If you’ve ever wrestled with a CRM that forced your complex B2B process into a one-size-fits-all pipeline, you know how much time and sanity that wastes. This guide is for sales managers and ops folks who want to set up clean, practical sales pipelines that actually fit how your team sells—without getting lost in the weeds. We’ll walk through how to create custom pipelines in GetSales, cut the fluff, and point out what’s worth your time (and what isn’t).
Why bother with custom pipelines?
There’s a reason you’re here. The default pipeline in most CRMs is too simple, too generic, or both. B2B deals aren’t cookie-cutter. You have long sales cycles, multiple decision makers, and weird edge cases. Custom pipelines let you:
- Track where deals really stand (not just “open” or “closed”)
- Spot bottlenecks before they mess up your forecast
- Make your team’s day-to-day feel less like busywork
But don’t overcomplicate it. The goal isn’t to build a monument to process. It’s to help your team close more deals with less confusion.
Step 1: Map Your Real-World Sales Process
Before you even log in, sketch out how your team actually moves deals from first contact to closed. No CRM will fix a fuzzy process.
- Ask your reps: What are the real stages? Where do deals usually stall?
- Write down every stage: Even the awkward ones (“Legal Hell” is a valid stage if you’re being honest).
- Keep it simple: 5–8 stages is plenty for most B2B teams. More than that, you’ll lose people.
Pro tip: Run your draft by someone who doesn’t work in sales. If they don’t get it, it’s probably too complicated.
Step 2: Log in and Find the Pipeline Settings
Once you’ve got your process mapped, it’s time to fire up GetSales.
- Log in. (Obvious, but you’d be surprised.)
- Go to Settings. Usually this is a gear icon in the sidebar.
- Look for “Pipelines” or “Sales Pipelines.” If you see “Deals,” “Opportunities,” or “Stages,” you’re in the right ballpark.
If you can’t find it, use the search bar in GetSales. Most modern CRMs have one. Save yourself the headache.
Step 3: Create a New Pipeline
Don’t just edit the default pipeline—especially if people are already using it. Start fresh.
- Click “Add Pipeline” or “Create New Pipeline.”
- Name it clearly. If you have multiple teams (e.g., Enterprise, SMB), be specific: “Enterprise New Business,” not just “Pipeline 2.”
- Set team permissions. Decide who should use this pipeline. If everyone has access, things can get messy fast.
What to ignore: Fancy color-coding or icons. They look nice but rarely help with actual selling.
Step 4: Add and Name Your Stages
This is where most people screw up by copying default options or adding too many micro-steps. Use the stages you mapped earlier.
- Add each stage in order. Examples for B2B:
- Discovery
- Qualification
- Proposal Sent
- Negotiation
- Contract Review
- Closed Won / Closed Lost
- Keep names short and clear. “Needs Analysis” beats “Stage 2: Initial Needs Assessment.”
- Optionally, add descriptions. In GetSales, you can add a quick note to each stage. Use this for rules of thumb, not essays.
Pro tip: Don’t create a stage for every single internal activity. If your team starts ignoring stages, you have too many.
Step 5: Set Up Stage Requirements (Optional, but Useful)
Some CRMs, including GetSales, let you require certain fields or tasks before a deal can move forward. This helps with data quality, but it’s easy to go overboard.
- Set the bare minimum. For example:
- Qualification: Must have company size and budget
- Proposal Sent: Attach the actual proposal
- Don’t create hoops just for the sake of it. If your reps are always bypassing requirements, you’re making things harder, not better.
Honest take: The more you force, the more reps will find workarounds. Use required fields sparingly.
Step 6: Automate What Actually Saves Time
GetSales offers automations—think reminders, email triggers, or task creation when a deal hits a certain stage.
- Automate follow-ups: “Send reminder to rep if deal sits in Negotiation for 7 days.”
- Create tasks automatically: “After Proposal Sent, assign ‘Follow up on feedback’ task.”
- Skip the flashy stuff: Automated emails to prospects often feel robotic and get ignored.
Pro tip: Start with one or two automations. Watch if they help or just add noise.
Step 7: Add Custom Fields (Carefully)
Every B2B team has a handful of deal details that matter (e.g., renewal date, decision maker’s role). In GetSales, you can add custom fields to your pipeline.
- Ask yourself: Will anyone actually use this field? If not, skip it.
- Keep fields clear and specific: “Renewal Date” is better than “Date.”
- Limit required fields: You want good data, not annoyed reps.
What to ignore: Huge lists of dropdown options. The more choices, the slower data entry gets.
Step 8: Test Your Pipeline with Real Deals
Before rolling it out to everyone, test your pipeline with a few real (or sample) deals.
- Move a deal through every stage. Does the process make sense? Any gaps?
- Get feedback from reps. What’s confusing? What’s missing?
- Tweak before launch. It’s easier to adjust now than after everyone starts using it.
Honest take: No pipeline survives first contact with reality. Expect to adjust it after a month.
Step 9: Roll Out to Your Team (Without the Hype)
Avoid the big “change management” pep talk. Just show your team how the new pipeline actually makes their lives easier.
- Do a quick walkthrough. Show them how to move deals, what’s required, and what’s new.
- Be clear about what’s optional and what’s not.
- Ask for feedback. But set a deadline—endless “tweaking” helps no one.
What to ignore: Lengthy training decks. Short videos or a live demo work better.
Step 10: Review and Iterate Regularly
The best sales pipelines get updated as your process changes—not just once a year.
- Check your pipeline monthly: Where do deals get stuck? Are stages being skipped?
- Cut or combine stages if needed.
- Update automations and fields as your team’s needs change.
Don’t treat your pipeline as set in stone. The best teams tweak things over time to match the real world.
Wrapping Up: Keep It Simple, Fix What Matters
Custom pipelines are worth the time—if you keep them simple and built around how your team actually sells. Don’t get distracted by features you’ll never use. Start with the basics, get feedback, and adjust as you go. The goal isn’t a “perfect” pipeline; it’s one your team actually uses, so you can spend less time updating deals and more time closing them.