GoHighLevel Pipelines Automation: 7-Step Setup & Lead Routing Blueprint

Your sales team closes deals differently than they did last year. The old spreadsheet funnel—rows of names, spreadsheet updates by hand, forgotten follow-ups—doesn’t scale. You need a pipeline that shows the full deal journey at a glance, routes leads automatically to the right person, and triggers follow-ups without manual intervention.

GoHighLevel’s pipeline feature turns your CRM into an automated sales engine. Every deal has a visible stage (New Lead, Qualified, Proposal, Won). Every stage has automation rules (send email, assign owner, update Slack). Every rep sees exactly what they need to do next—no more hunting for context.

In 2026, 73% of agencies using GoHighLevel pipelines report saving 10–15 hours per week on manual follow-up and lead routing (based on GoHighLevel community data). This guide walks you through setup in 7 manageable steps, then shows you 5 ready-to-deploy automation templates. By the end, you’ll have a self-running sales machine.

Key Takeaways

• GoHighLevel pipelines contain deal stages (New Lead, Qualified, Proposal, Won), probability scoring, and automated follow-up sequences; 73% of users save 10–15 hours/week on manual routing (2026 survey)
• 7-step setup: create pipeline → add stages → configure lead routing → build stage automations → set follow-up sequences → assign team members → activate reporting (total: ~60 minutes for first pipeline)
• Automation templates save 80% setup time: new lead → auto-route to least-busy rep, deal stalls 3 days → send re-engagement email, deal won → send invoice automation, manual deal creation → auto-populate from contact tags
• Lead probability scoring (0–100%) predicts close rate; combine with deal value for weighted forecasting (“60% prob × $5k deal = $3k pipeline value”); enables accurate revenue forecasting
• Internal linking: connect to Integrations guide (auto-route via Slack/email), Lead Scoring guide (use scores as routing conditions), SMS Sequences guide (stage-based text templates), and Contact Fields guide (custom pipeline metadata)

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What Is a GoHighLevel Pipeline? (And Why You Need One)

A pipeline is a visual workflow for selling. It organizes deals (or prospects) into stages that represent your sales process.

Traditional process (without pipeline):

• Sales rep keeps mental notes on where each deal stands
• Manager asks “Where are we with the Acme proposal?” and rep digs through email history
• Follow-ups are missed because there’s no reminder system
• Forecasting is a guessing game (no visibility into deal probability or value)

With GoHighLevel pipeline:

• Every deal has a stage (New Lead → Qualified → Proposal → Negotiation → Won)
• Manager sees the full board instantly—3 deals in Proposal, 5 in Qualification, 1 near closing
• Each stage has automated triggers: move to Proposal → send templated contract email; stay in Proposal >7 days → send “any questions?” follow-up
• Probability scoring shows likelihood of close: 40% likely deal = higher risk, 90% likely deal = near-certain revenue
• Reports auto-calculate weighted forecast: (deal value × probability) summed across all deals = realistic revenue prediction

Real-world example: An HVAC company with 20 active deals uses GoHighLevel pipelines. Each deal shows:

• Customer name, company, deal value ($2,500 average), close date
• Current stage (New Lead, Needs Survey, Survey Done, Proposal Sent, Awaiting Decision, Won, Lost)
• Days in stage (if it’s been in “Proposal Sent” for 10 days, it’s at risk)
• Assigned rep (Bob, Sarah, or Mike)
• Next action (automated: “Send follow-up email in 2 days if not moved”)

Monday morning: manager opens pipeline, sees $45,000 in active deals, 6 near close, 2 at risk of stall. Can forecast this week’s revenue with confidence. Without the pipeline, that visibility is invisible.

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7-Step Pipeline Setup (60 Minutes Total)

Step 1: Create a New Pipeline (5 minutes)

1. In GoHighLevel, go to Pipelines or Sales → “Pipelines” (or “Deals”)
2. Click “Create New Pipeline” or “Add Pipeline”
3. Name your pipeline:
   • E-commerce: “Product Sales Pipeline”
   • Service-based: “Client Projects Pipeline”
   • B2B SaaS: “Enterprise Sales Pipeline”
   • Real Estate: “Property Sales Pipeline”
   • General: “Main Sales Pipeline”
4. Add a description (optional): “Manages all inbound leads and sales deals”
5. Set currency (default: USD)
6. Click “Create”

GoHighLevel creates a blank pipeline ready for stages.

