Sales pipeline CRM with a Kanban lead board

What is a sales pipeline in a CRM?

A sales pipeline in a CRM is the sequence of stages an inquiry goes through from first contact to payment, plus a screen that shows how many inquiries sit at each stage. In 95sales the pipeline is a Kanban board: columns are stages, cards are leads. You drag a card with a mouse or a finger. The stage changes instantly, and the move is recorded in the activity timeline.

The default stages are built for centers that admit patients for a stay:

How a pipeline works in general and how to choose stages for your business is covered in our guide to the sales funnel: stages and how to build one.

What's inside a lead card

The lead card puts everything you know about an inquiry on one screen. Front-desk staff don't have to scroll through messengers and call recordings.

• First-call questionnaire. For medical centers: patient, age, diagnosis, mobility, swallowing, speech, who makes the decision, budget, who referred them. The admin works through the fields and doesn't miss a key question. Agencies get their own questionnaire with no medical fields.
• Activity timeline. Calls, comments, stage changes, tasks and documents in one chronological feed.
• Source and business. Where the inquiry came from (ads, organic, a referrer) and which business (brand) it belongs to. More on the ad attribution page.
• Several phones and the city. Relatives' numbers go into "More phones", so a call from any of them lands in the same history. The lead's city comes from the number, the website page, the call or the form.
• Merging duplicates. Two records of the same person merge into one: calls, comments, tasks, documents and phones move to the record you keep.
• AI call score. An "AI 85" badge, lead temperature and the next step from the AI call analysis. AI also fills empty fields from the call, such as the caller's name, who they are to the patient and the city.
• Book an appointment. In clinics, the sales team books a visit straight from the lead record. See appointments.
• Quick tasks. "Call back tomorrow at 10:00" takes two clicks and lands in the planner.

Loss reasons: why track them

The CRM asks for a loss reason when a lead moves to Lost, and you pick it from a list instead of typing free text. That's why lost deals add up to a clear picture in analytics: "too expensive", "chose another center", "couldn't reach them", "not our profile". Each company sets up its own list of reasons.

Say a third of a rehab center's lost leads are "no places available". That's not a sales problem. It's a reason to look at bed occupancy and the Waiting for a place stage.

How managers should read the pipeline

For a manager, the pipeline answers three questions: how much money is in play, where inquiries get stuck and which salesperson is losing them. Above the board you see the pipeline total and the conversion rate for the period. Each column shows its card count and total, and each card shows how many days it has been in its current stage.

• Many cards in New for more than a day. Staff can't keep up with callbacks. Check missed calls.
• A pile-up in Consultation. People hesitate after the conversation. Look at the call analysis and the suggested next step.
• More losses with the same reason. The problem isn't the salesperson. It's the price, the service or the ads.

Filters by business, location and manager let you compare team pipelines without exporting to spreadsheets.

Old database archive: leads that come back on their own

The lead archive keeps the database from your previous CRM or spreadsheets separate from the working pipeline. Archived cards don't clutter the Kanban or slow it down; you reach them through search only. If someone from the archive calls again or submits a new inquiry, the CRM matches them by phone number and puts the card back into play with its full history. Our team handles the migration of your old database. See data import for details.

Who it's for and what it solves

Bulk actions matter for managers. In the lead list you can select several cards and change their stage, reassign them, add a "call back" task or export them in one go. That's handy when a salesperson goes on vacation.

How to get started with the pipeline

1. In a demo, we go through your sales stages and loss reasons.
2. Our team sets up the stages, the questionnaire and the list of loss reasons.
3. We migrate your old database: active inquiries go to the pipeline, the rest to the archive.
4. We connect web form leads and telephony so cards are created automatically.
5. Staff get roles: a salesperson sees their own leads, the head of sales sees everyone's.

Launch with data migration takes 1 day.