If you're running a small business, a solo shop, or just got stuck managing deals for your team, you've probably heard you need to “set up your sales pipeline.” Easier said than done. Most guides either drown you in buzzwords or skip the details. This one's different. Here’s a step-by-step, honest guide to building and actually using your sales pipeline in Theroishop without getting lost—or wasting your time.
Why bother with a pipeline?
If you’re reading this, you’re probably already convinced: a sales pipeline lets you see where every deal stands, spot bottlenecks, and stop letting leads slip through the cracks. The trick is not overcomplicating things or getting lost in “customization” for its own sake. Let’s keep this practical.
Step 1: Map out your real sales process
Before you touch a single setting in Theroishop, sketch out your actual sales process. Not the one you wish you had—the one you really use.
- Write out the key stages a deal goes through. For most B2B folks, it's something like: New Lead → Contacted → Demo Scheduled → Proposal Sent → Negotiation → Won/Lost. If you sell to consumers or have a simpler process, that's fine—just note your steps.
- Keep it simple. More than 7 stages and you're probably overthinking things. You can always tweak later.
- Ask your team (if you have one). What actually happens? Where do deals get stuck? Don’t just guess.
Pro tip: If your process varies a lot, map the main flow. Don’t try to account for every oddball case.
Step 2: Set up your pipeline stages in Theroishop
Now, log in to Theroishop and get your hands dirty.
- Find the Pipeline Settings. Usually, this lives under something like “Sales” or “Deals.” If you’re lost, check the sidebar for “Pipelines.”
- Create a New Pipeline (or edit the default one). Name it something obvious—“Main Sales Pipeline” works for most.
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Add your stages. Use the names from your earlier sketch, in order.
- Don’t get too cute with names. “Proposal Sent” is better than “Synergistic Value Delivery.”
- Color-code or add icons if Theroishop allows. Not necessary, but it can help at a glance.
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Set default probabilities (optional). Some CRMs want you to assign a “chance of closing” to each stage. This is fine, but don’t sweat it. Use ballpark numbers if you must; you can adjust later.
What to ignore: Don’t get sucked into adding custom fields for every possible scenario. Start simple. You want to actually use this thing.
Step 3: Add your leads or deals
No point having a pipeline if it’s empty.
- Import your leads. Theroishop usually lets you upload a CSV or connect to your email/website. Export your contacts from Gmail, LinkedIn, wherever, and import them.
- Manually add new deals. For one-offs, just click “Add Deal” or “New Opportunity.”
- Bulk edit if needed. If everything landed in “New Lead,” use the bulk edit tools to move deals to their correct stages.
Pitfall alert: Don’t dump in every business card you’ve ever gotten. Add only active or recent leads you plan to follow up with. Otherwise, your pipeline turns into a graveyard and you’ll stop trusting it.
Step 4: Customize your deal cards (but don’t go wild)
Most CRMs (Theroishop included) let you add custom fields to each deal—things like “Deal Size,” “Close Date,” or “Source.”
- Add only what you’ll actually use. If you don’t track “Industry,” don’t add it.
- Keep it to 3–5 key fields. Too many, and updating deals becomes a nightmare.
- Consider workflow fields. Like “Next Step” or “Follow-Up Date”—these help you remember what needs to happen next.
Ignore: Vanity fields like “Deal Mood” or “Likelihood to Buy (gut feel).” It’s tempting, but it just adds clutter.
Step 5: Set up reminders and follow-ups
This is where most pipelines die: you forget to follow up, and deals go cold. Theroishop usually lets you:
- Set reminders for each deal. When you move a deal to “Demo Scheduled,” set a reminder for the call.
- Create automated follow-ups. Some versions let you auto-send emails or create tasks based on stage changes.
- Sync with your calendar. If possible, connect Theroishop to Google or Outlook so nothing falls through the cracks.
Pro tip: Don’t rely 100% on automation. Build a habit of checking your pipeline at the start or end of each day.
Step 6: Use filters and views to stay focused
A giant list of deals is useless unless you can slice and dice it.
- Filter by stage. See just the deals in “Negotiation” or “Proposal Sent” to prioritize your week.
- Sort by value or close date. Focus on your biggest or most urgent deals first.
- Save your favorite views. If you always want to see “Deals closing this month,” save that filter.
Ignore: Overly fancy dashboards. If you’re spending more time tweaking graphs than calling leads, you’re missing the point.
Step 7: Track progress and tweak your process
No pipeline is perfect out of the gate. Here’s what to actually pay attention to:
- Stage conversion rates. Where do deals get stuck or drop off?
- Age of deals. Are things lingering too long in one stage?
- Won/lost reasons. If Theroishop lets you log why you won or lost a deal, use it. Patterns matter.
Pro tip: Don’t obsess over every metric. Focus on one or two things you want to improve—like speeding up follow-ups or bumping your close rate.
Step 8: Keep your pipeline honest (and clean)
The real trap: your pipeline fills up with zombie deals that never move. Here’s how to keep it in shape:
- Archive or mark lost deals. Don’t let them clog your view.
- Review weekly. Spend 10 minutes moving deals, updating statuses, and clearing out dead weight.
- Be brutally honest. Wishful thinking doesn’t help sales. If a deal’s gone cold, move it to “Lost” and move on.
Ignore: The urge to “keep hope alive” on every deal. A clean pipeline’s more useful than a crowded one.
Step 9: Get your team on board (if you have one)
If you’re solo, skip this. If not:
- Agree on stage definitions. Everyone needs to know what “Proposal Sent” actually means.
- Set expectations. How often should deals be updated? What info is required?
- Share wins and lessons. Use the pipeline to spot what’s working—and what isn’t.
Pro tip: Don’t force people to fill out a ton of fields. The less friction, the more likely your team actually uses it.
Step 10: Ignore the hype—just use it every day
Theroishop (like any CRM) won’t magically close deals for you. The tool only helps if you keep it updated and actually use it to drive your daily actions.
- Check your pipeline daily.
- Follow up when you say you will.
- Tweak stages or fields only when you need to.
If you find yourself dreading it, simplify. A good pipeline is a tool, not a chore.
Wrap-up: Keep it simple and tweak as you go
Don’t let perfect be the enemy of good. Start with a basic pipeline that matches your real-world sales process. Add deals, set reminders, and actually use the thing. Ignore features you don’t need. When you hit a snag or outgrow your setup, then tweak it.
The best sales pipelines aren’t fancy—they’re the ones you actually use. Start simple, keep it clean, and you’ll spend less time messing with software and more time actually closing deals.