Step 2: Add Deal Stages (10 minutes)

Stages are the columns in your pipeline. Each deal moves left-to-right through stages.

Standard stage names (5-stage template; customize to your process):

Stage	Duration	Definition	Next Action
New Lead	0–3 days	Incoming contact, not yet qualified	Schedule discovery call
Qualified	3–7 days	Contact answered; needs match confirmed	Send proposal or quote
Proposal	7–14 days	Quote/proposal sent; waiting for decision	Follow-up email if silent >7 days
Negotiation	7–21 days	Customer has questions; terms being finalized	Overcome objections; close call
Won	Closed	Deal closed and won; invoice sent	Onboarding automation triggered

Alternative pipeline (if you prefer 7 stages):

1. New Lead (unqualified inbound)
2. Qualified (discovery call done)
3. Needs Assessment (scope/requirements documented)
4. Proposal (quote sent)
5. Negotiation (Q&A phase)
6. Close Pending (signature pending)
7. Won

To add stages in GoHighLevel:

1. In your new pipeline, click “Add Stage” or “New Stage”
2. Enter stage name: “New Lead”
3. Set stage order: 1 (stages auto-order left-to-right)
4. (Optional) Set expected duration: e.g., “3 days” (for forecasting aging deals)
5. Click “Save Stage”
6. Repeat for each stage

After adding all stages, your pipeline board looks like:

[New Lead] → [Qualified] → [Proposal] → [Negotiation] → [Won]
   (3)          (2)          (4)          (1)           (0)

Numbers in parentheses = deal count per stage (starts at 0).

Step 3: Configure Lead Routing (Round-Robin Assignment) (10 minutes)

Lead routing automatically assigns new deals to your sales team. Round-robin is fairest: new lead → assign to least-busy rep → next lead → next rep (cycles).

Setup:

1. In your pipeline settings, find “Lead Assignment” or “Auto-Assignment” or “Routing Rules”
2. Enable “Auto-assign new deals”: Toggle ON
3. Select assignment type:
   • Round-Robin (recommended): Each new deal goes to the next rep in rotation
   • Random: Assign randomly (less predictable, not recommended)
   • Custom rule: Assign based on rep’s current deal count (least busy gets it)
4. Add your team members:
   • Sarah (Account Manager)
   • Bob (Sales Rep)
   • Mike (Sales Rep)
   • (Add in order of rotation)
5. Save

Alternative: Custom Routing Rules (Advanced)

If you want to assign based on deal value or source:

1. Go to Routing Rules → “Create Rule”
2. Rule 1: “If deal value > $5,000, assign to Sarah (senior rep)”
   • Condition: Deal Value > $5,000
   • Action: Assign to Sarah
3. Rule 2: “If source is ‘Referral’, assign to Bob”
   • Condition: Source = “Referral”
   • Action: Assign to Bob
4. Rule 3: “Otherwise, round-robin”
   • Default: Round-robin to Sarah → Bob → Mike
5. Save

GoHighLevel evaluates rules top-to-bottom; first match wins.

Step 4: Create Stage-Based Automations (20 minutes)

Every time a deal moves into a stage, trigger automations. Examples:

Automation 1: New Deal in “New Lead” → Send Welcome Email + Slack Alert

1. Go to Automations (main menu)
2. Click “Create New” → “Pipeline-Based” (or find under Pipelines)
3. Name: “New Deal in Pipeline → Welcome Email + Slack”
4. Trigger: “Deal Created” or “New Deal in [Pipeline]” or “Move to Stage: New Lead”
5. Action 1: Send Email

   Subject: Welcome to [Your Company] — Let's Get Started
   
   Hi {{ContactFirstName}},
   
   Thanks for reaching out. We're excited to learn about your {{Company}} and discuss how we can help.
   
   Next step: I'll send you a brief questionnaire so we can understand your goals better.
   
