Deal Stages Explained
Summary
BuilderPal’s Clients (CRM) pipeline uses six standard stages—New, Contacted, Proposal Sent, Negotiating, Won, and Lost—to track every potential project from initial lead to final outcome. This reference explains what each stage means and exactly when to move a deal forward (or close it).
Key Details
The Deal Stages help you organize your sales pipeline, maintain visibility on all opportunities, and ensure consistent follow-up with clients. Each stage represents a clear milestone in the sales process.
Deal Stages Reference
Stage | Description | When to Move to This Stage | Recommended Next Action |
New | A new lead or potential project has been created in the system. | Immediately after creating a deal from a new inquiry or lead. | Reach out to the client (call/email/meeting). |
Contacted | You have made initial contact with the client. | After your first meaningful outreach (call, message, or meeting). | Qualify the lead and gather project requirements. |
Proposal Sent | You have generated and sent a formal proposal or estimate to the client. | After sending the proposal via the Client Portal or email. | Follow up to confirm receipt and answer questions. |
Negotiating | The client is actively reviewing the proposal and discussing terms, scope, price, or timeline. | When the client responds with questions, requests changes, or counters. | Negotiate scope, price, timeline, or contract terms. |
Won | The client has accepted the proposal and the deal is closed. | When the client signs the contract or confirms they are moving forward. | Convert the Deal into a live Project and begin work. |
Lost | The deal did not close (client declined, chose another contractor, budget issues, etc.). | When the client decides not to proceed or you close the opportunity. | Record the reason for loss and archive the deal. |
FAQ
Q: Can I skip stages?
Yes, but it is recommended to follow the logical flow for accurate pipeline reporting and forecasting.
Q: What happens when I mark a deal as “Won”?
The deal automatically converts into a full Project in BuilderPal with scheduling, time tracking, actions, documents, and financial tools enabled.
Q: How do I move a deal to a different stage?
Open the deal card in the Client Dashboard and update its status using the stage selector or status dropdown.
Q: Should I use “Lost” even if the client is just delaying?
Only mark as Lost when the opportunity is truly closed. Otherwise, keep it in Negotiating and set a follow-up reminder.
Q: Who can change deal stages?
Admin (GC), Admin (SUB), Team Business Manager, and Team Project Manager roles have permission to update stages.