Sales pipeline stages are supposed to make your sales process clearer, not more confusing. But most default setups in CRMs are too generic to match the way your team actually works. If you’re tired of “Qualification” and “Negotiation” meaning different things to different reps, you’re not alone. This guide’s for anyone using Getlia who wants to make their pipeline stages actually useful for tracking deals—and not just for the sake of appearances.
Let’s get into how to cut the fluff, set up stages that make sense, and avoid the mistakes that keep sales teams guessing.
Why Bother Customizing Your Pipeline Stages?
The default pipeline in any CRM is built for “average” sales teams. Odds are, you’re not average—and neither are your deals. Here’s what happens if you stick with the defaults:
- Your reps skip around or fudge stages to fit their real process.
- Managers get reports that look good but don’t reflect reality.
- Deals stall and you don’t know why, because the pipeline doesn’t tell the story.
When you customize your pipeline, you force yourself (and your team) to get specific about how deals actually move forward. It’s work up front, but it pays off in clarity and better forecasting.
Step 1: Map Out Your Real Sales Process (Not the Dream Version)
Before you even open Getlia, sit down with your team and sketch out what actually happens with your deals. Not what you wish happened—what’s really going on.
- Write down each meaningful customer touchpoint. Think: first contact, demo, proposal sent, legal review, closed.
- Ignore CRM jargon. Use your own words for now.
- Keep it simple. Four to seven stages is plenty for most teams.
Pro tip: If you need more than seven stages, you’re probably splitting hairs. Too many stages = more admin, less clarity.
Step 2: Audit & Clean Up Your Existing Getlia Pipeline
Now, log into Getlia and look at your current pipeline. (Don’t panic if it’s a mess. Most are.)
- List out your existing stages. Are any clearly useless? (e.g. “Prospecting” when you don’t do outbound.)
- Mark which stages are never used, always skipped, or confusing.
- Identify duplicate stages (e.g. “Contract Sent” and “Contract Review” if they happen at the same time).
What to ignore: Don’t get hung up on color-coding or stage icons right now. Focus on the names and order first.
Step 3: Match Your Actual Process to Pipeline Stages
Take the real-world steps you mapped and translate them into clear, distinct pipeline stages in Getlia.
- Each stage should represent a meaningful change in deal status. Not just an internal hand-off.
- Names should be obvious to a new hire. If someone has to ask what a stage means, it’s not clear enough.
- Avoid “vibes-based” stages. “Interested” or “Active” don’t tell you anything actionable.
Example: - “Demo Scheduled” (You’ve set a date) - “Demo Completed” (You ran the meeting) - “Proposal Sent” (There’s something in writing) - “Contract in Review” (Legal is involved) - “Closed Won/Lost” (Deal is done)
If you have multiple pipelines (e.g., for different products), repeat this for each. Don’t force every deal down the same path if it doesn’t fit.
Step 4: Update Your Pipeline Stages in Getlia
Alright, now make the changes in Getlia itself.
- Go to your pipeline settings. (This is usually under “Settings” > “Pipelines” or similar. If it’s buried, search “pipeline” in the help docs.)
- Edit existing stages. Rename, reorder, or delete as needed.
- Add new stages. Use your plain-English names.
- Set default probabilities if you use forecasts. But don’t obsess—these are best guesses, not science.
- Save and preview. Look at a real deal in the updated pipeline. Does it flow, or do you hit weird dead ends?
Heads up: Some CRMs (including Getlia) might warn you about deleting stages with existing deals in them. Export your pipeline data before making big cuts, just in case.
Step 5: Get Buy-In and Explain the Changes
Here’s where most pipeline makeovers fall apart: no one tells the team why the stages changed, or what to do differently.
- Hold a quick session (live or recorded) walking through the new stages.
- Show real-life deal examples. “Here’s what a deal looks like at each stage.”
- Explain what each stage means and what triggers moving a deal forward.
- Encourage feedback. Someone will spot a gap or a spot where the stage isn’t clear.
Don’t: Skip this step and expect everyone to just “get it.” You’ll be back to confusion in a month.
Step 6: Set Ground Rules for Using the Pipeline
Customization isn’t just about the names. You need a couple of rules so the pipeline stays useful:
- Define what triggers a move to each stage. E.g., “Only move to ‘Proposal Sent’ once the customer has actually received a document.”
- Agree on what counts as ‘Closed Lost’ (and make sure people actually mark deals lost).
- Review stuck deals regularly. If deals are sitting in one stage for weeks, ask why.
Pro tip: Document these rules somewhere everyone can find. Even a Google Doc beats relying on tribal knowledge.
Step 7: Review and Adjust—Don’t “Set and Forget”
Customizing your pipeline isn’t a one-and-done job. Your process will change, and so should your stages.
- Schedule a quarterly check-in. See which stages are working and which aren’t.
- Ask the team for feedback. Are there stages no one uses—or stages that need splitting?
- Update as needed, but keep it simple. Every added stage is another step for reps to manage.
What to ignore: Fancy automation or AI “stage suggestions” unless they actually save you time. Most teams do better with clear, human-defined stages.
Honest Takes: What Works, What Doesn’t
Works: - Simple, specific stage names based on your real process. - Regular reviews to keep things current. - Team buy-in—everyone knows what each stage means.
Doesn’t Work: - Over-customizing just because you can. - Vague or duplicate stages. - Skipping training and expecting the pipeline to “just work.”
Ignore: - The temptation to add a stage for every minor step (“Sent calendar invite” does not need its own stage). - Default templates—use them as a starting point, not gospel.
Wrapping Up: Keep It Simple, Keep It Useful
Your sales pipeline should help you see where your deals really stand, not just look good for reports. Customizing the stages in Getlia is about making your CRM fit your process, not the other way around. Don’t get fancy for the sake of it—start simple, get feedback, and tweak as you go.
The best pipelines are clear, honest, and easy to use. That’s what gets you better tracking, better forecasting, and fewer headaches down the road.