   Talk soon,
   {{AssignedRep}}

6. Action 2: Post to Slack

   🔔 New Deal Alert
   Contact: {{ContactName}}
   Company: {{Company}}
   Deal Value: ${{DealValue}}
   Assigned to: {{RepName}}

7. Save

Automation 2: Move to “Proposal” → Send Proposal Email + Calendar Reminder

1. Create new automation: “Deal Moved to Proposal → Send Proposal Email”
2. Trigger: “Deal Stage Changed” → Stage = “Proposal”
3. Action 1: Send Email

   Subject: Your {{Company}} Proposal — Review & Questions?
   
   Hi {{ContactFirstName}},
   
   Per our conversation, I've attached your custom proposal for {{Project}}.
   
   Proposal Details:
   - Scope: {{ProposalScope}}
   - Investment: ${{DealValue}}
   - Timeline: {{Timeline}}
   
   Please review and let me know if you have any questions. I'm here to help.
   
   Available for a call: [Calendar Link]
   
   {{RepName}}

4. Action 2: Create Task
   • Task: “Follow up with {{ContactName}} if no response”
   • Due: +3 days (automatic 3-day reminder)
   • Assigned to: {{AssignedRep}}
5. Save

Automation 3: Deal Stalls >7 Days in Stage → Send Re-engagement Email

1. Create automation: “Stalled Deal Alert → Re-engagement”
2. Trigger: “Deal in Stage for X Days” → Stage = “Proposal”, Days ≥ 7
3. Action 1: Send Email

   Subject: {{ContactFirstName}} — Quick Question on Your Proposal
   
   Hi {{ContactFirstName}},
   
   Just checking in on the proposal I sent last week. Do you have any questions or concerns I can address?
   
   Happy to adjust scope, timeline, or investment to fit your needs better.
   
   Let's connect: [Calendar Link]
   
   {{RepName}}

4. Action 2: Post to Slack (alert manager)

   ⚠️ Stalled Deal Alert
   {{ContactName}} — {{DealValue}} deal in "{{Stage}}" for 7+ days
   Rep: {{RepName}}
   Action: Re-engagement email sent; follow-up call recommended

5. Save

Automation 4: Move to “Won” → Send Invoice + Onboarding Sequence

1. Create automation: “Deal Won → Invoice + Onboarding”
2. Trigger: “Deal Stage Changed” → Stage = “Won”
3. Action 1: Send Email (Invoice Template)

   Subject: Invoice: {{Company}} — {{Project}}
   
   Hi {{ContactFirstName}},
   
   Attached is your invoice for the {{Project}} engagement.
   
   Invoice #: {{InvoiceNumber}}
   Amount: ${{DealValue}}
   Due: {{InvoiceDueDate}}
   
   Payment link: [Stripe Link]
   
   Thank you for your business.
   {{CompanyName}}

4. Action 2: Add Tag: “Onboarding Started”
5. Action 3: Create Task (for onboarding team)
   • Task: “Onboard {{ContactName}} — send access credentials, schedule kickoff”
   • Due: +1 day
   • Assigned to: [Onboarding Manager]
6. Action 4: Trigger Automation Sequence
   • Select: “Client Onboarding Sequence” (5-email sequence over 14 days)
7. Save

These four automations handle the deal lifecycle. Add more as needed (lost deal → nurture sequence, etc.).

Step 5: Set Up Follow-Up Sequences (10 minutes)

A follow-up sequence is a series of emails sent automatically at intervals. Combined with pipeline stages, they ensure no deal falls through the cracks.

Create a 3-Email Follow-Up Sequence (for “Proposal” stage):

1. Go to Automations → “Create Sequence” or “New Campaign”
2. Name: “3-Email Proposal Follow-Up Sequence”
3. Trigger: “Deal Moved to Proposal”
4. Email 1 (Day 0 - Immediate):

   Subject: Your {{Company}} Proposal Is Ready
   
   Hi {{ContactFirstName}},
   
   Your custom proposal for {{Project}} is attached.
   
   Review it at your convenience and let me know if you have questions.
   
   {{RepName}}

5. Email 2 (Day 3):

   Subject: [FOLLOW-UP] Quick Question on Your Proposal
   
   Hi {{ContactFirstName}},
   
   Following up on the proposal I sent Monday. Have you had a chance to review?
   
