Sales Pipeline Stages with Automated Campaigns
TL;DR: Manual follow-up means lost sales. This guide shows you how to set up pipeline stages (New Lead → Quote Sent → Follow-Up → Won) and link automated campaigns to each stage so leads get contacted at the right time, automatically.
The Manual Follow-Up Problem
You send a quote. Customer says they'll "think about it". You write it down somewhere. Then you forget to follow up because you got busy. Meanwhile, your competitor sent them three messages and got the job.
What Happens Without Automation:
- • You forget to follow up with leads who said "maybe later"
- • Some leads get 5 messages, others get none (inconsistent)
- • You chase people at the wrong time (too soon or too late)
- • Lost sales because someone else stayed top-of-mind
- • Wasted time manually tracking who needs a follow-up
This is where pipeline stages with automated campaigns come in. Here's how it works.
What is a Sales Pipeline?
A sales pipeline is your step-by-step sales process. Each lead moves through stages:
Step 1: Link Campaigns to Each Stage (5 Minutes)
Here's the powerful part: you link an automated campaign to each pipeline stage. When you move a lead to that stage, the campaign runs automatically.
Example: Window Cleaning Business
Step 2: Move Leads Through Stages (Drag & Drop)
You just drag a lead from one stage to the next. The linked campaign runs automatically. No manual work.
Real Example (Landscaper):
Monday: New enquiry comes in. You move them to "New Lead" stage. → Welcome email sent automatically.
Tuesday: You send quote, drag to "Quote Sent" stage. → System waits 3 days.
Friday: Automated SMS goes out: "Hi, any questions about the quote?"
Saturday: Customer replies yes, you move to "Negotiating". → Telegram message with project photos sent.
Monday: They book! Drag to "Won". → Thank you email + review request sent.
You moved them 4 times. System sent 5 messages at perfect timing. Zero manual work.
The Results
Never Forget Follow-Up
Every lead gets contacted at the right time, automatically. No more lost opportunities.
Higher Conversion
Consistent follow-up = more quotes becoming jobs. One landscaper went from 30% to 52%.
Save Time
Set it up once, runs forever. No manual message sending or tracking who needs what.
Track What Works
See which campaigns get responses. See where leads drop off. Fix it.
How to Set It Up in XIFY
Tips for Better Results
1. Don't Overwhelm Them
Space out messages. One every 2-3 days is plenty. Top-of-mind, not annoying.
2. Use Different Channels
First contact: Email (professional). Follow-up: SMS (personal). Final push: Telegram with photos (visual).
3. Add Value Each Time
Don't just say "Have you decided?" Share a review, show recent work, offer seasonal discount.
4. Track What Works
XIFY shows which campaigns get responses. Low open rates? Try different subject line.
Common Pipeline Template for Trade Businesses
- New Lead → Welcome campaign
- Quote Sent → Follow-up campaign (wait 2-3 days)
- Negotiating → Social proof campaign (reviews, photos)
- Won → Thank you + review request
- Lost → Re-engagement campaign (6 months later)
Bottom Line
You can't manually follow up with every lead perfectly. You'll forget people or get too busy.
Pipeline stages with automated campaigns solve this. Every lead gets the right message at the right time, automatically. You just move them through stages.
More follow-ups = more conversions = more money. Simple.
