What is in your pipeline, weighted rather than wished for
Adding up every open quote and calling that a «forecast» is the quickest way to fool yourself. Here every opportunity carries its probability and the pipeline tells you what your live work is really worth.
What the pipeline does
A CRM is for two things: not losing sight of anyone and knowing what is coming in. This does both, and does not pretend to do a third.
Six stages, from first contact to closed
First contact, qualified, proposal sent, negotiation, won and lost. The cards are dragged from one column to another, and each column totals what it holds.
The probability suggests itself
Moving an opportunity to «proposal sent» sets it at 50 %, and to «negotiation», at 75 %. They are starting points, not dogma: if you know that customer is at 90 %, you type it in and the program stops touching it.
Weighted value in plain sight
Amount times probability, added up only over the open stages. It is the only figure on the screen that helps you decide whether to hire someone next month.
Wired into your contacts
Every opportunity points at a contact in your address book, so from their record you see what they have already bought, what they owe you and what is in progress, without keeping your customer base in two places.
Where they come from and why they are lost
Every opportunity stores its source — referral, website, social media, cold call, trade fair, existing customer — and, if it is lost, the reason. Over time that is worth more than the pipeline itself.
Expected close date
Every opportunity carries the date you expect to close it and an owner. That is what separates a live pipeline from a list of contacts nobody has looked at again.
Screenshot of the ERP: What the pipeline does
A CRM wired into your invoicing
Most small businesses do not need a more powerful CRM. They need one that knows what the customer has already paid.
- The contact is the same in the CRM, in the quote, in the invoice and in payments: there is nothing to sync.
- From the customer's record you see their outstanding balance, their average payment delay and their credit limit before you negotiate.
- A won opportunity becomes a quote without leaving the program.
- The global search finds the opportunity just as it finds an invoice or a product.
- The activity log records who changed the stage and when.
- You switch it off from the modules page if you do not use it: it takes up no room in the menu.
Why the weighted value and not the total
If you have a hundred thousand euros in open quotes, you do not have a hundred thousand euros. You have a pipeline with different probabilities: what is in negotiation weighs far more than what you have just sent out cold.
The weighted value multiplies each opportunity by its probability and adds up only the open stages — what is won is no longer a forecast, it is turnover, and what is lost does not count. It is a smaller figure and a far more useful one: it is the one that resembles what is actually coming in.
The per-stage probabilities are a reasonable starting point, not revealed truth. The way to use this well is to adjust them by hand on the opportunities you genuinely know and let the rest behave according to their stage.
How it is used in a normal week
A CRM gets abandoned when it asks for more than it gives back. With this one, the real work is three moments and none of them takes more than ten minutes.
When something comes in. A call, an email, someone who refers you. You create the opportunity with four details — contact, title, rough amount and where it came from — and it sits in first contact. What matters here is the source: a year from now, knowing that half of what you win comes from referrals changes where you invest.
On Friday. You drag the cards that have moved and close the ones already decided. A lost opportunity is marked as lost with its reason, not deleted: the reason is what tells you whether you lose on price, on lead time or on not getting there in time.
At month end. You look at the weighted value and compare it with what you need to invoice. If the figure falls short, the problem is not this month's: it is that six weeks ago not enough opportunities came in, and there is still time to do something about it.
What sinks a pipeline is leaving cards sitting still. An opportunity that has been in «proposal sent» for two months is not at 50 %: it is lost and nobody has written it down, and in the meantime it is inflating the forecast.
What this CRM is not
It is deliberately small. If you are coming from a big CRM, this is what you will miss:
- Activities, calls and reminders per opportunity. There is a notes field, not a sales diary.
- Real assignment to a salesperson with their own inbox and alerts. There is an owner written down, and that is as far as it goes.
- Conversion report by source or by owner. The source is stored; the report that cross-tabulates it is not there yet.
- Built-in email that logs the conversation with the customer inside the opportunity.
- Email marketing campaigns: consent and source are already on the contact record, the campaigns screen is not.
What it is: the place where you see at a glance what is in progress, what it is worth and who needs a call this week, without paying for a second subscription or keeping two customer lists.
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Frequently asked questions
Look at your pipeline with both feet on the ground
Amount times probability, over what is still open. Nothing more and nothing less.
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