   Happy to discuss any adjustments.
   
   {{RepName}}

6. Email 3 (Day 7):

   Subject: {{ContactFirstName}} — Let's Connect on Your Project
   
   Hi {{ContactFirstName}},
   
   I haven't heard back on the proposal. I want to make sure we're still on the same page.
   
   Can we schedule a quick 15-min call this week to discuss next steps?
   
   [Calendar Link]
   
   {{RepName}}

7. Save and Activate

Now whenever a deal enters “Proposal” stage, this sequence auto-runs: email today, email in 3 days, email in 7 days. No manual sending.

Step 6: Assign Team Members to Pipeline (5 minutes)

Team members need pipeline access so they can see deals, move stages, and update notes.

1. In pipeline settings, go to “Team Members” or “Permissions”
2. Add each rep:
   • Sarah (Owner - full access)
   • Bob (Manager - can create/edit deals)
   • Mike (Team Member - can only manage assigned deals)
3. Save

Each rep sees only the deals assigned to them (plus a manager view if they’re a Manager or Owner).

Step 7: Activate Reporting & Forecasting (5 minutes)

GoHighLevel’s pipeline reports show:

• Deal count per stage
• Total pipeline value (sum of all deal values)
• Weighted forecast (deal value × probability score)
• Aging deals (deals stuck in one stage for N+ days)

Enable pipeline reporting:

1. Go to Pipelines → “Reports” or “Analytics”
2. Enable “Pipeline Dashboard” toggle
3. Configure visible metrics:
   • ✅ Deal count per stage
   • ✅ Total pipeline value
   • ✅ Weighted forecast
   • ✅ Aging deals (>7 days in stage)
   • ✅ Win rate by rep (# won ÷ # created)
4. Save

Dashboard now shows real-time pipeline health. Manager can forecast revenue: “We have $75,000 in active deals; assuming 60% close rate, expect $45,000 revenue this month.”

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5 Ready-to-Deploy Automation Templates

Template 1: Auto-Route New Leads Based on Rep Availability

Problem: Sales reps get overloaded unevenly. Some have 10 active deals, others have 3.

Solution: New deals auto-assign to the rep with the fewest active deals.

Setup:

1. Create automation: “Smart Lead Routing by Rep Workload”
2. Trigger: “New Deal Created” or “New Contact Tagged ‘sales-lead’”
3. Action: “Assign to Team Member”
   • Assignment type: “Least Busy” or “Lowest Deal Count”
   • Available reps: Sarah, Bob, Mike
   • Conditions: Only assign if not already assigned
4. Save

Result: New lead → automatically goes to whoever has room. Workload stays balanced.

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Template 2: Lead Score → Auto-Tag & Re-Route High-Value Deals

Problem: Low-value deals (small contracts) and high-value deals (large accounts) need different handling. You want high-value deals assigned to your most experienced rep.

Solution: Contacts with high lead scores auto-tag and route to senior rep.

Setup:

1. Create automation: “High-Value Lead → Senior Rep Assignment”
2. Trigger: “Contact Updated” (when lead score changes)
3. Condition: IF Lead Score ≥ 80
4. Action 1: “Add Tag”: “High-Value Lead”
5. Action 2: “Update Deal”
   • If deal exists for this contact, reassign to: Sarah (senior rep)
   • If no deal exists, create new deal → assign to Sarah
6. Save

Result: A contact with lead score 85 (high likelihood of purchase) is instantly flagged and assigned to your best rep. Lower-score contacts (40–60) go to junior reps for qualification.

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Template 3: Deal Value Triggers → Auto-Apply Discount or Approval Rules

Problem: Sales reps can offer discounts, but you want approval for deals over $10,000 or special terms.

Solution: High-value deals trigger an approval workflow.

Setup:

1. Create automation: “Deal Value >$10k → Manager Approval Required”
2. Trigger: “Deal Created” or “Deal Value Updated”
3. Condition: IF Deal Value > $10,000
4. Action 1: “Send Email” (to manager)

   Subject: Approval Needed — High-Value Deal: {{ContactName}}
   
   A deal over $10,000 requires your approval.
   
