Sales, especially B2B sales, is rarely as simple as “send an email, get a reply.” If you want more leads to actually turn into customers, you need a process—a series of steps that move people from “who are you?” to “let’s do this.” If you’re using Getweflow, this guide will walk you through setting up and actually using multi-step sales workflows that don’t get ignored after week one.
This is for sales managers, founders, or anyone who’s sick of reminders on sticky notes and wants a workflow that can survive real life. Let’s get into it.
Why Multi-Step Sales Workflows Matter (And What to Avoid)
If you’re reading this, you probably already know why winging it doesn’t work. But here’s the quick version: - Consistency: Prospects don’t slip through the cracks. - Visibility: Everyone knows where a deal stands. - Accountability: It’s clear who dropped the ball (and who didn’t).
But here’s what doesn’t work: - Overcomplicating things with endless stages. - Building a process that no one actually follows. - Automating so much you forget to be human.
The goal: a clear, manageable flow that nudges leads forward, but leaves room for actual conversations.
Step 1: Map Out Your Sales Process (Before Touching Getweflow)
Don’t start clicking buttons yet. First, figure out the actual steps your deals go through. Skip this and you’ll be editing your workflow every week.
Typical sales steps might look like: 1. New lead captured 2. Initial contact made 3. Discovery call scheduled 4. Proposal sent 5. Negotiation 6. Closed won/lost
Pro tip:
Keep it simple. If you have more than 6-8 stages, you’re probably overthinking it. Make sure each stage is something actionable.
What to ignore:
Don’t add a stage just because “it sounds good.” If it doesn’t mean a real change in how you handle the lead, leave it out.
Step 2: Set Up Your Pipeline Stages in Getweflow
Now, open up Getweflow and turn your process into pipeline stages.
How to do it:
- Go to your Pipelines section.
- Click “Add Stage” or edit the default stages to match your mapped process.
- Name each stage clearly (“Discovery Call” not “Stage 2”).
Tips: - Drag stages to reorder if you want. - Don’t be afraid to delete default stages you’ll never use.
Honest take:
You’ll probably want to tweak this after a month. That’s normal. Don’t aim for perfection on day one.
Step 3: Create Multi-Step Workflows (Tasks, Triggers, and Reminders)
Stages are just buckets. Workflows are where the real magic happens—this is how you keep leads moving.
In Getweflow, you can:
- Set up automated tasks that get created when a deal enters a stage (e.g., “Send intro email” when moved to ‘Initial Contact’).
- Assign tasks to specific team members so nothing gets missed.
- Add reminders or deadlines so you (or your team) don’t forget to follow up.
Example: - When a deal enters “Discovery Call,” Getweflow automatically creates a task: “Schedule call with prospect.” - If three days go by and the task isn’t done, Getweflow pings the assigned person.
What to skip:
Don’t set up a dozen reminders for every little thing. You’ll start ignoring them, and so will your team.
Step 4: Automate What Makes Sense (But Not Everything)
Getweflow lets you automate emails, status changes, and more. This is great, but don’t get carried away.
Automate: - Standard emails (think “Thanks for booking a call!”) - Internal notifications (“Deal moved to Negotiation”) - Task creation on stage changes
Don’t automate: - Personalized follow-ups (these get ignored if they sound like a robot wrote them) - Every single touchpoint (too much noise = tuned out)
If you’re not sure, ask: “Would I be annoyed if I got this email?” If yes, don’t automate it.
Step 5: Add Notes, Attachments, and Context—Not Just Data
Sales is about relationships, not just checkboxes. Use Getweflow’s deal notes and attachment features to keep context handy.
- Log call summaries right in the deal.
- Upload proposals or important PDFs.
- Tag teammates with @mentions for internal comments.
Real talk:
If it’s not in the system, it doesn’t exist. Get in the habit of jotting down just enough info so anyone can pick up the thread if you’re out.
Step 6: Track Progress and Adjust (Don’t Set and Forget)
A workflow is only helpful if it helps you close more deals. Check your pipelines weekly: - Are deals getting stuck in a certain stage? Figure out why. - Are tasks piling up unfinished? Maybe you’ve got too many. - Is the automation helping, or just making noise?
If something isn’t working, change it. Getweflow makes it easy to edit stages and workflows—use that. Don’t let your process get stale because you’re “too busy.”
Pro Tips for Using Getweflow Workflows Without Losing Your Mind
- Keep your pipeline visible. Put it on a monitor or check it every morning.
- Review as a team. Use pipeline reviews to spot blockers, not just to assign blame.
- Customize notifications. Too many = ignored. Too few = missed deals. Find your balance.
- Use templates for repeatable stuff. But personalize where it matters.
Biggest mistake:
Letting your workflow get out of sync with reality. If people are bypassing steps, ask why. Fix the process, not the people.
When to Ignore “Best Practices”
A lot of advice out there tells you to follow a 10-stage process or automate every touch. Here’s what I’ve seen:
- Shorter is better. Fewer stages mean less friction.
- Talk to your team. What works for a SaaS startup is different than for an agency or a product business.
- Iterate. Your first workflow won’t be perfect. That’s fine. Just keep improving.
Wrapping Up: Keep It Simple, Keep It Honest
The point of using Getweflow is to help you close more deals—not to create busywork. Start with the simplest workflow that makes sense for your team. Use automation where it’s helpful, but keep the human part front and center. Check in, adapt, and don’t be afraid to ditch what isn’t working.
Your workflow should help you sell, not slow you down. Start small, iterate often, and trust what works in the real world—not just what looks good in a sales blog.