Setting up a sales pipeline sounds straightforward—until you actually try to do it in a real CRM with real salespeople and real deals. If you’re reading this, chances are you’re either new to Kleo or you’ve had enough of spreadsheets and want something that doesn’t just look good on a sales meeting slide, but actually helps you close deals.
This guide is for sales managers, founders, and anyone who needs a pipeline that works in the real world. We’ll walk through the nuts and bolts of setting up your pipeline in Kleo, managing it day to day, and—most importantly—using it to actually drive revenue. No fluff, no buzzwords, just what you need to know.
1. Get Clear on What Your Pipeline Needs to Do
Before you even open Kleo, take a breath. The biggest mistake? Copy-pasting someone else's pipeline stages and hoping for the best. Every business is different, and your pipeline should reflect how your team sells.
Ask yourself: - What are the actual steps between a fresh lead and a closed deal? - Where do deals usually get stuck? - What info do you need at each stage to keep things moving?
Pro tip:
If you’re not sure, talk to your salespeople. The people working the deals know where things actually happen (and where they stall out).
2. Set Up Your Pipeline in Kleo
Once you know your stages, it’s time to build the pipeline in Kleo. Here’s how to do it without overcomplicating things:
a. Define Your Stages
- Go to the Pipelines section in Kleo.
- Click “Create Pipeline” (or edit the default one if you’re just getting started).
- Name your pipeline something obvious, like “New Business” or “Renewals.” Don’t get cute.
- Add stages that mirror your real sales process. Typical stages might be:
- New Lead
- Qualified
- Proposal Sent
- Negotiation
- Closed – Won
- Closed – Lost
What works:
Keep it simple. Five to seven stages is plenty. If you’re tempted to add “Legal Review” or “Verbal Approval” as separate stages, ask yourself if those are real gates or just extra steps.
What doesn’t:
Don’t add stages for every tiny thing (“Emailed Back,” “Left Voicemail”). That’s admin work, not a pipeline.
b. Customize Stage Details
In Kleo, you can set up required fields or tasks for each stage. This is helpful—to a point.
- Use required fields for things that actually matter (like “Expected Close Date” or “Deal Value”).
- Avoid making every field mandatory. Salespeople will start making things up just to move deals forward.
c. Set Up Automations (Optional, Not Magic)
Kleo offers automations—like moving a deal when an email is sent, or assigning tasks when you hit a stage. These can save time, but don’t overdo it.
- Automate basic reminders (“Follow up in 3 days”).
- Avoid automating decisions. The human touch is why deals close.
3. Add Your Deals (Without Losing Your Mind)
If you’re migrating from another system or spreadsheets, import your deals with Kleo’s import tool. But honestly, don’t get hung up on perfect data. Focus on active, real deals first.
- Start with deals that are current and relevant.
- Archive or ignore ancient leads that haven’t replied in a year.
- For each deal, fill in the basics: company name, contact, stage, amount, and next step.
Pro tip:
Don’t waste time backfilling old dead deals just to “have everything in the system.” It’s a time sink and won’t help anyone.
4. Manage Your Pipeline Day to Day
Now for the part most guides skip: actually using the pipeline.
a. Make It a Habit
- Block 10 minutes each morning to review your pipeline. Move deals, update notes, and set next steps.
- Encourage your team to do the same. If it’s not updated, it’s useless.
b. Watch for Stuck Deals
Kleo lets you filter by “stale” deals (ones with no activity for X days). Use this:
- Follow up or close out deals that have gone cold.
- Don’t let your pipeline get clogged with “maybe someday” deals. Be ruthless.
c. Use Views (But Don’t Drown in Filters)
Kleo’s views and filters are handy, but don’t create a dozen custom views for every possible scenario. Stick with the basics:
- My Deals
- All Open Deals
- Closing This Month
You can always get fancy later if you need it.
d. Make Pipeline Reviews Useful
Pipeline meetings shouldn’t be about reading out deal names. Focus on:
- Where things are stuck—and why.
- What needs to happen next to move big deals forward.
- What’s at risk of slipping this month.
Skip the theatrics. If you’re just updating the CRM to look good in meetings, you’re missing the point.
5. Use Reports to Spot Real Trends (Not Just Pretty Charts)
Kleo has built-in reporting. It’s easy to get excited about graphs, but here’s what actually matters:
- Conversion rates between stages: Where are deals dropping off?
- Average deal size and sales cycle: Is it getting better or worse?
- Forecast vs. reality: Are you closing what you thought you would?
Ignore:
Feel-good metrics like “total activities logged.” Logging more calls doesn’t mean you’re closer to revenue.
6. Iterate—Don’t Set and Forget
Your first pipeline setup won’t be perfect. That’s fine.
- Review stage definitions every quarter. Are any stages useless? Are deals bunching up in one spot?
- Ask your team what’s working and what isn’t. They’ll tell you if a stage or required field is just busywork.
- Adjust as your process changes. If your sales cycle shortens or you add a new product, revisit your pipeline.
Pro tip:
Document changes. A simple note in Kleo or a shared doc is enough. Otherwise, you’ll forget why you made changes six months from now.
What to Skip (Unless You Like Wasting Time)
- Over-automation: Automations break. If you automate everything, you’ll end up fixing more than you save.
- Overengineering stages: More stages ≠ more control. It just creates more admin.
- Chasing “perfect” data: Focus on what helps you sell, not on filling every field.
Keep It Simple, Review Often, and Don’t Worship the Tool
A pipeline is only as useful as what you put in—and what you do with it. Kleo is a solid tool, but it won’t magically fix a broken sales process or make your team care about CRM updates. Start simple, tweak as you go, and focus on what actually helps close deals. The rest is just noise.
You’ll never get it perfect. That’s fine. The point isn’t perfection—it’s progress. Keep your pipeline lean, your updates honest, and your eyes on what drives revenue. Everything else is just window dressing.