Managing deals effectively helps your team prioritize high-value opportunities and close sales faster without losing track of details. In Positive User, your deal pipeline connects contact actions, tasks, and multi-channel communication into one clean view. By combining direct outreach with automated stage movements, your sales team keeps data clean while focusing on human conversations.
Your team can create deals manually for individual contacts, import lists from external sources, or automate creation based on contact behavior. Creating a deal marks the start of a sales journey by connecting a prospective contact to a clear pipeline stage, owner, and value. In B2B sales, a deal tracks multi-step contract negotiations, in B2C or partnership programs, it manages high-intent leads or onboarding milestones. Capturing deals early prevents lost opportunities, ensures proper lead assignment, and keeps communication history structured across your team. For example, when a high-value lead submits a consultation form, creating a deal immediately assigns a sales team member and schedules a follow-up task so your team reaches out while lead interest is highest.
Create a deal manually: Go to "Sales" → "Deals" and click the "New deal" button in the top right corner. Enter the deal details, assign a team member, and select the target pipeline stage. Manual creation is ideal for logging phone inquiries, walk-ins, or direct networking leads on the spot so your team maintains a complete history of individual interactions.
Import deals from external files: Go to "Sales" → "Deals", click the “New deal” button, and select "Import". Upload your CSV file containing external deal records and map the columns to your deal properties. Importing bulk records saves hours of manual data entry when migrating legacy databases or uploading event attendee lists.
Generate deals through automations: Go to "Automations" to set up automatic deal creation. Choose a trigger (such as a contact submitting a web form or updating a profile attribute) and add the "Create a deal" action step. Automations capture high-intent prospects instantly without relying on manual entry, eliminating response delays.
Create deals via REST API: You can also connect external systems to create deals using our REST API. Generating deals via API automatically syncs e-commerce transactions, web application registrations, or custom forms into your sales pipeline in real time.
More details in “How to Create a Deal”.
Sales team members rely on daily pipeline management to prioritize conversations, spot stuck opportunities, and organize daily tasks. Filtering your pipeline gives team members an immediate roadmap for their workday, showing exactly which contacts need calls, emails, or contract reviews. This daily routine prevents opportunities from slipping away, keeps deal stages accurate, and helps managers rebalance workloads across team member groups. For example, a sales representative can start their morning by filtering for deals assigned to them with overdue tasks, focusing immediately on high-priority accounts that require urgent follow-up.
Switch between views and apply filters: Go to "Sales" → "Deals" to access your deals. Select the pipeline view to review deals across visual stages, or switch to the table view for a full list across all pipelines. Use the top filter bar or click the funnel icon on the right side of the screen in table view to filter deals by pipelines or apply filters to check them by assigned team members, statuses, or tasks.
Save filter sets as dynamic segments: Apply your desired filters and click "New segment". Dynamic deal segments update automatically whenever deal properties change, giving your team accurate information for daily outreach and analytical dashboards based on these segments.
Track deals by task status: Assign tasks such as calls, follow-ups, or meetings to team members and deals. Filter your pipeline using the task drop-down menu to view deals with “overdue”, “planned”, “recently finished”, or “no planned” tasks.
Advancing deals smoothly through your pipeline keeps prospect relationships moving toward conversion while automating administrative handoffs. Positive User makes stage updates seamless through drag-and-drop actions or background automation flows. Updating deal statuses in real time ensures clear team visibility, triggers timely client messaging, and maintains clean sales data across your entire organization. For example, moving a deal into the "Proposal sent" stage can instantly trigger an automated email sequence to the contact while creating a follow-up task for the assigned team member.
Move deals between stages: In the pipeline view, drag and drop deal cards from one stage column to another. Alternatively, open a deal profile and update its stage using the stage drop-down menu. You can also automate stage changes in automations using the "Change deal stage" or "Update deal" actions.
Record won or lost statuses: Drag a deal card to the "won" or "lost" drop area at the bottom of the board, or update the deal status inside the deal profile card. When marking a deal as lost, select a loss reason in the pop-up window or enter custom notes to help your team analyze sales trends.
Customize loss reasons: Go to "Workspace Settings" → "Sales" → "Deal Loss Reasons" and define custom loss reasons tailored to your business model so team members can categorize why deals fall through.
Data analytics are the core of transparent performance reporting. Clear numbers replace guesswork with hard facts, giving team members and managers an immediate view of pipeline health, revenue forecasts, and sales bottlenecks. Visualizing performance on clear dashboards keeps everyone accountable and aligns daily sales tasks with overall revenue goals.
For example, “deal summary by state” widget shows exact numerical totals and percentages for deals in progress, won, lost, or archived within a specific pipeline.
Build a deals dashboard: Go to "Analytics" in the top menu and create a dashboard. Click "Add widget" and select "Deals" to explore available reporting charts and metrics.
Create widgets based on segments: Select your saved dynamic deal segments when setting up analytics widgets. This allows you to track revenue, deal velocity, and conversion rates for specific groups of deals in real time.
Establish clear criteria for each pipeline stage so team members know exactly when a deal is ready to advance. Standardizing stage movement guidelines ensures that automated actions (such as team member notifications, email sequences, or SMS updates) trigger at the right time without cluttering contact profiles.
Immediate Lead Routing: When a high-value lead submits a consultation form, an automated flow creates a deal in the "New Inbound" stage and assigns a sales team member. The system immediately schedules a follow-up task so your team reaches out while lead interest is highest.
Post-Proposal Nurturing: When a deal card is dragged into the "Proposal Sent" stage, an automated email sequence delivers contract context directly to the contact. Simultaneously, the flow generates a follow-up task for the deal owner 48 hours later, keeping contract discussions moving toward signature.
Pipeline Health Auditing: Sales managers review dynamic segments for deals stuck in "Negotiation" with no planned tasks scheduled. Managers reassign inactive opportunities or prompt team members to set clear next steps, maintaining steady sales velocity across all accounts.
