How we manage our sales pipeline in Notion

How we manage our sales pipeline in Notion

At Starfox Analytics, efficiency and transparency are at the heart of our organization. Today, I'm taking you behind the scenes of our sales pipeline, managed entirely in Notion. A simple, structured, automated system for tracking all our sales opportunities and maximizing our impact.

A structured, centralized pipeline in Notion

It all starts with a Notion database listing all our business opportunities. It's not just a list: we have a dozen or so filtered views that give us a quick and efficient reading of the state of our deal flow.

For example, the "Hot Deals" view enables us to immediately identify which opportunities need to be relaunched as a priority, based on several criteria:

• Lead time (time elapsed between qualification and closing),
• Touch Time (time since last interaction at each step),
• Customer budget (total amount of the opportunity)
• Opportunity tracker that analyzes our historical data to suggest whether an opportunity should be accelerated, relaunched or abandoned.

A collaborative, automated system

Every consultant at Starfox Analytics can create and track their own sales opportunities, whether it's a prospect or an existing customer.

One card = one sales opportunity

Each opportunity has around 25 properties (Name, Company, Source, Type of assignment, Status, etc.), but the consultant only needs to fill in a few essential fields. The rest is automated:

• Dynamically updated qualification dates,
• Evolving status,
• IA-generated opportunity summary,
• Automatic verification of payment deadlines,
• Calculation of employee bonuses according to internal scale.

Our opportunities database is also linked to the Notion "Missions", "Partners", "Companies" and "Contacts" databases, giving us a complete overview of business interactions.

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Lead qualification and automatic generation of opportunity files

Good qualification is essential to guarantee the relevance of our deals. To achieve this, we have set up a structured process:

• Recording and transcription of qualification calls using specialized tools.
• List of standardized questions to ensure that all key criteria are covered.
• Automatic filling of opportunity sheets via an AI prompt, generating the sections :
  • Context of need,
  • Objectives & success criteria,
  • Scope of the mission,
  • Sales proposal,
  • Points of attention and negotiation (e.g. payment terms, contractual conditions, etc.).

We have also integrated a table to help our consultants create fixed-price quotations, enabling them to quickly structure their offers.

Finally, Notion card comments are used as a "status update", as they all have a timestamp, enabling us to trace all the stages, dates and discussion history of a deal.

Towards CRM integration with Pipedrive

While Notion is our backbone today, we're planning to go even further with the integration of a Pipedrive CRM. Our aim?

• Better structure our interactions with contacts, customers and partners,
• Offer even closer monitoring of discussions and negotiations,
• Create perfect synchronization with our Notion database for seamless management.

The future of Starfox's commercial pipeline

This system already enables us to be efficient, responsive and transparent, while giving each consultant the autonomy to manage his or her own opportunities. But we see even further ahead:

• Make greater use of AI to analyze our opportunities and recommend the best consultant profiles for each assignment.
• Improve our deal prioritization algorithms to optimize our chances of conversion.

At Starfox Analytics, every evolution brings us closer to smoother, smarter, more efficient sales management. And that's just the beginning! 🚀