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step-by-step, click-by-click mapping of your Sales Pipeline inside WPSCRM

STEP 1: Create Deal / Lead Pipeline Stages

📍 Path

Setup → Leads → Statuses

Create the following Lead Statuses in exact order:

Order Lead Status Name Color (Suggested) Type
1 New Lead Grey Open
2 Contacted Blue Open
3 Qualified Lead Green Open
4 Requirement Confirmed Teal Open
5 Quotation Preparation Orange Open
6 Quotation Sent Red Open
7 Negotiation Purple Open
8 Verbal Confirmation Dark Green Open
9 Closed – Won Green Closed
10 Closed – Lost Dark Red Closed
11 Post-Sale / Retention Navy Open

✅ Enable “Show on Kanban” for all open stages.

🧩 STEP 2: Create Custom Fields (Very Important)

📍 Path

Setup → Custom Fields → Leads

🔹 A. Customer Profile Fields

Field Label Type
Company Name Text
City Text
Country Dropdown
Profession Dropdown (Owner, Driller, Agent, Trader, Mechanic)

🔹 B. Product Requirement Fields

Field Label Type Values
Product Type Dropdown Drilling Rig, Compressor, Airend, Engine, Accessories
Rig Type Dropdown Waterwell DTH, Rotary, Core, RC
Required Depth Dropdown 100m, 200m, 300m, 400m, 500m
Compressor Pressure (Bar) Dropdown 14, 18, 21, 24, 30
Compressor Capacity (CFM) Dropdown 600, 900, 1200
Brand Preference Dropdown Atlas Copco, Chicago Pneumatic, IR, Doosan, ELGi, Sullair
New / Refurbished Dropdown New, Refurbished

🔹 C. Commercial Fields

Field Label Type
Budget Range Text
Currency Dropdown (INR, USD, ZAR)
Decision Timeline Dropdown (Immediate, 1 Month, 3 Months)

🔁 STEP 3: Sales Pipeline Automation Rules

📍 Path

Setup → Automation / Workflow Rules

Rule 1: Auto Task on “Quotation Sent”

  • Trigger: Lead status = Quotation Sent

  • Action: Create task
    👉 “Follow up on quotation in 3 days”

Rule 2: Negotiation Reminder

  • Trigger: Lead in Negotiation for 7 days

  • Action: Notify sales manager

Rule 3: Closed Lost Re-engagement

  • Trigger: Status = Closed – Lost

  • Action: Create task after 90 days
    👉 “Reconnect for drilling requirement”

📞 STEP 4: Call Log & Notes Structure

📍 Path

Leads → Activity Log

Use this standard call note format:

Date: Caller: Requirement: Capacity / Bar / Depth: Budget: Next Action: Follow-up Date:

🏷️ STEP 5: Tags Configuration

📍 Path

Setup → Tags

Create these tags:

  • 🔥 Hot Lead

  • 🌍 Export Customer

  • 🤝 Agent / Trader

  • 💰 High Budget

  • ♻ Refurbished

  • 🔧 Service / Spares

📊 STEP 6: Dashboard KPIs (Must Track)

📍 Path

Reports → Leads / Sales

Track:

  • Leads by Stage

  • Conversion % (Quotation → Won)

  • Lost Reason Report

  • Sales by Product Type

  • Export vs Domestic Leads

🧠 Recommended User Roles

Role Access
Sales Executive Leads + Tasks
Sales Manager All leads + Reports
Admin Setup + Automation
Accounts Closed-Won only

✅ Final Result You’ll Get

✔ Clean sales pipeline
✔ Faster follow-ups
✔ Clear visibility on hot deals
✔ Better conversion tracking
✔ Ready for scale (India + Export)

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