If you’re a B2B company trying to wrangle your sales process, you’ve probably heard that pipelines are where the magic happens—or, at least, where the chaos gets organized. This guide is for folks who need a clear, no-nonsense walkthrough on setting up and managing pipelines in Capsulecrm. No sales fluff, just what works, what to skip, and how to avoid common time-wasters.
Why Pipelines Matter (But Aren’t Magic)
First, let’s get real: pipelines help you see your sales stages and keep deals moving. They don’t automatically fix messy processes or magically boost win rates. Setting up thoughtful stages and actually using the pipeline is what makes the difference. Capsule’s pipeline tools are simple, which is great—unless you’re hoping for endless customization, in which case, you’ll need to adjust your expectations.
Step 1: Map Your Real Sales Process (Not the One on a Whiteboard)
Before you touch Capsule, sketch out your actual process. Forget what you wish it was, or what looks good in a pitch deck. Ask yourself:
- What are the real steps a deal goes through from first contact to closed-won (or lost)?
- Who’s involved at each stage?
- Where do deals get stuck?
Write this down in plain English. Most B2B teams overcomplicate this part. If you have more than 6-8 stages, you’re probably splitting hairs.
Pro tip: If your team can’t agree on what counts as “Qualified,” you’re not ready for software yet. Get alignment first.
Step 2: Set Up Your Pipeline in Capsulecrm
Now, jump into Capsule. Pipelines live under “Opportunities.” Here’s how to set up your first pipeline:
- Go to Account Settings > Pipelines.
- Click “Add New Pipeline.”
- Give it a name that makes sense—“B2B Sales,” not “Pipeline 1.”
- Add your stages. Use the steps you mapped earlier. For each stage:
- Keep stage names short (e.g., “Demo Scheduled,” “Proposal Sent”).
- Assign a typical duration (how long deals usually sit there).
- Decide if you want a checklist of tasks for each stage. This is handy for reminders but easy to overuse. Don’t create checklists for the sake of it.
What works: Capsule’s pipeline setup is straightforward and not loaded with mandatory fields. You can edit or rename stages anytime (and you will).
What to ignore: Capsule lets you create multiple pipelines, but unless you really have distinct processes (e.g., sales vs. partner onboarding), start with just one. Too many pipelines = confusion.
Step 3: Customize Stages—But Don’t Overdo It
Each stage should be a real milestone, not busywork. For example:
- Good: “Discovery Call Completed.”
- Bad: “First Email Sent,” “Second Email Sent,” “Follow-Up Sent.”
You want stages that mean something has advanced, not just that someone ticked a box. Otherwise, your pipeline turns into a to-do list nobody respects.
If your sales process is complex (e.g., needs legal review, pilot projects), that might be a stage. But resist the urge to micromanage every email or call as its own stage.
Pro tip: Painful as it sounds, ask a couple of reps to review the stages before you lock them in. They’ll spot what’s missing or unclear.
Step 4: Add Opportunity Fields That Matter
Capsule lets you add custom fields to opportunities—think deal size, industry, competitor, renewal date, etc.
- Pick only what you’ll actually use in reporting or decision-making.
- Too many fields = nobody fills them out, and your data’s a mess.
- Avoid “just in case” fields. If you aren’t running reports on it, don’t include it.
Set up required fields carefully. If you make fields required too early in the process (“Expected Close Date” when you just got an inbound email), people will fudge data just to move the deal along.
Step 5: Import (or Create) Your Deals
If you’ve got deals floating around in spreadsheets, Capsule can import them. Just make sure columns match your pipeline’s stages and custom fields.
- Use Capsule’s import tool (CSV format is your friend).
- Double-check data mapping—bad imports are a pain to fix later.
- Assign deals to the right pipeline and owner.
If you’re starting fresh, just add a few real opportunities manually and walk them through the process. This is the fastest way to spot gaps or friction in your setup.
Step 6: Make It a Habit—Not a Sideshow
Pipelines don’t work if they’re only updated when the boss asks for a report. Make deal updates part of your weekly routine.
- Encourage reps to update stages as soon as something changes—don’t wait for pipeline review day.
- Use Capsule’s reminders, but don’t rely on them to replace real conversations.
- Review stalled deals together every week. “Why is this still in Demo?” should be a standing question.
What works: Capsule’s visual board makes it easy to spot stuck deals. Use filters to slice by owner, value, or age.
What doesn’t: Relying on email notifications alone. People tune them out fast.
Step 7: Set Up Basic Reporting—But Don’t Drown in Metrics
Capsule offers simple, useful reports like pipeline value, win rates, and stage conversion. Start with:
- Pipeline summary (value and count by stage)
- Conversion rates between stages
- Sales velocity (how long deals sit in each stage)
Skip the temptation to create endless custom reports. If you’re not acting on a metric, it’s just noise.
Pro tip: Use reporting to spot bottlenecks (e.g., deals pile up in “Proposal Sent”). That’s your cue to dig deeper, not just nag people for updates.
Step 8: Tweak as You Go—But Don’t Chase Perfection
Your first pipeline setup won’t be perfect. That’s fine. Every B2B team tweaks stages after a month or two.
- Change stage names or order as your process evolves.
- Drop unused stages—if nothing ever gets to “Legal Review,” it doesn’t belong.
- Add or remove custom fields as your reporting needs change.
Don’t make changes every week, though. Give people time to adjust between tweaks.
Honest Takes: Common Pitfalls and How to Avoid Them
- Too many pipelines: Keep it to one, maybe two, unless your sales processes are truly different.
- Overcomplicated stages: More steps ≠ more control. Focus on real milestones.
- Data overload: Only collect what you’ll use. More fields mean more headaches.
- Neglecting pipeline hygiene: Stale deals and outdated stages make reports useless.
- Automations for the sake of it: Capsule isn’t Zapier. Keep it simple unless you really need an integration.
Keep It Simple, Iterate Often
Setting up pipelines in Capsulecrm isn’t rocket science, but making them useful takes a bit of ruthless editing and honest feedback from your team. Start simple, get everyone using it, and don’t be afraid to tweak as you go. The goal isn’t a perfect process—it’s one that’s clear, actionable, and helps your team close more deals without extra busywork.
Don’t let “what if” scenarios slow you down. Build the pipeline you actually use, not the one you fantasize about. Review, adjust, repeat. That’s how real B2B teams win.