Let’s face it: managing a B2B SaaS sales pipeline is part process, part chaos. You’ve got leads in spreadsheets, tasks flying around in email threads, and a half-dozen Slack messages about demos. You want less mess, more visibility, and fewer things slipping through the cracks. That’s where Moxo comes in—a workflow and collaboration platform that promises to tie all your pipeline tasks together.
But does it actually make life easier? And how do you set it up so it works for real sales teams (not just in a demo)? Here’s a step-by-step guide, with a clear-eyed look at what’s useful, what’s fluff, and how to avoid getting lost in features you don’t need.
1. Decide if Moxo Is Right for Your Team
Before you jump in, let’s be real: Moxo isn’t a traditional CRM. It’s more like a digital workspace for managing processes and client interactions. If you already use Salesforce or HubSpot for hardcore pipeline tracking, Moxo might feel redundant—unless you’re drowning in email and want a shared, trackable space for deal management.
Best fit:
- You’re a small-to-midsize SaaS company (5–50 sales reps).
- Your pipeline tasks involve a lot of back-and-forth (onboarding, demos, document sharing).
- You want high-touch, repeatable workflows—think “playbooks” for deals.
Maybe skip it if:
- You need deep CRM features (lead scoring, automated nurture campaigns).
- Your sales team is allergic to new tools.
- You’re looking for full pipeline analytics.
2. Set Up Your Sales Workspace
After signing up, you’ll land in the Moxo dashboard. The idea is to create a workspace (Moxo calls these “Portals”) for your sales team. Here’s how to get started without overcomplicating things:
- Create a Sales Portal:
- Name it something obvious, like “B2B SaaS Sales Pipeline.”
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Add your sales team (and anyone else who needs visibility—think: sales ops, sales managers).
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Decide: One Portal or Many?
- One Portal: Good for smaller teams, or if you want everyone to see all deals.
- Multiple Portals: If privacy matters—e.g., each rep gets their own, or you want to separate regions/verticals.
Pro tip: Don’t create a portal for every single deal. You’ll spend more time clicking than selling.
3. Build a Simple Pipeline Workflow
Moxo lets you build “workflows” out of tasks, approvals, and content sharing. The trick is to keep it simple—otherwise, you’ll scare off your reps.
Start with the basics:
- Stages:
- New Lead
- Discovery Call
- Demo Scheduled
- Proposal Sent
- Negotiation
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Closed Won/Lost
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Tasks for each stage:
Bullet out what needs to happen at each step. For example: - Discovery Call: Schedule call, prep agenda, log notes
- Demo: Send invite, confirm attendance, demo follow-up
In Moxo:
- Use Task Lists to create these stage-specific checklists.
- Assign tasks to the right reps, and set deadlines (don’t overdo it with notifications).
- Use Templates if your pipeline process is repeatable. Saves time, avoids reinventing the wheel.
What works:
- Clearly visible, assigned tasks—no more “I thought you were following up.”
- Easy to see what’s done and what’s stuck.
What to skip:
- Don’t automate every little thing. If you put in too many mandatory steps, reps will ignore them or game the system.
- Avoid building a 12-stage pipeline “because that’s what the book says.” Start with the stages that really matter.
4. Keep Communication and Docs in One Place
One of Moxo’s strengths is pulling messages, files, and action items together. This helps if you’re tired of searching for the latest proposal or chasing a client for a signature.
How to use it:
- Conversations: Each deal (or client) can have its own chat thread.
- File Sharing: Upload contracts, proposals, demo recordings—no more “where’s that PDF?” moments.
- E-signatures: Moxo has basic e-sign functionality. It’s fine for NDAs and simple agreements, but don’t expect DocuSign-level power.
Limitations:
- File previews are basic. Don’t expect Google Docs-style editing.
- Search is okay, but not great for massive volumes.
Pro tip: Train your team to always drop final documents into the deal thread. Saves headaches later.
5. Track Progress Without Micromanaging
Visibility is Moxo’s other selling point. You can see what’s moving, what’s overdue, and where things get stuck. No more “Hey, did you follow up with Acme?” every Monday.
Use these features:
- Dashboards: Quick overview of open deals, upcoming tasks, and bottlenecks.
- Notifications: Reps get nudged when tasks are due (just don’t drown them in pings).
- Audit Trails: See who did what, and when.
What works:
- Lightweight tracking—enough to stay on top, not so much that it feels like surveillance.
- Managers can spot stuck deals without running a spreadsheet.
What doesn’t:
- Advanced analytics. Moxo won’t replace a CRM’s reporting tools, so don’t expect fancy funnel charts.
6. Automate the Repeatable (But Not Everything)
Moxo lets you automate some steps—like sending a welcome email when a lead hits the “New Client” stage, or auto-assigning onboarding checklists.
Where automation helps: - Kicking off standard workflows (like onboarding new customers) - Sending reminders for key steps (e.g., contract signature)
Where it gets annoying: - Over-automation leads to alert fatigue and ignored tasks. - Don’t try to automate judgment calls (like “is this deal qualified?”)—let humans handle that.
Pro tip: Start with one or two automations. Add more only if your team asks for them.
7. Integrate (Only If You Need To)
Moxo does have integrations—calendar, email, sometimes CRM. But they’re not as deep as you’d get with more mature platforms.
What’s worth connecting: - Calendar: For syncing meetings and reminders. - Email: Log key client conversations. (Just be mindful of privacy/confidentiality.)
What’s probably not worth the trouble: - Full CRM sync. If you need this, you’ll likely run into friction or limitations.
Reality check:
If your team already lives in a CRM, Moxo should be for collaboration and task tracking—not a replacement for your main sales database.
8. Roll It Out Without Overwhelming Everyone
Change is hard. Here’s how to avoid mutiny:
- Pilot with 1–2 reps first. Get feedback, fix what’s confusing, then roll out wider.
- Keep training minimal. One walkthrough and a cheat sheet should be enough.
- Make it about solving pain, not “digital transformation.” Focus on how Moxo makes their day easier.
What to ignore:
- Fancy features that sound cool in demos but don’t solve real pain points. Stick to what saves time.
Final Thoughts: Keep It Simple, Iterate Often
Moxo can help you organize your sales pipeline, cut down on back-and-forth, and actually see what’s getting done. But don’t expect magic—software doesn’t fix a broken sales process. Start simple, get buy-in, and tweak as you go. Less is more, especially when it comes to sales tools.
If something feels clunky or overcomplicated, skip it. The goal is to spend less time managing the process and more time closing deals.