How to create and manage sales pipelines effectively in Getlancey

If you’re responsible for bringing in deals, tracking leads, or generally keeping sales moving, you know that a “pipeline” isn’t just a buzzword—it’s your lifeline. But building and running one in any CRM can become a mess of tabs, stages nobody uses, and deals that go missing for weeks. This guide is for folks who actually want a pipeline that works, not just a pretty chart for the boss.

Here’s how to set up and manage a sales pipeline in Getlancey that you’ll actually use (and trust).

1. Understand What a Sales Pipeline Really Needs

First things first: a sales pipeline isn’t about making your process look more complicated. The point is to track where each deal stands, spot bottlenecks, and make sure nothing falls through the cracks. Before you even log into Getlancey, figure out:

  • Your stages: What are the real, distinct steps your deals go through? If you’re just copying some generic template, stop. Write down what actually happens in your process.
  • Key actions at each stage: What needs to actually happen for a deal to move forward? A pipeline is only useful if it matches real life.

Pro tip: If you’re stuck, ask yourself, “What’s the next thing I’m waiting for from the customer?” That’s usually your stage.

2. Set Up Your Pipeline in Getlancey

Now, let’s get specific. Here’s how you go from blank slate to working pipeline in Getlancey:

a. Create a New Pipeline

  • Go to the “Pipelines” or “Sales” section (naming might vary depending on your plan).
  • Hit “Create Pipeline” or the plus (+) button.
  • Name it something clear. “2024 Sales” is fine. “Q2 Growth Hack Blitz” is not (you’ll hate it in three months).

b. Define Your Stages

  • Add stages that match your actual sales process. Keep it between 4-7 stages if you can; more than that, people stop using them.
  • Examples:
  • New Lead
  • Contacted
  • Demo Scheduled
  • Proposal Sent
  • Negotiation
  • Won/Lost

Don’t: Add stages “just in case” or for things you wish you were doing. Start with what’s real now.

c. Customize Fields

  • Decide what info is actually useful to see at a glance (deal value, close date, contact info, pain point).
  • Hide or delete fields you never fill out. Extra fields just mean more clicking.

d. Add Your First Deals

  • Import your existing deals or leads. Getlancey can usually pull these in from a CSV, or sync with email/other CRMs.
  • If you’re starting from scratch, add a couple deals by hand. Don’t worry about perfection—just get moving.

3. Make the Pipeline Work for You (Not the Other Way Around)

A lot of people set up a pipeline and then let it gather dust. Here’s how to actually make it useful:

a. Update Deals As You Go

  • Move deals to the next stage as soon as something happens. Don’t wait for “pipeline review day”—that never comes.
  • Use Getlancey’s drag-and-drop interface for quick updates. If it feels clunky, that’s a sign you have too many stages or fields.

b. Add Notes and Follow-ups

  • Use the notes/comments section on each deal. This is gold when you forget what you promised someone last week.
  • Set reminders or follow-up tasks in Getlancey. If you’re relying on memory, you’re leaving money on the table.

c. Don’t Overcomplicate with Automation (Yet)

  • Getlancey has automation features, but don’t jump in unless your basic process actually works.
  • Automate repetitive stuff—like assigning new leads or sending reminders—once you’re confident in your stages.

Pro tip: If nobody on your team is using an automation, turn it off. Useless notifications create more pain than they solve.

4. Keep Your Pipeline Clean

A bloated pipeline is almost as bad as no pipeline. Here’s how to keep things tidy:

a. Regularly Close Out Dead Deals

  • Every week or two, look for deals that haven’t moved in 30+ days. Mark them as “Lost” or archive them.
  • Don’t be afraid to clear out the pipeline—even if it makes your numbers look smaller. You want to see reality, not wishful thinking.

b. Merge or Delete Duplicate Deals

  • Getlancey will sometimes flag duplicates, but you might have to merge or delete manually.
  • Duplicates confuse everyone and make reporting useless.

c. Review and Adjust Stages Quarterly

  • Your process will change. Don’t keep outdated stages just because “that’s how we started.”
  • Trim or rename stages as needed. Less is almost always more.

5. Use Reporting (But Don’t Get Lost in Charts)

Getlancey offers reporting features, but they’re only helpful if your data is clean. Here’s what’s worth looking at:

  • Deal velocity: How long does it take for deals to move through the pipeline? If things get stuck, dig in.
  • Conversion rates: Where do most deals drop off? Fixing that stage is usually more valuable than chasing more leads.
  • Forecasting: Be honest about what’s likely to close this month. Don’t fudge numbers to make yourself feel better.

Ignore: Vanity metrics like “deals created this month” if none of them ever close. Focus on what drives revenue.

6. Common Pitfalls (and How to Dodge Them)

Even with the best intentions, people trip up. Here’s what to watch for:

  • Too many stages: If nobody remembers what “Pre-Negotiation” vs. “Negotiation-Ready” means, combine them.
  • Pipeline as a to-do list: It’s for tracking deal progress, not every single email you send.
  • Letting it go stale: A pipeline is a living thing. If you haven’t updated it in a week, it’s probably not helping you.

Pro tip: Set a recurring 15-minute calendar event each week to review and update your pipeline. It’ll save you hours of mess later.

7. What to Ignore (Seriously)

  • Fancy integrations: Most teams don’t need Slack notifications or AI-driven insights day one. Keep it simple.
  • Custom dashboards: If you’re spending more time building dashboards than selling, stop.
  • Overly detailed fields: If you’re not using a field to make a decision, delete it.

Quick Checklist: Your Pipeline Should...

  • Match how you actually sell (not someone else’s template)
  • Be updated every time something moves forward (or backward)
  • Tell you, at a glance, what’s stuck and what’s hot
  • Be simple enough that you’ll actually use it

Wrapping Up

Building a good sales pipeline in Getlancey isn’t about chasing the latest CRM trends or adding every feature you see. It’s about making your sales process visible and manageable—so you can spend less time guessing and more time closing. Start simple. Stay ruthless about keeping it clean. Tweak as you go, and don’t be afraid to cut what isn’t working.

The best pipeline is the one you’ll actually keep up with. Start there, and iterate.