If your sales team's process feels like a mess of sticky notes and half-baked spreadsheets, you're not alone. Sales pipelines sound simple, but getting one set up your way—without fighting your CRM—can be surprisingly tough. This guide is for anyone who wants to actually control their pipeline, not just fill in someone else's template. We'll walk through building a custom pipeline step by step in Prosp, a CRM that doesn't lock you into one way of working.
No fluff, no jargon—just a clear path to a pipeline that fits your team (and actually gets used).
Why bother with a custom pipeline?
You can get by with the default pipeline in any CRM. But if your deals don’t look like the “standard” sales process, or your team keeps skipping steps, it’s time to build one that fits your reality. A custom pipeline keeps everyone on the same page, spots bottlenecks, and gives you data you can actually use.
Common signs you need a custom pipeline: - Sales reps constantly ask what to do next, or ignore your CRM - You sell to multiple customer types, with different steps for each - You keep losing track of deals in “limbo” stages - Reporting feels meaningless (“What does ‘Qualified’ even mean here?”)
If any of that sounds familiar, let’s fix it.
Step 1: Map your real sales process (not the ideal one)
Before you touch Prosp, grab a notepad or whiteboard. Write down, step by step, what actually happens from first contact to closed deal. Don’t sugarcoat it.
Ask yourself: - How does a lead show up? (Web form, cold call, referral, etc.) - What really happens next? (Demo, needs call, proposal…) - Where do deals stall or fall through? - What gets a deal to “won” or “lost”?
Pro tip: Involve your sales reps. They know where things get messy.
What to ignore: Don’t get stuck on edge cases or “what we wish happened.” Build for 80% of your deals, not every outlier.
Step 2: Translate your process into pipeline stages
Now, turn your actual process into clear, distinct stages. Each stage should mean something specific. Vague labels like “In Progress” or “Working” are useless—get concrete.
Good stages: - “Discovery Call Scheduled” - “Demo Completed” - “Proposal Sent” - “Negotiation”
Bad stages: - “Follow-up” - “Stuff Happening” - “???"
Tips: - 5–7 stages is usually plenty. More than 10 is a red flag. - Each stage should have a clear “entry” and “exit” trigger. If you can’t define what moves a deal forward, rethink the stage.
Step 3: Set up your custom pipeline in Prosp
Log into Prosp and head for the Pipelines section. Here’s how to build your setup (as of mid-2024):
1. Create a new pipeline
- Look for a “+ New Pipeline” or “Create Pipeline” button.
- Give it a straightforward name (e.g., “Enterprise Sales,” “Inbound Leads”).
2. Add your stages
- For each stage you mapped out, click “Add Stage.”
- Name each stage clearly—no jargon or internal code words.
- Set the order to match your real flow.
3. Define stage details (optional, but useful)
- Add descriptions for each stage so your team knows what belongs there.
- If Prosp lets you, set required fields or tasks for each stage. (Don’t go nuts with mandatory fields—just the must-haves.)
4. Save and review
- Double-check the order and names.
- If you’re replacing an old pipeline, let your team know before you nuke anything.
What works: Prosp’s pipeline builder is usually pretty flexible. You can drag-and-drop to reorder and rename stages later—so don’t stress about making it perfect on day one.
What doesn’t: Don’t waste time on custom colors or icons unless it genuinely helps your team. Focus on clarity.
Step 4: Customize fields and data for your workflow
Pipelines are more than just stages. Think about what info you need to track at each step.
Key questions: - What do you actually use in reporting? (Don’t add fields just because you “might” need them.) - Are there fields that should be required to move a deal forward? - Are there any fields that confuse reps or get ignored? Kill them.
How to add/edit fields in Prosp
- Go to the pipeline or deal settings area.
- Look for “Custom Fields” or “Deal Fields.”
- Add fields for things like:
- Deal value
- Close date
- Product or service type
- Key decision maker
Pro tip: Start with the bare minimum. You can always add later. Too many fields = guaranteed rep resistance.
Step 5: Test the pipeline with real deals
Don’t just build it and hope for the best. Move a few active deals through the new pipeline with your team.
What to watch for: - Where do people get stuck or confused? - Are stages too broad or too vague? - Are any required fields blocking progress for no good reason?
Quick fixes: - Rename stages for clarity. - Collapse or merge unnecessary stages. - Kill off extra required fields.
Get honest feedback from your reps (not just your managers). If people are skipping stages or making up workarounds already, fix it now.
Step 6: Set up basic automations (only if they save real time)
Prosp offers automation features—think: reminders, stage transitions, task creation. These can help, but over-automating is a trap.
Good automations: - Auto-remind reps to follow up if a deal sits too long in a stage - Create a task when a deal moves to “Proposal Sent” - Alert a manager when a deal hits “Negotiation”
Bad automations: - Anything that spams your inbox - Auto-moving deals without human input (unless you really trust your data)
Rule of thumb: If an automation saves you from busywork, use it. If it creates more noise, skip it.
Step 7: Train your team—briefly
No one wants a 2-hour training on pipelines. Walk your team through the new setup:
- Show them each stage and what it means
- Point out any required fields or steps
- Explain why you made the changes (and ask for honest feedback)
What works: Short Loom video or a one-pager. Keep it simple.
What doesn’t: Long-winded explanations or “just read the manual.” Most people won’t.
Step 8: Review and iterate—monthly, not yearly
A pipeline isn’t set-and-forget. Set a reminder to review your pipeline every month, especially early on.
What to look for: - Are deals stalling in certain stages? - Are reps skipping steps or gaming the system? - Is reporting actually useful now?
Tweak as you go. Small, frequent changes beat once-a-year overhauls.
What to skip (seriously)
- Don’t build pipelines for every possible scenario. Keep it simple. One pipeline per core process is usually enough.
- Don’t obsess over “perfect” stages. Good enough gets you 90% there. The rest is just fine-tuning.
- Don’t force reps to fill in fields they never use. If it isn’t useful, it’s just a tax on your team’s time.
Keep it simple. Iterate as you go.
Custom pipelines are supposed to make your life easier, not harder. Start with the basics, roll it out, and see how it works in real life. If something’s broken or confusing, fix it quickly. Your team will thank you—and you’ll actually get data that means something.
Remember: The best pipeline is the one your team actually uses. Don’t overthink it. Build, test, tweak, repeat. That’s how real sales teams win.