Deal Flow
Manage your sales pipeline with visual deal boards, customizable stages, and AI-powered insights. Track opportunities from first contact to close with full visibility into deal health and team performance.
Overview
Deal Flow transforms how you manage sales opportunities in LeadMachine. Unlike simple lead statuses, deals represent specific revenue opportunities with values, close dates, and multiple stakeholders.
Key Features:
- Visual Kanban board for drag-and-drop deal management
- Multiple customizable pipelines for different sales processes
- Associate multiple leads/contacts with each deal
- Track deal value, probability, and expected close dates
- Stage-based automations and notifications
- AI-powered insights and coaching from Ledo
- Comprehensive reporting and forecasting
Deals vs. Leads
Understanding the difference:
| Leads | Deals |
| ------- | ------- |
| People or companies | Sales opportunities |
| One status at a time | One stage in a pipeline |
| Individual contacts | Can have multiple contacts |
| May or may not buy | Active revenue opportunity |
| Tracked by engagement | Tracked by value & close date |
Best Practice: Use leads to track contacts and relationships. Create deals when there's a real sales opportunity with a potential value.
Pipelines
Pipelines represent different sales processes in your business. Each pipeline has its own stages tailored to that process.
Default Pipelines
LeadMachine includes pre-built pipeline templates:
Sales Pipeline (Default)
- Qualification (10% probability)
- Discovery (20%)
- Proposal (50%)
- Negotiation (75%)
- Closed Won
- Closed Lost
Customer Onboarding
- Welcome
- Setup
- Training
- Go Live
- Success Review
- Completed
Upsell Pipeline
- Identified (10%)
- Pitched (30%)
- Demo Scheduled (50%)
- Proposal Sent (70%)
- Won
- Not Now
Renewal Pipeline
- Upcoming 90 Days (80%)
- Outreach (70%)
- Negotiating (60%)
- Renewed
- Churned
Creating a Pipeline
- Go to Deals in the sidebar
- Click Settings (gear icon)
- Click New Pipeline
- Choose to start from scratch or use a template
- Name your pipeline and customize stages
Customizing Stages
Each stage can be configured with:
| Setting | Description |
| --------- | ------------- |
| Name | Stage display name |
| Probability | Win likelihood (affects forecasting) |
| Color | Visual identifier on the board |
| Default Days | Expected time in this stage |
| Auto-close Days | Auto-move to lost if stale |
Drag stages to reorder them in your pipeline.
The Deal Board
The Deal Board is your visual command center for managing opportunities.
Board Layout
- Columns represent pipeline stages
- Cards represent individual deals
- Headers show deal count and total value per stage
- Weighted Value shows probability-adjusted totals
Deal Cards Show:
- Deal name
- Value (e.g., $50,000)
- Primary contact name
- Days in current stage
- Expected close date
- Owner avatar
Drag and Drop
Move deals between stages by dragging cards:
- Click and hold a deal card
- Drag to the target stage column
- Release to move the deal
- Stage history is automatically recorded
Quick Actions
From the board, you can:
- Click a card to open deal details
- Add Deal button creates a new deal
- Filter by owner, date range, or value
- Search to find specific deals
Creating Deals
Quick Create from Lead
The fastest way to create a deal:
- Open a lead's profile
- Click Create Deal
- Enter deal name and value
- Select pipeline (defaults to your default pipeline)
- Click Create
The lead is automatically linked as the primary contact.
Create from Deal Board
- Click Add Deal on the board
- Fill in deal details:
- Name - Descriptive deal name
- Value - Expected revenue
- Pipeline - Which pipeline to use
- Stage - Starting stage
- Owner - Who owns this deal
- Expected Close - Target close date
- Search and add contacts (leads)
- Click Create Deal
Deal Fields
| Field | Description |
| ------- | ------------- |
| Name | Deal identifier (e.g., "Acme Corp - Enterprise License") |
| Value | Expected revenue amount |
| Pipeline | Which sales process |
| Stage | Current stage in pipeline |
| Owner | Team member responsible |
| Expected Close | Target close date |
| Description | Notes about the opportunity |
| Source | How the deal originated |
Managing Deals
Deal Details Panel
Click any deal to open the details panel:
Overview Tab:
- Edit deal name, value, and dates
- Change stage or pipeline
- Update owner
- Mark as Won or Lost
Contacts Tab:
- View linked leads/contacts
- Add new contacts with roles
- Set primary contact
- Remove contacts
Activity Tab:
- Stage history with timestamps
- Notes and comments
- Tasks linked to the deal
- Meetings associated with the deal
Meetings Tab:
- Link existing calendar meetings
- View meeting history
- See Gemini meeting notes
Contact Roles
When adding contacts to a deal, assign roles:
| Role | Description |
| ------ | ------------- |
| Primary | Main point of contact |
| Decision Maker | Has authority to approve |
| Influencer | Influences the decision |
| Stakeholder | Affected by the outcome |
| Contact | General contact |
Closing Deals
Mark as Won:
- Open deal details
- Click Won button
- Optionally add a won reason
- Deal moves to Closed Won stage
Mark as Lost:
- Open deal details
- Click Lost button
- Select or enter a lost reason
- Deal moves to Closed Lost stage
Lost reasons help track why deals don't close for future improvement.
