If you’re using Copilotai to wrangle your sales deals, you’ve probably noticed the default pipeline stages don’t always match the messy reality of how your team actually works. This guide is for sales leaders, ops folks, or anyone who wants to ditch the generic “Prospecting–Proposal–Closed” pipeline and actually customize Copilotai to fit how your business moves deals.
Maybe your team needs a “Legal Review” stage, or maybe you want to split “Negotiation” into “Pricing Discussion” and “Contract Redlines.” Whatever the case, building custom pipeline stages isn’t rocket science, but it’s easy to overthink, and even easier to screw up if you don’t know what’s worth fussing over.
Let’s get your pipeline working for you—not the other way around.
Why Bother with Custom Pipeline Stages?
Before we get into the how-to, it’s worth asking: is fiddling with pipeline stages actually worth your time? Short answer: yes, but only if your current setup is slowing you down.
What custom stages can actually do for you: - Make reporting less of a guessing game. - Help reps know exactly what’s expected at each step. - Spot bottlenecks and weird stalls before they tank deals. - Get more honest forecasts (less “sandbagging” or wishful thinking).
What they won’t do: - Magically fix a broken sales process. - Make lazy data entry go away. - Impress your VP unless it actually helps close more deals.
If your team’s just clicking “next stage” to appease the CRM gods, don’t bother customizing. But if you’re constantly saying, “Well, technically, this deal isn’t really in ‘Proposal’ yet because…” then it’s time to make Copilotai (copilotai.html) fit your world.
Step 1: Map Your Real-World Sales Process (Don’t Skip This)
It’s tempting to jump right into Copilotai and start renaming things. Don’t.
First, grab a notepad (or a whiteboard, or napkin) and actually write down: - The steps a typical deal goes through, from first contact to closed-won/lost. - The “weird” steps unique to your business (compliance review, pilot program, etc.). - Where deals most often stall or get lost. - What “done” means for each stage.
Pro tip: Get input from actual reps—not just managers. Reps know where the pipeline doesn’t match reality.
Step 2: Keep It Simple (Seriously)
The biggest mistake in customizing pipeline stages? Overcomplicating things.
Here’s what works: - 5-7 stages, max. More than that, and nobody will update them accurately. - Each stage should be obvious—anyone should be able to say, “Yes, this deal is here.” - Avoid “misc” or “other” stages (it’s code for “we don’t know what’s going on”). - Don’t split hairs. If you can’t explain the difference between two stages in one sentence, combine them.
What to ignore: - Overly granular stages (“Demo Scheduled,” “Demo Completed,” “Demo Debrief”) unless you have a huge team and real reporting needs. - Stages based on internal admin work (like “Data Entry”), unless it really matters for forecasting.
Step 3: Build Your Pipeline in Copilotai
Now that you know what you actually want, let’s get into Copilotai and set it up.
3.1 Navigate to Pipeline Settings
- Log into Copilotai.
- Go to your “Deals” or “Pipeline” section.
- Look for a “Settings,” “Customize Pipeline,” or “Stages” option. If you can’t find it, check under your profile or admin panel. (Copilotai moves things around sometimes.)
3.2 Editing Existing Stages
- You’ll see the default stages—these are usually basic, like “Lead In,” “Qualified,” “Proposal,” “Negotiation,” “Closed Won/Lost.”
- Click to rename, reorder, or delete stages you don’t need.
- Change names to match the words your team actually uses. (“Pricing Review” beats “Proposal” if that’s what you really mean.)
3.3 Adding New Stages
- Find the “Add Stage” button. (If it’s grayed out, you might not have admin rights—ask your Copilotai admin.)
- Add your custom stages, in the order your deals actually move.
- For each stage, try to add a short description. This helps new hires and keeps everyone honest.
Example custom pipeline: 1. Discovery 2. Solution Fit 3. Legal/Procurement 4. Final Negotiation 5. Verbal Commit 6. Closed Won 7. Closed Lost
3.4 Setting Stage Properties (If Available)
Some CRMs let you set properties for each stage, like “Probability to Close” or required fields. Copilotai’s options here are pretty basic, but: - Set realistic probability percentages—don’t use “100%” unless the deal is literally in the bank. - If Copilotai lets you require certain info before moving stages (like “expected close date”), consider using it, but don’t go overboard. Too many required fields and reps will just make stuff up.
Step 4: Test Your Pipeline (with Real Deals)
Don’t just build it and assume it works. Try moving a few deals through your new pipeline.
- Pick deals at different stages and see if they “fit” your new setup.
- Ask a couple of reps to use the new pipeline for a week and give honest feedback.
- Watch for stages nobody uses, or ones where every deal gets stuck.
What to ignore: - Complaints about change from people who never updated the old pipeline anyway. - Requests to add “just one more stage” unless it’s really necessary.
Step 5: Train the Team (Without Boring Them to Death)
You need buy-in, but nobody wants a 90-minute Zoom about pipelines. Here’s what works:
- Send a one-pager or short video explaining each stage, what moves a deal forward, and what “done” means.
- Make it clear why the change helps them (fewer pipeline reviews, better forecasting, less nagging).
- Remind folks: “If you’re not sure which stage, ask. Don’t guess.”
Pro tip: If you have a sales standup, spend five minutes walking through a real deal using the new stages.
Step 6: Review and Tweak (But Don’t Tweak Forever)
No pipeline is perfect on day one. Plan to revisit after a month:
- Look at reports. Which stages have lots of stuck deals? Are reps skipping stages?
- Gather feedback, but don’t jump to change things based on a single complaint.
- If you add or remove stages, keep everyone in the loop.
What to ignore: - The urge to tweak every week. Let the new process settle before making more changes.
Honest Takes: What Works, What Doesn’t
What works: - Stages that match your real-world sales process, not some “ideal” flow from a textbook. - Keeping it simple—less is more. - Getting reps involved early (they know where things really stall).
What doesn’t: - Overcomplicating with too many stages or required fields. - Making changes in a vacuum, then expecting instant adoption. - Measuring reps on pipeline hygiene alone. (You want closed deals, not just “pretty” pipelines.)
Ignore the hype: - No pipeline, no matter how “AI-powered,” will fix a broken sales process. Garbage in, garbage out.
Keep It Simple and Iterate
Custom pipeline stages in Copilotai are about making your CRM work for you—not the other way around. Don’t overthink it. Start simple, get feedback, and tweak as you go. The best pipeline is the one your team actually uses—and that helps you spot real problems before they become disasters.
If you’re not sure, start with fewer stages. You can always add more. And remember: at the end of the day, it’s about closing more deals, not just making your CRM look pretty.