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HubSpot Deals

In our system, a Deal tracks each sales opportunity from the moment a lead enters the CRM until it is either successfully closed or marked otherwise. Every new lead—whether created manually or via form submission—automatically generates a Deal and a Contact, linked by the lead's email address.

Our pipeline is designed to reflect real-world sales scenarios and includes custom stages that align with how our team manages leads from first touch to final outcome.

Deal Tags

🔥 = Active: Your lead has taken an action (opened an email, clicked a link, or called you).

✅ = Google Meet Has Been Booked: A meeting with "Plan Review" in the title is on your calendar.

💜 = Referral Partner: This lead was referred to you by a business partner or friend.

🍎 = TX Teacher: This lead is a teacher in Texas.

🔴= Bad Number: This phone number is disconnected or a wrong number.

⛔= Email Bounced: email address is not receiving messages.

👻= Ghosted: This lead has not taken any action in 7+ days.

Deals Overview

Deal Stages Breakdown:

1. New

  • Description: This is the default starting point for all incoming leads.

  • Created By: Form submission or manual entry.

  • Automation:

    • Deal is auto-created and linked to the contact.

    • Agent is assigned based on routing rules.

    • Deal is added to the agent's pipeline view for initial outreach.

2. On-Hold

  • Description: This stage is for leads that agents are actively calling in an effort to book a sales call. The lead has not yet scheduled or completed a consultation.

  • Automation:

    • Outbound call activity is tracked and used to monitor progress within this stage.

    • Educational and seasonal emails will be triggered.

    • If 10 outbound calls are logged on a deal without the stage being updated (e.g., to "Sales Call" or "Follow-Up"), the deal is automatically:

      • Moved to the "Ghosted" stage.

      • Made visible to other agents on the team so additional outreach can be attempted.

3. Sales Call

  • Description: A Sales call has been booked (either by the agent or customer) with the title "Plan Review".

  • Automation: The lead is automatically moved into the "Sales Call" stage as soon as the call is booked on the agents calendar. 

4. Follow-Up

  • Description: The lead has not yet made a decision. The agent is actively following up after the plan review.

5. Closed Won

  • Description: The lead has enrolled or purchased. The deal is successfully closed.

  • Automation: Deal is marked as “Closed Won.”

    • Triggers form to record the clients Effective Date and Policy Numbers.

    • Further relationship is managed under the Contact record.

6. Closed Lost

  • Description: The lead explicitly declined the offer, did not qualify, chose another solution, or could not be reached due to a bad email or phone number.

  • Automation: Required entry of "Loss Reason" to support reporting and future improvement. 

7. Ghosted

  • Description: The lead stopped responding after initial engagement and multiple follow-ups. This que is open to all agents on the team (meaning the leads in your "Ghosted" stage have no owner and are free for you to take if you're able to engage them).

  • Automation: Automatically moved here if the owning agent made 10 calls with no response.

8. Duplicates

  • Description: A repeat quote request from an existing contact. These deals are titled with a ⚠️ symbol to signal duplicate status. Can only be moved manually into this stage.

  • Automation: None.

Why This Matters

This pipeline structure allows our team to:

  • Clearly see where each deal stands.

  • Automate repetitive tasks and reminders.

  • Customize follow-up based on real behavior.

  • Accurately report on sales performance, bottlenecks, and trends.