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Customise Our Bonus Sales Pipeline

Grace from Ivorey™ avatar
Written by Grace from Ivorey™
Updated this week

Before You Dive In

This article is one step from our Master Help Guide: All About Pipelines. We recommend starting with the visual walkthrough video and examples inside the Master Help Guide before diving into the technical setup below.

Each Master Help Guide acts as your project plan – teaching you the feature, laying out the steps in the right order, and linking to every resource you’ll need along the way.

This guide is perfect if you want to:

  • Track where leads or clients are in the customer journey

  • Save time by customising our pre-built sales pipeline
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Can't see the pipeline or workflows inside your account? Just press the chat widget in the bottom right corner of Ivorey™, and ask for us to import the "Sales Pipeline and Workflows" into your account 😊

Bonus Gift: Meet Your New Sales Pipeline

We’ve built a bonus sales pipeline into your account to support a seamless flow from sales calls to proposals, contracts, and invoicing. It’s designed to save time, reduce manual tasks, and keep your entire sales process organised in one place.

Take a quick walkthrough of the end-result that both you and your customer would experience by implementing this pipeline.

How To Set Up a Sales Pipeline

We've already pre-built the pipeline itself, but now you need to get all of the other pieces into place across our Ivorey™ account, to then connect them to your pipeline.

Step 1: Prepare Your Ivorey™ Settings and Assets

  1. Integrate your payment processor (e.g. Stripe)

  2. Set up your sales call calendar or products (check Payments > Products)

  3. Customise and set up your proposals and invoices

Step 2: Customise Our Sales Pipeline Workflow Templates

In this step, you will connect your booking flow, proposals and invoices, and more to your sales pipeline, so they can work in sync to create a customer journey you can monitor, track, and manage in one place.

Click here for the written instructions

  1. From the Ivorey™ main menu, go to [Workflows] > and open the folder titled: 'Bonus Workflows: Sales Pipeline (Sales Call > Proposal & Contract > Invoice)'
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  2. Customise the calendar-related workflows:
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    1. Open the first workflow titled: '1a. When a sales call is booked', to customise it:

      1. Click on the [Trigger] > click [Add filters] > select 'In calendar' from the drop-down and select your calendar > click the [Save Trigger] button, at the bottom
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      2. (Optional) click on the Add Tag action, if you want to edit the tag text
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      3. Click on the Create Opportunity action > under Pipeline, make sure it is set to Sales Pipeline > and next to Pipeline Stage, make sure it is set to Call Booked > click the [Save Action] button, if any changes were made
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      4. At the top right corner, toggle the workflow to [Publish] > and click the [Save] button
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    2. Open the next workflow titled: '1b. When a sales call is cancelled', to customise it. Follow the steps above to connect your calendar, and to make sure the opportunity is set to Sales Pipeline, but for this one the stage should be set to Call Cancelled. Additionally:
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      1. Click on the Add Task action > under Assign to, select the team member of your choice > make any other edits necessary > and click the [Save Action] button
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      Make sure to [Publish] and [Save] the workflow
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    3. Open the next workflow titled: '1c. When a sales call is attended', to customise it. Follow the steps above to connect your calendar, and to make sure the opportunity is set to Sales Pipeline, but for this one the stage should be set to Call Attended. Make sure to [Publish] and [Save] the workflow
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    4. Open the next workflow titled: '1d. When a sales call is a no-show', to customise it. Follow the steps above to connect your calendar, and to make sure the opportunity is set to Sales Pipeline, but for this one the stage should be set to Call No-Show, and assign a team member to the task. Make sure to [Publish] and [Save] the workflow
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  3. Customise the proposal-related workflows:
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    1. Open the next workflow titled: '2a. When a proposal is requested', to customise it:

