What are our HubSpot deal pipelines and when do we use them?
Every opportunity to earn revenue at Vye, from a new prospect to a five-hour support request, gets logged as a deal in HubSpot. Each pipeline tracks a different kind of opportunity. Logging deals in the right pipeline at the right time keeps our forecasting accurate and protects commission and referral payouts. It also gives leadership a true picture of what’s coming in.
This article covers what each pipeline is for, when to log a deal, and how to choose a pipeline when an opportunity could fit more than one.
Our pipelines at a glance
| Pipeline | What it tracks | Use it when | Primary owner |
|---|---|---|---|
| New Client Pipeline | Net-new business from companies that aren’t current Vye clients | A prospect is evaluating Vye for the first time | Sales |
| Billable Support | Hourly, out-of-scope work for current clients that’s too small for its own project (BMISC or support blocks) | A client asks for work outside their scope and it will be billed hourly or as a support block | AM / PM |
| Current Client Opportunities Pipeline | New scopes, upsells, and cross-sells of Vye services for active clients | A current client has a need that would become a new or expanded scope | AM |
| Development Pipeline | Website and development projects, such as builds, redesigns, integrations, and custom tools | The opportunity is primarily a web or dev project, for a new or current client | AM (current clients) / Sales (new) |
| Client Renewals | Renewal of an existing partnership, retainer, or recurring agreement | An existing agreement is approaching its end or renewal date | AM |
| Referral Program | Opportunities referred to Vye by clients, partners, or contacts, so referral source and payout are tracked | Someone outside Vye introduces a prospect or opportunity | AM/Sales |
| HubSpot Shared Selling Pipeline | HubSpot software opportunities (new licenses, hub upgrades, seats), registered with HubSpot as shared deals | A client or prospect could buy or upgrade any HubSpot product | AM / Sales |
When to log a deal
The rule: Log the deal at the first conversation where a specific, nameable opportunity exists. Don’t wait for budget, buy-in, or a scope.
A specific opportunity exists when a client or prospect names a need Vye could scope, or when you raise one and they agree to keep talking about it. A deal that sits early in the pipeline costs nothing. An unlogged opportunity disappears from forecasting, and for HubSpot software it can cost Vye commission.
| Pipeline | Log the deal when… |
|---|---|
| New Client Pipeline | A prospect agrees to a first discovery conversation, or replies to outreach with interest in a specific service. |
| Billable Support | A client requests out-of-scope work that’s estimated to need client approval before it starts. Quick BMISC requests under that threshold are tracked in Teamwork only and don’t need a deal. |
| Current Client Opportunities Pipeline | A client names a need outside their current scope, or agrees to hear a recommendation from you. Log it at the conversation, not when you start the scope. |
| Development Pipeline | A client or prospect first discusses a site build, redesign, migration, integration, or custom tool, even if timing is undecided. |
| Client Renewals | 90 days before the agreement’s end or renewal date, whether or not the renewal conversation has started. |
| Referral Program | The referral introduction is made, before the first meeting with the referred contact. |
| HubSpot Shared Selling Pipeline | At the very first outreach about any HubSpot product. Registering early establishes Vye’s ownership with HubSpot. |
Keep deals current: Every open deal must have a close date in the future and a next step noted on the record. If a deal has neither, update it or move it to closed lost. This is what keeps an early-logging rule from filling the pipeline with stale deals.
Which pipeline when an opportunity fits more than one
Each opportunity gets one deal in one pipeline. If an opportunity fits more than one pipeline, use the first match in this order:
- HubSpot software goes in HubSpot Shared Selling. If Vye services are sold alongside it, such as onboarding, log those services as a separate deal.
- Renewal of an existing agreement goes in Client Renewals, even if the renewal includes added scope.
- Primarily web or dev work goes in the Development Pipeline.
- Came from an outside referral goes in the Referral Program.
- Everything else goes in New Client (prospects), Current Client Opportunities (active clients), or Billable Support (small hourly work).