If you’ve ever wondered where all your deals are hiding or why your revenue projections never seem to match reality, you’re not alone. Tracking pipeline stages properly isn’t glamorous, but it’s the backbone of any sales process that actually works. This guide is for sales managers, founders, and anyone who needs to stop guessing about their pipeline and start making it work for real revenue growth.
We’re going to walk through, step by step, how to use Trycaddie to set up pipeline stages, track deals, and actually get useful insights—minus the fluff. Expect honest advice, a few caveats, and a focus on what will move the needle.
Step 1: Get Real About Your Pipeline Stages
Before you even log into Trycaddie, take a minute to think about your actual sales process—not the one you wish you had, but the one you’re running right now.
Why this matters:
If your stages don’t match reality, you’ll end up with a mess of deals stuck in “Maybe” forever. Or worse, you’ll have a “Won” stage nobody trusts.
How to nail this: - Write down the steps your deals really go through, start to finish. - Keep it simple. Most teams do fine with 4-6 stages. Don’t overcomplicate. - Avoid wishy-washy stages like “Follow-up” or “To Be Decided.” Make stages based on clear actions (e.g., “Demo Scheduled,” “Proposal Sent”). - If you’re not sure, ask your team: “What has to happen before a deal moves forward?”
Pro tip:
You can always tweak stages later. Don’t let “perfect” slow you down.
Step 2: Set Up Your Pipeline in Trycaddie
Now you’ve got your stages on paper. Time to get them into Trycaddie.
Here’s how to do it:
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Log in to Trycaddie
(You’d be surprised how many people skip this. Don’t be that person.) -
Go to Pipeline Settings
- Find “Pipelines” or “Deals” in the main menu.
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Click “Manage Pipeline” or similar (Trycaddie’s menus are usually straightforward, but look for a gear ⚙️ if you get stuck).
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Create or Edit Your Pipeline
- Most accounts start with a default pipeline. Rename it if it doesn’t match your process.
- Add, remove, or rename stages to match your list from Step 1.
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Drag-and-drop to arrange stages in the right order.
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Save Changes
- Don’t assume autosave. Click “Save” or “Update” before you leave.
What works:
- Keeping stage names short but specific (“Contract Out” beats “Legal Review Pending”).
- Deleting unused stages. Fewer stages = less confusion.
What to ignore:
- Fancy color coding or emojis. They’re fun, but don’t get distracted from the basics.
Step 3: Add Your Deals (Don’t Get Fancy Yet)
You need real data in your pipeline, or it’s just a pretty dashboard. Don’t overthink this—just get your existing deals in.
How to start: - Go to the “Deals” or “Opportunities” tab. - Click “Add Deal” or “New Opportunity.” - Enter the basics: company name, contact, deal value, expected close date, and—most important—current stage. - Assign an owner (who’s responsible for moving this deal?).
Bulk import:
If you’ve got a spreadsheet, Trycaddie usually lets you import. Take five minutes to clean up your data first. Garbage in, garbage out.
What works:
- Start with deals you’re actively working, not every lead that’s ever emailed you.
- Set realistic close dates. If you don’t know, guess—just don’t leave it blank.
What to ignore:
- Custom fields and tags for now. Add those later, once you know what you actually need.
Step 4: Move Deals Through the Stages (Daily)
This is the part everyone skips, but it’s where the magic happens. If you don’t update deal stages regularly, your pipeline is just a graveyard.
Make it a daily habit: - At the start or end of each day, drag and drop deals to their current stage. - Update notes if something important happens (call, demo, proposal sent). - If a deal is dead, mark it as “Lost.” Don’t kid yourself.
What works:
- Setting aside 10 minutes a day for pipeline hygiene.
- Calling out stale deals in your team meeting. If nobody’s touched a deal in 30 days, it’s probably not real.
What doesn’t:
- Letting deals pile up in “Negotiation” forever. Be honest: is it stuck, or just dead?
Step 5: Use Filters and Views to See What Matters
Once your pipeline is live and updated, Trycaddie’s filters and custom views let you see what’s actually happening.
How to use this: - Filter by stage to see bottlenecks (e.g., “Why are 10 deals stuck in ‘Proposal Sent’?”) - Sort by expected close date to spot what’s coming up—or slipping. - View by deal owner to see who’s really moving things forward.
Pro tip:
Save your favorite views. “Deals closing this month” is a good one.
What works:
- Checking your pipeline before 1:1s or team meetings.
- Using filters to focus sales efforts, not just for reporting.
What to ignore:
- Over-customizing views. If you need more than 3-4 saved filters, you’re probably making things too complicated.
Step 6: Track Conversion Rates (And Don’t Lie to Yourself)
Tracking stage-to-stage conversion rates is where you start to see patterns—and real opportunities for revenue growth.
How to get started: - Use Trycaddie’s built-in reports to see how many deals move from one stage to the next. - Look for drop-offs. If 90% of deals die at “Proposal Sent,” figure out why. - Don’t fudge the numbers. Closed-lost deals teach you more than closed-won.
Pro tip:
Set a calendar reminder to review conversion rates monthly. If you ignore this, you’ll repeat the same mistakes forever.
What works:
- Using conversion data to set realistic targets (e.g., “We close 20% of demos; we need 5 demos to hit quota”).
- Sharing these numbers with your team—no sugarcoating.
What doesn’t:
- Obsessing over “industry benchmarks.” Your pipeline is unique; compare to your own past performance.
Step 7: Review, Adjust, and Keep It Simple
Pipelines aren’t static. They get messy, and you’ll need to clean them up every so often.
How to stay on track: - Every month or quarter, review your stages. Are they still relevant? Too many, too few? - Archive or delete stages nobody uses. - Ask the team what’s working, what isn’t, and fix it. No shame in changing things up.
What works:
- Iterating every few months, not every week.
- Keeping things simple. If you can’t explain your pipeline to a new hire in two minutes, it’s too complex.
What to ignore:
- Feature FOMO. Just because Trycaddie adds a shiny new feature doesn’t mean you need it right now.
Wrapping Up: Don’t Overthink It
Tracking pipeline stages in Trycaddie isn’t rocket science, but it does take a bit of discipline. Start simple, update regularly, and use the data to get a little better every month. Ignore the hype, focus on what actually moves deals forward, and you’ll see real revenue growth—no magic required.