      1. Click the Opportunity Created trigger > and make sure the pipeline is set to Sales Pipeline, and the stage is set to Proposal Requested
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      2. Click the Pipeline Stage Changed trigger > and make sure the pipeline is set to Sales Pipeline, and the stage is set to Proposal Requested
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      3. Click on the Add Task action > under Assign to, select the team member of your choice > make any other edits necessary > and click the [Save Action] button
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      Make sure to [Publish] and [Save] the workflow
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    2. Open the next workflow titled: '2b. When a proposal is manually sent', to customise it:
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      1. Click the Documents & Contracts trigger > and make sure the template is set to your customised template
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      2. Click the Create or Update Opportunity action > and make sure the pipeline is set to Sales Pipeline, and the stage is set to Proposal & Contract Sent
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      Make sure to [Publish] and [Save] the workflow
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    3. Open the next workflow titled: '2c. When proposal is accepted and signed', to customise it. Follow the steps above to connect your template, and make sure the opportunity is set to Sales Pipeline, but for this one the stage should be set to Proposal & Contract Signed. Additionally:
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      1. Click the Internal Notification action > set the User Type to the team member(s) of your choice > make any other edits necessary > and click the [Save Action] button
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      Make sure to [Publish] and [Save] the workflow
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  4. Customise the invoice-related workflows:
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    1. Open the next workflow titled: '3a. When any invoice is sent', to customise it:
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      1. Click the Create or Update Opportunity action > and make sure the pipeline is set to Sales Pipeline, and the stage is set Invoice Sent
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      2. Click the Internal Notification action > set the User Type to the team member(s) of your choice > make any other edits necessary > and click the [Save Action] button
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      Make sure to [Publish] and [Save] the workflow
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    2. Open the next workflow titled: '3b. When any invoice is partially paid', to customise it. Follow the steps above to add team members to the Internal Notification actions, and to make sure the opportunity is set to Sales Pipeline, but for this one the stage should be set to Invoice Partially Paid. Make sure to [Publish] and [Save] the workflow
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    3. Open the final workflow titled: '3c. When any invoice is paid in full', to customise it. Follow the steps above to add team members to the Internal Notification action, and to make sure the opportunity is set to Sales Pipeline, but for this one the stage should be set to Invoice Paid. Make sure to [Publish] and [Save] the workflow
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  5. Congratulations! Your pipeline is fully set up and automated 🎉

How To Use The Sales Pipeline

Your new sales pipeline is live and rolling, and your final step is to learn how to use and manage it.

Click here for the written instructions

  1. Share your sales call calendar. When a booking is made, a new opportunity will be created in the "Call Booked" stage.
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  2. If anyone cancels their booking, your calendar settings will manage the email notifications, and the opportunity will automatically move to the "Call Cancelled" stage of the pipeline. At this stage, a task will be created for you to review whether you'd like to offer them to re-book or not. You can either send them the link to book again, or choose to abandon the opportunity by dragging it to "Abandoned".
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  3. After the sales call, update the appointment status to "Showed" or "No-Showed" under Calendars > Appointments. This will automatically move the opportunity to the "Attended" or "No-Showed" stage of the pipeline.
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  4. If the contact would like to move ahead with a proposal, drag the opportunity into the "Proposal Requested" stage of the pipeline. This will automatically create a task in Ivorey to complete their proposal.
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  5. Use the correct "Proposal & Contract" template you set in the workflow settings when sending proposals. Ensure the recipient matches the exact same contact in the opportunity. Once the proposal is sent, the system will automatically move the opportunity to "Proposal & Contract Sent".
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  6. If they decline, you can choose to mark the opportunity as "Lost" or continue negotiating/refining the proposal until you reach an agreement.
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  7. Once they accept and sign the proposal, the opportunity will automatically move to "Proposal & Contract Signed" stage of the pipeline.
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  8. If you have auto-invoicing turned on (as suggested during setup), the contact will automatically move to the "Invoice Sent" stage of the pipeline as soon as the system has sent out their invoice. The invoice will match whichever products they ticked and accepted on their proposal. If the Auto-Invoicing feature was turned off, the invoice will be saved as a draft in your Ivorey™ account under the Payments > Invoicing tab.
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  9. The invoice reminders you setup under Payments > Invoices > Settings will automatically send to remind of upcoming payments and any overdue amounts.
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  10. Once the contact has paid, the opportunity will automatically update to "Invoice Paid" and be marked as won.

Need Help?

Hit the support chat widget inside Ivorey™ - we can:

  • Drop the templates directly into your account if you can't find them

  • Walk you through any of the steps

  • Troubleshoot anything that’s not working

We’re here and ready to help via the chat widget in the bottom right of your Ivorey™ account. Or if you are looking for done-for-you support, you can browse our current services here 🤍

Related Articles
All About Pipelines: A Master Help Guide
Recommended Pathway for Selling via Sales Calls, Proposals and Invoices
Customise Proposal Settings and Automated Emails
Pipeline Journeys
Build a Pipeline
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