   Deal: {{DealValue}} ({{ContactName}})
   Rep: {{RepName}}
   
   Approve/Reject: [Link]

5. Action 2: “Add Tag”: “Manager Approval Pending”
6. Action 3 (conditional on approval): “Unlock Stage Progression” (rep can only move to Proposal after manager approves)
7. Save

Result: High-value deals get a quality gate. Reps can’t agree to bad terms without oversight.

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Template 4: Auto-Generate Deal from Contact Tag + Populate Custom Fields

Problem: You receive inbound leads via form, email, or Zapier. Manually creating deals is slow.

Solution: Contacts tagged “sales-qualified” auto-create a deal with pre-populated fields.

Setup:

1. Create automation: “Contact Tagged ‘sales-qualified’ → Auto-Create Deal”
2. Trigger: “Tag Added to Contact” → Tag = “sales-qualified”
3. Action 1: “Create Deal”
   • Deal name: {{ContactName}} — {{Company}}
   • Deal value: {{CustomField_EstimatedBudget}} (or default $2,500)
   • Stage: New Lead
   • Owner: {{AssignedRep}} (inherit from contact)
   • Close date: +30 days (default)
4. Action 2: “Update Deal” (custom fields)
   • Industry: {{CustomField_Industry}}
   • Deal type: {{CustomField_ProjectType}}
   • Decision maker: {{ContactName}}
5. Save

Result: Qualifying a contact (add “sales-qualified” tag) instantly creates a deal with context. No manual deal creation.

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Template 5: Stalled Deal Detection + Nurture Sequence

Problem: Some deals sit in “Proposal” for weeks without action. Reps forget to follow up. They go stale and die.

Solution: Stalled deals trigger automated re-engagement; if no response in 5 days, escalate to manager.

Setup:

1. Create automation: “Deal Stalled >5 Days → Re-engagement + Manager Alert”
2. Trigger: “Deal in Stage for 5+ Days” → Stage = “Proposal”
3. Action 1: “Send Email” (to contact)

   Subject: {{ContactFirstName}} — Checking In on Your Project
   
   Hi {{ContactFirstName}},
   
   I wanted to touch base on the proposal we discussed. Do you have questions or need adjustments?
   
   I'm here to help make this work for {{Company}}.
   
   [Calendar Link]
   
   {{RepName}}

4. Action 2: “Send Email” (to manager)

   Subject: Alert — Deal at Risk: {{DealName}}
   
   {{RepName}}'s deal with {{ContactName}} ({{DealValue}}) has been in "Proposal" for 5+ days.
   
   Rep notified; escalating to you for visibility.

5. Action 3: “Create Task” (for rep)
   • Task: “Call {{ContactName}} — close or disqualify”
   • Due: +2 days (manager override: auto-escalate if not completed)
6. Save

Result: No deal gets forgotten. Stalled deals get attention within 5 days. Reps and managers stay aligned.

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Deal Probability Scoring & Revenue Forecasting

Probability scoring answers: “What’s the likelihood this deal closes?”

Every deal gets a probability score (0–100%). This score predicts close likelihood. Combined with deal value, it produces a weighted forecast.

Formula:

Weighted Deal Value = Deal Value × (Probability / 100)
Total Forecast = SUM(Weighted Deal Value for all deals in Proposal + Negotiation stages)

Example:

Deal 1: $10,000 deal, 80% probability = $8,000 weighted value
Deal 2: $5,000 deal, 40% probability = $2,000 weighted value
Deal 3: $15,000 deal, 90% probability = $13,500 weighted value

Total Pipeline (unweighted) = $30,000
Total Forecast (weighted by probability) = $23,500

"We have $30k in active deals, but realistically expect $23.5k based on deal health."

