So, you want to stop chasing deals across spreadsheets and email chains, and actually get your sales workflows humming along by themselves. Good call. This guide is for sales teams, ops folks, and anyone tired of babysitting deals through every stage. If you want to set up automated deal workflows in Getcacheflow and avoid the usual headaches, you’re in the right place.
Below, I’ll walk you through everything you need to know—no fluff, just practical steps that’ll get you from “what does this button do?” to “why didn’t we do this sooner?” If you’re hoping for a magic fix, sorry: there’s still some setup and thinking involved. But I’ll show you what you actually need, what to skip, and a few potholes to avoid.
Why bother with automated deal workflows?
Let’s be honest: most sales teams have way too many manual steps. Update the CRM. Email the prospect. Nudge legal. Move the deal card. It’s boring, it’s error-prone, and it wastes time.
Automated workflows in Getcacheflow let you:
- Move deals through preset stages automatically
- Trigger reminders and notifications without pestering your team
- Auto-generate contracts, invoices, and follow-ups
- Update your CRM without opening yet another tab
But don’t expect automation to fix a broken process. If your sales process is chaos, automation just makes the chaos faster. Clean up the basics first.
Step 1: Map out your deal stages (before you touch the software)
Seriously, don’t skip this. Most headaches come from automating a process you don’t actually understand.
- Grab a notepad, whiteboard, or whatever works.
- List every step a deal goes through, from first contact to closed/won (or lost).
- Example stages:
- Qualified
- Proposal Sent
- In Negotiation
- Contract Sent
- Closed Won/Lost
Pro tip: If you’ve got more than 7–8 stages, you’re probably overcomplicating things. Combine where you can.
Ask your team: - Where do deals get stuck? - What steps do we always forget to do? - What’s busywork, and what’s actually valuable?
Automation only helps if you know what’s worth automating.
Step 2: Set up your pipeline in Getcacheflow
Log in to Getcacheflow. If you haven’t created a pipeline yet, do that now.
- Go to the “Pipelines” or “Deals” section.
- Click “New Pipeline” (or similar—Getcacheflow’s UI changes sometimes, but it’s usually obvious).
- Define each stage you mapped out above. Keep stage names short and clear. (“Legal review” not “Legal, procurement, and compliance signoff.”)
- Set the order of the stages. Don’t leave gaps or unused stages.
- If you have different deal types (new business, renewals, upsells), consider separate pipelines—but don’t go overboard. Too many pipelines = confusion.
What to skip:
Don’t waste time adding custom fields or tags for every possible scenario. Start simple. You can always tweak later.
Step 3: Build your first automation (Keep it basic)
Start with one or two automations. Resist the urge to automate everything at once.
Common easy wins: - Stage change triggers: When a deal moves to “Proposal Sent,” automatically send a templated email. - Reminders: If a deal sits in “Negotiation” for more than 7 days, ping the owner. - Document generation: When moving to “Contract Sent,” auto-create a contract with the deal details.
How to do it: 1. Find the “Automations” or “Workflows” tab (sometimes under “Settings”). 2. Click “Create New Automation.” 3. Choose a trigger (like “Stage changes to X”). 4. Set the action (send email, create task, update field, etc.). 5. Save and name your automation something obvious (“Send proposal email on Proposal Sent”).
Pro tip: Test each automation with a fake deal before using it on real ones.
Step 4: Integrate with your existing tools (but avoid shiny object syndrome)
Getcacheflow plays well with most major CRMs (like Salesforce and HubSpot), email providers, and a few contract tools. Here’s where you should be skeptical:
- Start with what you actually use. If your team lives in Gmail and Slack, connect those first.
- CRMs: Sync only the fields you need. Don’t try to mirror every last detail.
- Contracts: If you’re using DocuSign or PandaDoc, link those up for e-signature triggers.
- Notifications: Set up Slack or email alerts for high-value deals, not everything.
What doesn’t work so well: - Some integrations (especially with niche tools) are half-baked or require third-party connectors. Don’t bang your head against the wall trying to force it. - If you’re not using a tool every week, don’t bother integrating it yet.
Step 5: Test with real (but low-risk) deals
Don’t dump your whole pipeline into automation right away. Pick 2–3 deals that aren’t mission-critical and run them through your new workflow.
- Watch what happens at each stage. Did the right email send? Did tasks get assigned? Did anything fall through the cracks?
- Track how much time you’re actually saving.
- Ask your team for feedback: Is anything more confusing than before?
If stuff breaks (and it might), fix it before rolling out to everyone.
Step 6: Add more automations—slowly
Once you’re confident the basics work, add more automations where it makes sense.
Some solid ideas: - Auto-assign deals to reps based on territory or product - Send reminders to customers who haven’t responded in X days - Automatically mark deals as “stale” if untouched for too long
But remember: - More automation = more stuff to maintain. - Don’t automate rare edge cases or “just in case” steps.
If you find yourself building a flowchart with 30 steps, take a step back. If it’s hard for you to follow, it’ll be impossible for the next person.
Step 7: Monitor, tweak, and don’t get lazy
Automation isn’t “set it and forget it.” Check in weekly (at least at first):
- Are deals moving faster?
- Are there new bottlenecks?
- Is your team actually following the workflow, or are they working around it?
Update automations as your sales process changes. Kill off automations that don’t save time or add value.
Pro tip: Write down what each automation does and why. Future you (or your replacement) will thank you.
What works, what doesn’t, and what to ignore
Works well:
- Automating repetitive tasks like emails, reminders, and document creation.
- Keeping deals from getting stuck in limbo.
- Reducing “did you send this yet?” chatter.
Doesn’t work so well:
- Automating complex negotiations or approvals with lots of exceptions.
- Overcomplicating things—too many automations become a headache.
Ignore:
- Fancy dashboards or analytics until you’ve nailed the basics.
- Automating steps just because you can. Focus on what actually saves time.
Wrapping up: Keep it simple, iterate often
Automated workflows in Getcacheflow can make your sales process way less painful—but only if you start simple and add complexity as you go. Focus on the bottlenecks, skip the bells and whistles, and don’t be afraid to ditch automations that aren’t working.
Remember, the best workflow is the one your team actually uses. Set it up, see what breaks, fix it, and repeat. That’s how you get real value—no hype required.