Sales teams are drowning in admin work. Updating deal stages, sending reminders, chasing down the same info over and over—it's exhausting and takes time away from, you know, actually selling. If you're tired of watching the hours slip away to repetitive tasks, you're not alone. This guide is for sales leads, ops folks, and anyone who wants their pipeline to run smoother with less hassle.
Let’s get practical about using Aomni to automate the busywork out of your sales pipeline. No hype, just real steps you can take.
Why Automate Your Sales Pipeline?
Before you dive into setting up workflows, let’s get clear on what’s worth automating and what isn’t.
The good stuff: - Moving deals between stages automatically when they meet clear criteria - Sending reminders so you don’t drop the ball on follow-ups - Nudging teammates (or customers) when action is needed - Keeping records up to date with as little manual input as possible
What to skip (for now): - Overcomplicated, “if-this-then-eleven-other-things” chains. They break, confuse everyone, and rarely save time. - Automations that try to replace genuine human touch, like canned sales emails at key moments. People can tell.
Start with the stuff that’s annoying and repetitive, not the stuff that makes you good at your job.
Step 1: Map Out Your Sales Pipeline
You can’t automate what you haven’t nailed down. So, before you touch any buttons, get your pipeline on paper (or whiteboard, or doc).
Ask: - What are the stages in your pipeline? (e.g., Lead, Qualified, Demo, Proposal, Closed) - What really needs to happen at each stage? - Where do deals usually get stuck? - Who’s responsible for moving things forward at each point?
Pro tip: Talk to your team. The “official” process and what actually happens are rarely the same.
Why this matters:
If your pipeline stages are fuzzy or out of date, automating them will just speed up the chaos. Get this right first.
Step 2: Identify the Worst Offenders (Repetitive Tasks)
Grab a notepad and, for a week, jot down every time someone on your team says “I wish this just happened automatically.”
Common offenders: - Updating deal status after a call or meeting - Assigning tasks when a deal enters a new stage - Notifying account execs when deals go cold - Creating follow-up activities after a demo
Ignore:
The urge to automate everything. Focus on the stuff you do all the time, not the one-off headaches.
Step 3: Set Up Basic Automated Workflows in Aomni
With your process mapped and your top time-wasters in sight, it’s time to actually build some automations.
Aomni makes this pretty straightforward. Here’s how to do it without overcomplicating things:
3.1 Automate Stage Transitions
Example:
When a prospect books a demo, move the deal to “Demo Scheduled” automatically.
How: 1. In Aomni, go to your pipeline settings. 2. Find the automation or workflow section. 3. Create a new workflow: - Trigger: Demo date added to deal (or calendar invite accepted) - Action: Move deal to “Demo Scheduled” stage
Reality check:
If your team sometimes books demos in weird ways (email, Zoom, phone), you may not catch every case. That’s ok. Automate the 80% and clean up the rest manually.
3.2 Automate Task Assignments
Example:
Every time a deal moves to “Proposal Sent,” assign a follow-up task for the account exec to check in after 2 days.
How: 1. Set up a workflow: - Trigger: Deal moves to “Proposal Sent” - Action: Create task “Follow up on proposal” due in 2 days, assigned to deal owner
Pro tip:
Keep task descriptions specific. “Follow up” is vague. “Call prospect to confirm receipt of proposal” is better.
3.3 Send Reminders and Notifications
Example:
If a deal sits in “Demo Completed” for more than 5 days, ping the sales manager.
How: 1. Set up a workflow: - Trigger: Deal has been in “Demo Completed” for 5 days with no movement - Action: Send notification to sales manager
Don’t:
Set up a notification for every tiny thing. Notification overload is real, and people start ignoring them.
3.4 Update Deal Records Automatically
Example:
When a deal is marked as “Closed Won,” automatically update the client’s info and add them to your onboarding list.
How: 1. Trigger: Deal moves to “Closed Won” 2. Actions: - Update client status in Aomni - (Optional) Add to onboarding workflow or send intro email to onboarding team
Why bother?
This stuff is easy to forget, and it’s always the “won” deals you want to treat well.
Step 4: Test and Watch for Weirdness
Automations aren’t “set it and forget it.” They’re “set it, watch it break, then fix it.” Here’s what to do:
- Run a few test deals through the pipeline. Actually move them, don’t just click around.
- Ask your team to try it out and report what feels clunky.
- Check if any automations are firing too often, or not at all.
Common issues: - Triggers that don’t match real-world workflow (e.g., team puts demo dates in notes, not in the field automation is watching) - People ignoring or deleting auto-assigned tasks - Notifications that nobody reads
Don’t panic.
Tweak the workflows and keep it simple. Automations should save time, not create a support ticket backlog.
Step 5: Iterate (and Don’t Get Fancy)
Once the basics are working, you’ll be tempted to automate everything. Resist.
What works: - Automating clear, predictable handoffs - Reducing manual data entry - Nudging people at points where deals get stuck
What breaks: - Big, branching automations that try to handle every scenario - Automating exceptions instead of the rule - Anything that makes people feel like robots
Pro tip:
Revisit your automations every month or so. Ask the team: What’s saving time? What’s annoying? Kill anything that’s not pulling its weight.
Bonus: What to Ignore
You’ll see articles about “full end-to-end sales automation” or “AI-driven pipeline optimization.” Here’s the truth:
- Automation is great for admin, not relationships. Don’t try to replace real conversations.
- If you don’t have a process that works manually, automation will just speed up your mistakes.
- More tools and more rules rarely mean a better pipeline.
Start simple. Get results. Add more only if it’s genuinely saving you time.
Wrapping Up
Automating your sales pipeline in Aomni isn’t about chasing every shiny new feature. It’s about making your day-to-day smoother by cutting out the repetitive junk. Start with what’s slowing you down the most, automate the obvious stuff, and keep an eye on what’s actually helping. Don’t be afraid to turn off workflows that aren’t pulling their weight. Keep it simple, keep iterating, and let your team get back to selling.