Ledo AI Integration
Ledo is deeply integrated with Deal Flow to help you close more deals.
Ask Ledo About Deals
Chat with Ledo about your deals:
- "What deals are closing this week?"
- "Show me stale deals that need attention"
- "What's our win rate this quarter?"
- "Create a deal for Acme Corp worth $50,000"
AI Actions
Ledo can perform deal actions via chat:
Create a Deal:
"Create a deal called 'Acme Enterprise' worth $75,000 in the Sales Pipeline"
Move a Deal:
"Move the Acme deal to Proposal stage"
Close a Deal:
"Mark the Acme deal as won - they signed the contract"
Add a Contact:
"Add Jane Smith to the Acme deal as decision maker"
Meeting Prep
When you have a meeting with deal contacts, Ledo provides:
- Current deal stage and value
- Days in current stage
- Stage-specific talking points
- Recent deal activity
- Suggested discussion topics
Daily Coaching
Ledo's daily summary includes:
- Open pipeline value (weighted by probability)
- Deals closing this week
- Stale deals needing attention
- Recent wins and losses
- Deal velocity trends
Reports & Analytics
Pipeline Funnel
View conversion rates between stages:
- How many deals enter each stage
- Conversion rate to next stage
- Average time per stage
- Drop-off points
Deal Velocity
Track how fast deals move:
- Average days to close (won deals)
- Time in each stage
- Trends over time
- Comparison by owner
Win/Loss Analysis
Understand what's working:
- Win rate by pipeline
- Win rate by owner
- Common lost reasons
- Deal size trends
Forecasting
Predict future revenue:
- Pipeline value by stage
- Weighted value (value × probability)
- Expected closes by date
- Confidence levels
Access reports from Deals > Reports in the sidebar.
Stage Automations
Set up automatic actions when deals enter or exit stages.
Available Triggers
| Trigger | Description |
| --------- | ------------- |
| Enter Stage | When deal moves into a stage |
| Exit Stage | When deal leaves a stage |
| Days in Stage | After N days without movement |
| Value Threshold | When deal exceeds a value |
Available Actions
| Action | Description |
| -------- | ------------- |
| Create Task | Assign a follow-up task |
| Send Notification | Alert the deal owner |
| Add Tag | Tag the primary contact |
| Ledo Action | AI-generated next steps |
| Move Stage | Auto-advance or decline |
Example Automations
Follow-up Task on Proposal:
- Trigger: Enter "Proposal" stage
- Action: Create task "Follow up on proposal" due in 3 days
Stale Deal Alert:
- Trigger: 14 days in "Negotiation" stage
- Action: Notify owner + Ledo suggestion
Auto-close Abandoned:
- Trigger: 30 days in "Qualification" with no activity
- Action: Move to "Closed Lost" with reason "No Response"
Best Practices
Pipeline Design
- Keep stages to 5-7 for clarity
- Define clear criteria to exit each stage
- Set realistic probabilities
- Review and adjust based on actual data
Deal Hygiene
- Update deals weekly at minimum
- Close lost deals promptly
- Add notes after every interaction
- Keep expected close dates realistic
Team Collaboration
- Assign clear ownership
- Use contact roles for complex deals
- Link all relevant meetings
- Share context in deal notes
Forecasting Accuracy
- Be conservative with probabilities
- Update expected close dates often
- Review weighted pipeline weekly
- Track forecast vs. actual monthly
FAQ
Q: Can a lead be on multiple deals?
A: Yes, a lead can be associated with multiple deals across different pipelines.
Q: What happens to deals when I change pipelines?
A: Deals stay in their original pipeline. You can move a deal to a different pipeline from the deal details.
Q: Can I have multiple pipelines?
A: Yes, create as many pipelines as you need for different sales processes.
Q: How is weighted value calculated?
A: Weighted value = Deal value × Stage probability. A $100K deal at 50% probability = $50K weighted.
Q: Can I bulk-move deals?
A: Currently, deals are moved individually. Bulk actions are on the roadmap.
Q: Are deal notes separate from lead notes?
A: Yes, deals have their own activity log and notes, separate from lead notes.
Q: How do I track lost reasons?
A: When marking a deal as lost, you're prompted to select or enter a reason. View lost reason reports in Deal Reports.
Q: Can I reopen a closed deal?
A: Yes, open the deal and change the status back to "Open" to move it to an active stage.
Getting Help
Need assistance with Deal Flow?
- Check this documentation first
- Ask Ledo: "How do I [task] in deals?"
- Contact support via the in-app ticket system
- Email [email protected]