If you’ve ever stared at your sales pipeline and wondered, “Does any of this actually match reality?”—you’re not alone. Most sales teams want accurate forecasts, but all too often, pipeline stages lag behind actual deal progress. If you’re using Clari, you’ve got a powerful tool. But it’s only as good as the data you put in. This guide is for sales reps, managers, and ops folks who want to make pipeline stage updates in Clari less painful and a lot more useful.
Why Pipeline Stage Hygiene Actually Matters
Let’s address the elephant in the room: updating pipeline stages feels tedious. But if your data’s out of date, your forecast is just a wish list. Here’s why keeping those stages current is worth your time:
- Accurate Forecasts: Leadership can’t read your mind. They need numbers they can trust.
- Less Fire Drills: Outdated stages lead to last-minute scrambles and “surprise” deals that no one saw coming.
- Better Coaching: Managers can actually help if they know where deals really stand.
- Rep Credibility: When your pipeline matches reality, your calls get taken seriously.
Ignore the hype about “AI-powered forecasting.” Even the smartest tools can’t fix garbage data.
Step 1: Know Your Pipeline Stages—And What They Really Mean
Before you can keep things updated, make sure everyone’s on the same page about what each stage means. This sounds basic, but teams often get fuzzy here.
What to do:
- Get Clear Definitions: Don’t settle for vague terms like “Negotiation.” What’s actually required before a deal moves to that stage? Specific criteria help everyone.
- Check for Overlap: Do two stages mean basically the same thing? If so, simplify.
- Spot the Sticking Points: Where do deals get stuck? These “gray areas” are usually where updates get sloppy.
Honest take: If your team argues about whether a deal is in “Commit” or “Best Case,” the stages probably aren’t defined tightly enough. Fix that first.
Step 2: Update as You Go—Not Just Before Forecast Calls
Most people only update pipeline stages right before a forecast meeting. That’s how you end up with a mad scramble and inaccurate data. Instead, make stage updates part of your regular sales process.
Practical tips:
- Update Immediately After Key Events: Move a deal to the next stage right after a call, demo, or contract sent—don’t save it for later.
- Set a Weekly Reminder: Even if nothing’s changed, review your pipeline once a week. It’s faster than cleaning up a mess once a quarter.
- Batch Small Updates: If you’re slammed, set aside 10 minutes at the end of each day to tidy up your deals.
What to ignore: Don’t obsess over every tiny step. If you’re spending more time updating Clari than selling, you’ve gone too far. Focus on meaningful changes.
Step 3: Don’t Just Move Deals Forward—Be Honest About Setbacks
It’s tempting to only move deals forward through the stages. But pipelines aren’t one-way streets. Deals stall, ghost, or go backwards. That’s normal—just reflect it in Clari.
Best practices:
- Move Deals Back When Needed: If a customer goes dark after “Proposal Sent,” move the deal back to the previous stage. No shame.
- Close Out Dead Deals: Mark deals as lost or closed if they’re truly gone. Clari isn’t a graveyard for wishful thinking.
- Document Why: Use notes or fields to jot down why a deal moved backwards or was closed. This helps with coaching and pattern-spotting later.
Pro tip: If your pipeline only ever moves forward, it’s not accurate. Don’t sandbag by hiding deals in late stages just to keep the numbers up.
Step 4: Use Automation—but Don’t Rely on It Blindly
Clari can pull in activity data (emails, meetings, etc.) and suggest updates. This can save time, but it’s not magic.
Here’s what works:
- Let Automation Prompt You: If Clari suggests a stage update based on recent activity, check if it makes sense—then update or override.
- Trust, But Verify: Automation can miss context. An email doesn’t always mean a deal’s moved forward.
- Customize Triggers: Work with your ops team to tweak what triggers stage changes. Generic settings can create noise.
What to ignore: Don’t let Clari auto-update stages without a human sanity check. You know your deals better than any algorithm.
Step 5: Make Pipeline Updates a Team Habit
The best systems fall apart if no one uses them consistently. Culture matters more than any tool.
How to build habits:
- Manager Modeling: If managers update their own deals, reps will follow. If managers ignore it, so will everyone else.
- Regular Reviews: Use pipeline reviews to spot-check updates, not just to grill reps about numbers.
- Quick Feedback Loops: If someone’s consistently not updating, address it early—don’t let it slide for months.
Honest take: Fancy dashboards don’t matter if reps don’t trust that the pipeline reflects reality. Consistency wins.
Step 6: Don’t Overcomplicate Things
It’s tempting to add more stages, fields, and checkboxes “for visibility.” But complexity leads to confusion and less updating.
Keep it simple:
- Limit the Number of Stages: Most teams only need 5-7 clear stages.
- Cut Unused Fields: If no one fills out a field, get rid of it.
- Review Annually: Once a year, audit your pipeline stages. Are they still working? If not, adjust.
Pro tip: Ask your reps what’s actually useful to track. If a stage or field doesn’t help them sell, it probably isn’t needed.
What to Watch Out For
Some common traps and how to avoid them:
- Gaming the System: Don’t let reps “camp” deals in late stages to hit targets. This just kicks the can down the road.
- Happy Ears: Over-optimism is a killer. Only move deals forward when real buyer action happens.
- Update Fatigue: If updating Clari feels like a chore, something’s broken—likely too many required fields or unclear definitions.
Cheat Sheet: Pipeline Stage Updates That Actually Stick
- Know what each stage really means
- Update after every key event, not just before meetings
- Move deals backward or close them out—don’t fudge the numbers
- Let automation help, but sanity-check everything
- Keep your process simple and review it regularly
Keep It Simple, Keep It Honest
At the end of the day, Clari is just a tool. The real value comes from a team that keeps their pipeline honest, updates regularly, and doesn’t overthink it. Don’t chase perfection. Start with clear definitions, keep updates part of your routine, and don’t be afraid to cut what’s not working. You’ll spend less time scrambling and more time actually selling. And that’s kind of the point, isn’t it?