If you’re in B2B sales, you’ve probably stared at CRMs and “sales enablement” tools that look like they were built for someone else’s process—usually someone selling T-shirts, not technical services or six-figure deals. This guide is for folks who want to wrestle their sales process into shape with custom workflows in Solidroad. If you’re tired of fighting rigid software and want practical control (without a PhD in automation), you’re in the right place.
Below, I’ll walk you step-by-step through setting up a workflow that actually matches the way your sales team works. No best-practice fluff, just what’s useful, what isn’t, and how to avoid the usual headaches.
1. Figure Out What Workflow You Actually Need
Before you touch Solidroad, sketch out your actual sales process. Don’t copy a generic funnel from a template—write down the steps your team really follows.
Start with: - How do leads come in? (Referral, inbound, cold outreach, etc.) - What are your key qualification steps? (Demo, needs analysis, technical review) - Who gets involved at each stage? (Sales, pre-sales engineers, legal, execs) - What approvals or handoffs are required?
Skip:
- Overcomplicating things. If you sell in three steps, don’t invent eight just to “look mature.”
- Chasing every possible scenario. Focus on 80% of your deals, not every weird edge case.
Pro Tip:
- Grab a whiteboard or a notepad. Draw boxes for each step and arrows for what happens next. If you can’t explain it in a minute, it’s too complex.
2. Map Your Process Into Solidroad’s Workflow Builder
Solidroad’s workflow builder is flexible, but it’s easy to get lost if you try to do everything at once.
Here’s how to start:
- Log in and head to the Workflows section.
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Usually, you’ll find this under “Settings” or “Automation.” If you don’t see it, you might not have admin rights.
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Create a New Workflow.
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Give it a name that makes sense: “Standard B2B Sales,” not “Workflow 4.”
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Add Stages.
- Match these to your boxes from step 1. E.g. “Initial Contact,” “Discovery Call,” “Proposal Sent,” “Contract Review,” “Closed Won/Lost.”
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You can customize the name and order. Don’t be afraid to delete the default stages and start fresh.
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Set Stage Triggers (Optional).
- If you want certain things to happen automatically (like sending a follow-up email), you can set triggers here. But don’t go wild: too many automations can annoy your team and your prospects.
What works:
- Keeping the workflow stages simple and reflecting real-world steps.
- Naming things so your team actually knows what they mean.
What doesn’t:
- Over-engineering with “micro-stages” just because the tool allows it.
- Auto-assigning every task—unless you’re sure people want that.
3. Add the Right Fields and Data Points
Solidroad lets you customize the fields you track at each stage. This is where you decide what info really matters.
Focus on: - Must-have fields (Contact, Company, Deal Value, Next Step) - A handful of custom fields if you need them (e.g., “Technical Champion,” “Procurement Status”)
Avoid: - Making every field mandatory—this slows everyone down. - Tracking things you never use (like “Deal Color” or “Favorite Snack”—yes, I’ve seen it).
How to do it: - In the workflow builder, look for “Fields” or “Custom Fields.” - Add fields to each stage as needed. - If a field is only relevant at a certain stage (e.g., “Legal Contact” at Contract Review), set it to appear only then.
Pro Tip:
- Ask your sales team which fields they actually fill out. If they ignore a field, it probably doesn’t belong.
4. Set Up Automations (But Don’t Overdo It)
Automations in Solidroad can help with reminders, notifications, and repetitive tasks. But more isn’t always better.
Good uses: - Reminding the team to follow up after a demo. - Notifying legal when a deal hits “Contract Review.” - Creating a Slack/Teams message when a deal closes.
What to skip: - Automated emails to prospects at every stage—nobody likes spam, and it can feel robotic. - Auto-advancing deals unless you’re sure the logic works.
How to set up: - Go to “Automations” within your workflow. - Choose from actions like “Send Notification,” “Create Task,” or “Update Field.” - Set the conditions clearly (e.g., “When stage changes to X, notify Y”).
Honest take:
- Start small. Too many automations create noise, not productivity.
- Test automations with a small group before rolling out to everyone.
5. Assign Owners and Roles
B2B sales usually involves more than one person. Solidroad lets you assign owners and participants at each stage.
Best practices: - Assign a primary “Deal Owner” (usually the main AE or salesperson). - Add supporting roles only where needed (e.g., Sales Engineer at technical stage).
Avoid: - Assigning everyone to every deal—this just clogs inboxes and accountability. - Relying on “default” assignments if your team structure is more nuanced.
How to do it: - Within the workflow, find “Participants” or “Role Assignment.” - Set rules for who gets assigned (by region, deal size, product line, etc.). - Double-check notification settings so people aren’t overwhelmed.
Pro Tip:
- Review assignments regularly. People change roles, and empty seats create confusion.
6. Test Your Workflow Before You Go Live
Nobody gets this perfect on the first try. Run a few test deals through your new workflow to see what breaks.
What to check: - Can you move a deal from start to finish without weird errors? - Are all the right fields and automations firing at the right time? - Does everyone know what to do when it’s their turn?
Skip: - Testing with real customer data at first—use dummy deals. - Ignoring feedback from the team. If something’s annoying, fix it before it becomes a habit.
Honest take:
- Expect to tweak things. No workflow survives contact with reality unchanged.
7. Roll Out to Your Team (and Train Them, Briefly)
Once you’ve tested and tweaked, roll out the workflow. But don’t just email a link—walk people through what’s changed and why.
Best ways: - Short video or live demo showing the new workflow. - One-page cheat sheet with the key stages and fields. - Open door for feedback in the first month.
Avoid: - Endless training sessions or 50-slide PowerPoints. - Forcing changes without explaining the “why.”
8. Iterate Based on Real Usage
After your team’s used the new workflow for a few weeks, review what’s working and what isn’t.
Look for: - Stages where deals get stuck or skipped. - Fields nobody fills out (or always fills the same way). - Automations that annoy or confuse people.
What to do: - Meet with your sales team (not just managers) to get honest feedback. - Adjust the workflow, fields, and automations as needed. - Don’t be precious about your setup—if it’s not helping, change it.
Key Takeaways
Setting up custom workflows in Solidroad isn’t rocket science, but it’s easy to overthink. Keep your process simple, start with what you actually do, and only add features if they solve a real problem. Iterate as you go—don’t wait for perfection before launching. Your sales team (and your sanity) will thank you.