If you’re a sales manager who’s tired of cookie-cutter dashboards and mystery metrics, this guide’s for you. We’re cutting through the noise and showing exactly how to build custom pipeline reports in Sybill — no fluff, no jargon, just the real steps and what you need to watch out for.
Let’s get into it.
Why Custom Pipeline Reports Matter (and When They Don’t)
Before you dive in, ask yourself: Do you really need a custom pipeline report, or are you just chasing another shiny object? Custom reports make sense when:
- You have specific questions your default reports can’t answer
- Your team’s sales process isn’t one-size-fits-all
- Leadership keeps asking for data that’s not baked into the standard dashboard
If you just want a prettier graph, skip it. But if you need to track, say, deal velocity by rep or spot where deals are stalling, keep reading.
Step 1: Get Your House in Order
Custom pipeline reports are only as good as your data. Here’s what to check before you open Sybill:
- Is your CRM data up to date? Garbage in, garbage out. If reps aren’t logging activity or updating deal stages, your report will be a mess.
- Are pipeline stages clearly defined? If “Proposal Sent” means different things to different people, your numbers won’t make sense.
- Do you have access? You’ll need the right permissions in Sybill to create and save custom reports. If you’re not sure, check with your admin.
Pro tip: Take 10 minutes to spot-check a few deals at each stage. If you find missing or weird data, fix that first. There’s no point in slicing and dicing nonsense.
Step 2: Decide What You Actually Want to See
Don’t click “Create Report” yet. First, write down:
- The question(s) you’re trying to answer (e.g., “Where are deals getting stuck?”)
- The fields or metrics that matter (e.g., Stage, Owner, Deal Size, Days in Stage)
If you can’t explain what you want to someone else in a sentence or two, your custom report will just be a confusing mess. Here are a few examples of useful custom pipeline reports:
- Stalled Deals Report: Deals that haven’t moved stages in X days
- Rep Comparison: Pipeline by rep, with win rates and average deal size
- Stage Conversion: Percentage of deals moving from one stage to the next
Don’t try to build a “kitchen sink” report with 40 columns. Focus on one or two key insights per report.
Step 3: Open Sybill and Find the Reporting Section
Log into Sybill. The interface changes from time to time, but as of now, here's what you should see:
- Dashboard: You’ll land here. Look for a tab or sidebar labeled “Reports” or “Custom Reports.”
- New Report: There should be a button for creating a new report (sometimes it’s a “+” icon — Sybill isn’t immune to hiding things in menus).
If you can’t find it, use the search bar at the top and type “report.” If you still can’t find it, double-check your permissions or ask your admin. Don’t waste time clicking around in circles.
Step 4: Set Up Your Report — The Right Way
This is where most folks get lost in the weeds. Stick to your plan from Step 2.
a) Choose Your Data Source
- You’ll usually select “Pipeline” or “Deals” as your base data.
- Some setups let you filter by team, region, or product line. Only pick what you need.
b) Add Filters
- Want to see only active deals? Filter out “Closed Lost” and “Closed Won.”
- Interested in a specific time period? Use a “Created Date” or “Expected Close Date” filter.
- Need to focus on one rep or team? Add that filter too.
Don’t stack a dozen filters unless you really need to. Start broad, then narrow.
c) Pick Your Fields
- These are your report columns (e.g., Deal Name, Stage, Owner, Amount, Days in Stage).
- Most people add too many. Only show what you’ll actually look at.
d) Group and Sort
- Group by Stage, Owner, or whatever makes sense for your question.
- Sort by “Deal Size” to see big deals at the top, or by “Days in Stage” to spot stuck deals.
e) Choose Your Visualization (Optional)
- Tables are underrated — they work.
- Bar or funnel charts can help spot patterns fast, but don’t force it if you just need a list.
Pro tip: Save your favorite configuration as a template. It’ll save time later.
Step 5: Preview, Test, and Tune
Don’t just hit “Save” and walk away. Look over your report and ask:
- Do the numbers make sense? If your “Open Pipeline” for Q2 is $100 million and you know that’s not right, check your filters.
- Is anything missing? If you wanted to see deal age but forgot to add it, fix it now.
- Does it answer your original question? If not, tweak the filters or fields.
If you spot weird data (like deals in “Negotiation” for 300+ days), that’s usually a data hygiene issue — not a Sybill bug.
Step 6: Share and Automate (But Don’t Overdo It)
Once your report looks right:
- Share with your team: Use Sybill’s “Share” or “Export” feature. Some folks prefer a link, others want a spreadsheet. It’s not about being fancy — just make sure people actually read it.
- Schedule regular updates: Most sales managers want weekly or monthly pipeline snapshots. Set up automated sends if Sybill supports it. But don’t flood inboxes with daily reports nobody opens.
- Ask for feedback: If your team ignores the report, it probably needs to be simpler or more relevant.
Pro tip: If someone asks for “just one more metric,” push back. More isn’t better.
What Works (and What Doesn’t)
What works: - Keeping reports laser-focused on one key question - Using filters to keep data relevant - Checking for data quality before sharing anything
What doesn’t: - Overcomplicating reports with dozens of columns or filters - Building reports just to impress leadership (they’ll stop reading after the first slide) - Ignoring feedback or clinging to a template that doesn’t serve the team
Don’t get sucked into making “dashboard art.” If it doesn’t help you coach your team or spot risks, skip it.
Troubleshooting: Common Headaches
- Missing data or weird numbers: Check your filters and source data first. Most issues come from the CRM, not Sybill.
- Report takes forever to load: Too many columns or an unfiltered data set slows things down. Trim it back.
- Can’t save or share: Usually a permissions issue. Ask your admin or check your user role.
- Everyone ignores the report: Make it shorter, more relevant, and send it less often.
Keep It Simple, Iterate Often
Custom pipeline reports in Sybill can be a game-changer — or just another time sink. The trick is to keep things simple, focus on the questions that actually matter, and tweak as you go. Don’t be afraid to scrap a report if it’s not getting used.
Start with one or two high-impact reports, get feedback, and adjust. You’ll spend less time chasing your tail — and more time actually improving your team’s results.
That’s what matters.