
- Lead/Inbound
- Qualified/Discovery
- Needs Analysis
- Proposal/Quote
- Negotiation
- Closed Won/Lost
But don’t copy this blindly. Ask yourself:
- Where do deals actually get stuck?
- What steps do your reps skip (or double back to)?
- Are there stages that exist just to make reports look good?
Pro tip: Look at 5–10 recent deals from start to finish. What stages did they really go through? Use those as your baseline.
Step 2: Keep It Short—But Not Too Short
A good pipeline has enough stages to show real progress, but not so many that reps get lost in admin work. Aim for 5–7 stages. More than 8, and you’re probably micromanaging; fewer than 4, and you’re missing important nuance.
Watch out for:
- “Fake” stages like “Follow-up” or “Check-in.” These are activities, not milestones.
- Stage bloat from edge cases. Handle exceptions with tags or notes, not extra stages.
What works:
Stages that show a meaningful change in deal status, like “Proposal Sent” or “Contract Under Review.”
What doesn’t:
Separating “Demo Scheduled” from “Demo Completed” if your deals rarely go off-track during demos. Merge them unless there’s a real reason not to.
Step 3: Set Clear Entry and Exit Criteria
Each stage should have a clear definition—so anyone on your team knows when a deal should move forward. This avoids the classic “stuck in Discovery for weeks” problem.
For each stage, ask:
- What specific thing has to happen to move here?
- What info or commitment do we get from the prospect?
- Can someone new to the team understand this in 30 seconds?
Real-world example:
- Qualified: Rep has confirmed budget, authority, need, and timeline (BANT).
- Proposal Sent: The written proposal has actually been sent, not just discussed.
Skip: Vague criteria like “prospect seems interested.” If it’s subjective, expect inconsistency.
Step 4: Customize Stages in Vector
Now, open up Vector and actually build out these stages. Here’s the no-nonsense way to do it:
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Go to Pipeline Settings:
In Vector, head to Settings > Pipelines. Pick your main sales pipeline or create a new one if you’re starting fresh. -
Edit or Add Stages:
Rename, add, or delete stages to match your mapped process. Keep the names short and obvious—think “Proposal Sent” instead of “Needs-Based Assessment.” If you have multiple sales motions (like new business vs. renewals), consider separate pipelines. -
Set Stage Details (Optional but Useful):
Some teams add descriptions or checklist items in Vector for each stage. This helps with onboarding new reps or keeping things consistent. -
Save and Test:
Don’t just set it and forget it. Run a few deals through the new pipeline. Does it make sense? Do reps know what to do next at each stage?
What works:
Getting feedback from frontline reps after a week or two. They’ll spot pain points faster than you will.
What doesn’t:
Locking the pipeline down and refusing to make tweaks. You’ll end up with a clunky process everyone works around.
Step 5: Ignore the Hype—Automate Only What Helps
Vector (and every CRM) will offer automation: reminders, notifications, automatic stage moves. These can be handy, but don’t go wild.
- Automate:
- Reminders to follow up after a set number of days in stage.
-
Auto-move deals to “Lost” if there’s zero activity for a set time.
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Don’t automate:
- Moving deals just because an email got sent. Human judgment still matters.
- Overly complex workflows that break the first time something weird happens.
Honest take: Most teams end up turning off half their automations anyway. Start simple, then add more only if you’re sure it’ll save time (and not annoy your team).
Step 6: Review and Iterate—But Not Every Week
You’ll want to revisit your pipeline now and then. But don’t fall into the trap of constant tweaking. Once a quarter is plenty for most teams.
How to review:
- Are deals getting stuck in one stage? Why?
- Are your forecasts more accurate, or still wishful thinking?
- Do reps actually follow the process, or do they fudge stages to make numbers look better?
Signs you need to change things:
If your pipeline doesn’t match how deals actually move, it’s time for an update. If reps constantly ask, “Which stage does this deal belong in?”—that’s also a clue.
Common Pitfalls (And How to Dodge Them)
- Too many stages: Wastes time and confuses everyone.
- Vague stage definitions: Leads to inconsistent reporting and finger-pointing.
- Ignoring rep feedback: You’ll get compliance in name only.
- Chasing every feature: Focus on what helps your team sell, not what looks cool in a demo.
Quick Tips for a Pipeline That Actually Works
- Start simple. You can always add stages later.
- Use stage descriptions. Consistency beats creativity here.
- Review lost deals. Patterns here tell you if your stages are helping or hiding problems.
- Keep it visible. Make sure everyone sees the same pipeline and knows how to use it.
Wrap-Up: Don’t Overthink It
A good pipeline in Vector won’t close deals for you, but it will help your team focus, forecast better, and spot problems early. The best pipelines are simple, clear, and built around your real sales process—not someone else’s idea of what “best practice” looks like.
Build it, run deals through, listen to your team, and tweak as needed. That’s it. Don’t let the perfect be the enemy of the good. And if you’re ever unsure, just go back to basics: does this stage actually help us move deals forward? If not, cut it.
Good luck—and remember, sales is messy. Your pipeline should make it a little less so, not more.