Sales Pipeline Review

What it does

Reviews every open deal or quote, classifies each one using simple rules, adds up the value at risk in AUD, and gives you a short action list you can read in 90 seconds. It also tells you which deals need nothing today, so you do not waste time on them.

When to use it

• Monday morning pipeline check, or daily if you have many open quotes.
• Before a sales meeting or month-end forecast.
• When revenue is below target and you want to know where it is leaking.

What you need

• Required: a list of open deals or quotes with, at minimum: name, company, stage, value, and date of last contact. A CSV export, a spreadsheet or a pasted table all work.
• Helpful: next step and its date, notes on the last contact, owner, and expected close date. Say whether values include GST.
• Optional connectors, if you already use them: HubSpot, Pipedrive, Salesforce, Zoho CRM, Attio or monday.com to pull deals, and Xero, MYOB or QuickBooks to see which customers are already buying. None is required.

Steps for Claude

1. Check the data: list any deal missing a value, stage or last-contact date. Confirm all values are in AUD and on the same GST basis.
2. Classify each deal using these default rules, which the user can change:
   • Stalled: no contact of any kind for 21 days or more (14 days if the value is in the top quarter of the list).
   • At risk: contact dropped off after an active period, a scheduled next step was missed, or the customer went quiet after receiving a quote or proposal.
   • On track: regular contact and a dated next step.
   • Upsell ready: an existing customer showing signs of wanting more (new contacts, more usage, or an upsell mentioned in notes).
3. Total the value of stalled and at-risk deals.
4. For each stalled and at-risk deal, write one specific action. Say "send a three-line email referring to the delivery date question from the last call", not "follow up".
5. Keep each deal entry to three lines or fewer.

Output format

• Pipeline health: one sentence with counts for each group and the AUD value at risk.
• Stalled, act today: deal, company, stage, value, days since last contact, what happened last, action.
• At risk, watch closely: deal, why at risk, action within 48 hours.
• Upsell ready: account, signal, suggested offer.
• No action needed today: the on-track deals in one list.
• Data gaps: deals that could not be classified and why.

Australian rules and sources

• Follow-up emails and SMS. Any marketing follow-up must meet the Spam Act rules: consent, clear sender details and a working unsubscribe honoured within 5 working days. ACMA: https://www.acma.gov.au/avoid-sending-spam
• Honest follow-ups. Do not invent deadlines, stock shortages or discounts to create urgency. ACCC: https://www.accc.gov.au/business/advertising-and-promotions/false-or-misleading-claims
• Customer data. CRM exports hold personal information. Check whether the Privacy Act covers your business: https://www.oaic.gov.au/privacy/privacy-guidance-for-organisations-and-government-agencies/organisations/small-business . Before uploading, remove columns you do not need, such as personal phone numbers or notes about individuals, in line with OAIC guidance on AI tools: https://www.oaic.gov.au/privacy/privacy-guidance-for-organisations-and-government-agencies/guidance-on-privacy-and-the-use-of-commercially-available-ai-products

Limits

The review depends on your CRM being up to date. A deal with no logged activity may simply have unlogged calls. This is not a sales forecast and should not be used for lending or investor reporting without checking.

Example requests

1. "Here's my HubSpot deals export. Run the pipeline review and tell me what to do today."
2. "These are our 23 open quotes from the job management system. Which ones are going cold?"
3. "Run the weekly pipeline check, but use 10 days as stalled because our sales cycle is short."