Let’s be honest: most sales templates are generic. If you want to actually move deals forward, you need something built for your world—not a catch-all template that tries to please everyone and ends up pleasing no one. This guide is for sales ops folks, revenue leaders, or anyone who’s been handed a Dealpad account and told “just make it work for us.”
Here’s how you take Dealpad templates and actually make them fit your industry and use cases, without wasting time on busywork or over-engineering the process.
Why bother customizing Dealpad templates at all?
First, a quick reality check. Dealpad (see Dealpad) gives you a starting point, but no template knows your customer or how your industry ticks. Out-of-the-box templates are fine for getting started, but if you want reps to actually use them, they need to feel right for your team and your deals.
You should customize your templates if: - Your sales cycles are complex (think: more than two stakeholders, long buying journeys) - Compliance or documentation needs are specific to your industry (healthcare, fintech, etc.) - You want to speed up onboarding for new reps and avoid the “where’s that doc?” shuffle
Don’t bother if: - You’re just testing Dealpad and don’t have buy-in yet - Your team is tiny and your process is dead simple - You love chaos (hey, you do you)
Step 1: Start with your actual sales process, not just the template
Before you even open Dealpad, grab a notepad or a whiteboard. Map out your real sales process—what actually happens, not what’s supposed to happen. Focus on:
- Key milestones (demo, trial, legal review, kickoff)
- Who gets involved at each stage (your team and the buyer’s)
- Documents or assets needed (proposals, security docs, pricing breakdowns)
- Typical blockers (legal, procurement, technical review)
Pro tip: Ask your top reps what slows them down. The real pain points almost never show up in a default template.
Step 2: Audit Dealpad’s existing templates (and steal shamelessly)
Open up Dealpad and check out the templates they provide. Don’t reinvent the wheel—see what’s close to what you need. Look for:
- Overall structure: Is the layout logical for your deals?
- Default sections: Are there built-in areas for mutual action plans, key contacts, or value props?
- Placeholder content: What’s helpful, what’s fluff, what’s missing?
Mark up what you like, what you’ll toss, and what you’ll need to add.
What to ignore: - Cutesy placeholder text (“Insert fun fact here!”) — just delete it. - Generic “about us” sections — buyers don’t care. - Any section nobody on your team has ever used in a real deal.
Step 3: Tailor sections for your industry’s quirks
This is where most templates flop. Different industries have different needs, so don’t be afraid to get specific.
A. For SaaS / Tech
- Security & Compliance: Add a section for SOC 2, GDPR, or whatever acronym soup your clients ask about.
- Integrations: Make it dead simple to show what you connect to—and how.
- Implementation Timeline: Lay out realistic steps (not just “go live in 2 weeks!” unless that’s actually true).
B. For Healthcare
- HIPAA/Regulatory Docs: Make these front and center. If you hide them, buyers will ask anyway.
- Clinical Workflow: Show understanding of their actual daily routines.
- ROI/Outcomes: Clinical buyers want proof, not puffery.
C. For Professional Services
- Project Plan: Buyers love a clear timeline and deliverables.
- Team Bios: Add real people, not just “Our Company.”
- Case Studies: Pick ones relevant to their industry, not just your biggest logo.
D. For Manufacturing / Hardware
- Specs & Datasheets: Easy access, up-to-date files only.
- Procurement Steps: Spell out what’s needed for PO, shipping, and delivery.
- After-Sale Support: Set expectations early.
Pro tip: Use language your buyers use. Don’t call it “onboarding” if your customers say “kickoff.” Small tweaks build trust.
Step 4: Add (or Remove) Steps in the Mutual Action Plan
Dealpad’s mutual action plan is the heart of a good template. But if the steps don’t match reality, reps will skip it or fill it with garbage.
- Add critical industry steps: If every deal needs an InfoSec review, bake it in.
- Remove wishful thinking: If legal never moves in parallel with procurement, don’t pretend.
- Set realistic deadlines: Buyers see through fake urgency. Use real-world timeframes.
Pro tip: For complex deals, add “owner” fields so both sides know who’s on the hook for each step.
Step 5: Swap out generic assets for your real content
Templates often link to “sample” decks or PDFs. Swap in: - Your latest pricing sheet - Real customer stories (bonus: ones from the buyer’s industry) - FAQ docs your team actually sends - Demo videos, if your buyers expect them
What to skip: - Old marketing one-pagers that no one reads - Anything out of date (buyers will notice) - Internal-only docs (avoid the accidental overshare)
Step 6: Make it easy for your team to use (and update)
No template survives contact with reality unless your team can actually use it. Keep it simple:
- Use clear section names (“Security Docs” not “Our Trust Center”)
- Avoid internal jargon—remember, buyers see this, too
- Make instructions short and to the point
- Set up a feedback loop (Slack, email, whatever) so reps can flag what’s not working
If you’re a manager or admin, schedule a 30-minute review with your team after the first few deals. See what’s missing or annoying.
Step 7: Test with real deals (and tweak fast)
Don’t wait for “perfect.” Pick a few active opportunities, roll out the customized template, and watch what happens.
- Ask both buyers and reps for feedback—what’s helpful, what’s confusing?
- Track usage: Are reps actually filling it out, or is it being ignored?
- Update templates quickly based on real-world input
Pro tip: Don’t make template changes a quarterly ritual. Small, frequent tweaks beat big overhauls.
What works, what doesn’t, and what to ignore
What works: - Templates that mirror your real sales process—not wishful thinking - Industry-specific sections that show you “get it” - Keeping things lean (fewer, better sections)
What doesn’t: - Piling on every possible section “just in case” - Over-complicating with fancy formatting or unnecessary steps - Assuming reps will “just figure it out” without clear instructions
Ignore: - Hype about AI auto-customizing everything for you (it’s rarely that good) - Templates that try to be everything to everyone - Anything that makes your process slower or more confusing
Keep it simple—and iterate as you go
Don’t aim for a “final” template. Sales processes—and industries—change all the time. Start with something your team will actually use, and tweak it as you learn. Most importantly: get feedback, cut the fluff, and keep your templates focused on what actually moves deals forward.
When in doubt, ask yourself: “Would my best rep (or my pickiest buyer) actually find this useful?” If not, hit delete and move on.