HubSpot Pipeline Design
1. Overview
This document defines the only valid stages for our Sales Pipeline in HubSpot. Every deal must sit in one of these stages.
2. The Core Pipeline
| Stage ID | Stage Name | Probability | Definition | Exit Criteria (To Move Forward) |
|---|---|---|---|---|
| 0 | New Lead / Appointment Scheduled | 10% | Meeting is booked but hasn't happened. | Discovery Call completed. |
| 1 | Discovery (Qualified) | 30% | Call happened. Lead is qualified (BANT confirmed). | "Fit" confirmed. Verbal agreement to see proposal. |
| 2 | Proposal Sent | 60% | Formal proposal/SOW sent via PandaDoc/HubSpot. | Client views proposal. |
| 3 | Negotiation / Review | 80% | Client is asking questions, redlining, or getting internal approval. | Final terms agreed. |
| 4 | Closed Won | 100% | Contract signed + Deposit paid. | Handoff to Fulfillment. |
| 5 | Closed Lost | 0% | Client said no, ghosted (>30 days), or bad fit. | Reason logged in CRM. |
3. Automation Triggers
Entering Stage 0 (New Lead)
- Trigger: Booking via Meeting Link.
- Auto-Action: Create Deal. Assign to Rep. Send "Meeting Confirmation" email with "What to Expect" guide (from System 05).
Entering Stage 2 (Proposal Sent)
- Trigger: Proposal sent via integration.
- Auto-Action: Create Task: "Follow up on Proposal" (Due in 2 days).
Entering Stage 4 (Closed Won)
- Trigger: E-signature completed.
- Auto-Action 1 (Finance): Create Invoice in Xero/QuickBooks via System 07 integration.
- Auto-Action 2 (Fulfillment): Create "Onboarding Project" in MS Planner via System 04 integration.
- Auto-Action 3 (Communication): Send "Welcome Packet" email to Client.
Entering Stage 5 (Closed Lost)
- Requirement: Rep MUST select a "Closed Lost Reason" (e.g., Price, Timing, Competitor, Ghosted).
- Auto-Action: Deal is moved to "Nurture" list in System 02 (Recycle).
4. Stale Deal Policy
- Definition: Any deal in Stages 1-3 with no activity for 14 days.
- Action: Manager moves to Closed Lost.
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