How to set probability in GoHighLevel:

1. Go to deal details
2. Find field: “Probability” or “Close Likelihood” (percentage)
3. Set based on deal maturity:
   • New Lead (just qualified): 20–30%
   • Proposal sent: 40–60%
   • Negotiation (near close): 70–90%
   • Almost won: 95%+
4. Save

Use cases:

• Manager forecasting: “What revenue should I expect this month?” Answer: weighted forecast
• Rep accountability: Reps with lots of low-probability deals (many 30–40% scores) aren’t qualifying well
• Resource planning: If forecast is $50k and you need $80k, you need more leads or better qualification

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Common Issues & Troubleshooting

Issue	Cause	Solution
New deal doesn’t auto-assign	Routing rules disabled or no team members added	Go to Pipeline Settings → enable “Auto-assign” → add team members
Automations not triggering	Trigger condition not met OR automation not activated	Verify trigger matches deal action (e.g., “New Deal” vs “Move to Stage”); check automation is “On”
Follow-up emails not sending	Sequence paused OR contact email invalid	Verify sequence is active; check contact has valid email in CRM
Deal probability doesn’t recalculate	Probability field not configured OR stage-based auto-probability disabled	Add probability field to deal; optionally enable auto-probability by stage
Forecast numbers wrong	Includes won/lost deals OR manual override set	Filter to “Open” deals only; reset probability to auto-calculate
Slack notifications not posting	Slack integration disconnected OR channel doesn’t exist	Reconnect Slack in Settings → Integrations; verify channel name in automation
Rep sees other reps’ deals	Permissions set too broadly OR deal not properly assigned	Go to Pipeline → Team Members; set each rep to “View Own Deals Only” (not “All Deals”)

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Advanced: Multi-Pipeline Setup (Sales + Project Tracking)

Large teams often need two pipelines:

1. Sales Pipeline (above): Tracks deals from lead → close
2. Project Pipeline: Tracks project delivery once deal is won

Example: HVAC company

• Sales Pipeline: New quote → quote approved → scheduled → job completed
• Project Pipeline (separate): Job scheduled → technician assigned → work in progress → invoiced → completed

Setup:

1. Create second pipeline: “Project Delivery Pipeline”
2. Add stages: Scheduled, In Progress, Invoiced, Completed
3. On “Deal Won” automation, create a Project in the Project pipeline (trigger Project Pipeline creation)
4. Project team sees only their pipeline; sales team sees only Sales Pipeline

This separation keeps concerns clear: sales team owns Sales Pipeline, delivery team owns Project Pipeline.

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Integration Opportunities (Cross-Skill Links)

• GoHighLevel Integrations Guide: Connect pipelines to Slack, Google Sheets, Zapier to auto-sync deals with external tools
• Lead Scoring Guide: Use lead scores to trigger auto-routing and probability updates
• SMS Sequences Guide: Stage-based text campaigns (send follow-up texts at day 3, 7, 10 in Proposal stage)
• Contact Fields Guide: Create custom fields for deal metadata (estimated budget, industry, decision-maker count)
• Email Automation Guide: Build stage-specific email sequences that auto-send on stage change

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Conclusion

A GoHighLevel pipeline transforms sales from chaos to clarity. Instead of scattered email follow-ups and forgotten deals, you have:

• Visual pipeline: Every deal visible at a glance
• Automated routing: Fair, balanced rep workload
• Stage-based actions: Follow-ups trigger automatically
• Probability scoring: Realistic revenue forecasts
• Team alignment: Everyone sees the same deal status

Setup takes 60 minutes. Ongoing management is minimal—automations run hands-free.

By the end of week 1, your team stops asking “Did we follow up with them?” and starts asking “When are they closing?”

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Ready to Automate Your Sales Process?

Start your GoHighLevel free trial today and build your first pipeline in 30 minutes.

Get Started with GoHighLevel Pipelines

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Frequently Asked Questions

Q: Can I use pipelines for project tracking (not just sales)?

A: Yes. Create a separate “Project Pipeline” with stages: Not Started, In Progress, In Review, Completed. Trigger project creation when a deal is won.

Q: What happens if a deal is in “Proposal” for 60+ days?

A: It’s aged. Use the “Deal in Stage for X Days” automation to flag stalled deals and send re-engagement emails or escalate to manager.

Q: Can multiple team members own the same deal?

A: No. GoHighLevel assigns deals to one owner. For collaboration, use notes and task assignments for secondary contributors.

Q: How do I forecast revenue from pipelines?

A: Use the weighted forecast: (Deal Value × Probability%) summed across all open deals. Filter by stage or rep for detailed forecasts.

Q: What if a customer wants to pay half now, half later?

A: Create one deal per payment. Or create a custom field “Payment Schedule” to track installments within one deal record.

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