botserver/docs/src/chapter-06-gbdialog/templates/sales-pipeline.md

Sales Pipeline Template

The sales pipeline template provides a complete CRM (Customer Relationship Management) system for managing deals, tracking opportunities through sales stages, and generating revenue forecasts.

Topic: Sales Pipeline & Deal Management

This template is perfect for:

• Sales teams tracking deals
• Revenue forecasting
• Pipeline management
• Win/loss analysis
• Sales performance reporting

The Code

ADD TOOL "create-deal"
ADD TOOL "update-stage"
ADD TOOL "list-deals"
ADD TOOL "deal-details"
ADD TOOL "pipeline-report"
ADD TOOL "forecast-revenue"

USE KB "sales-pipeline.gbkb"

SET CONTEXT "sales pipeline" AS "You are a sales assistant helping manage the sales pipeline. Help with creating new deals, updating deal stages, viewing pipeline status, generating sales forecasts, and analyzing win/loss rates."

CLEAR SUGGESTIONS

ADD SUGGESTION "newdeal" AS "Create a new deal"
ADD SUGGESTION "pipeline" AS "Show my pipeline"
ADD SUGGESTION "update" AS "Update a deal stage"
ADD SUGGESTION "forecast" AS "View sales forecast"
ADD SUGGESTION "report" AS "Generate pipeline report"

BEGIN TALK
**Sales Pipeline Manager**

I can help you with:
• Create new deals and opportunities
• View and manage your pipeline
• Update deal stages
• Generate sales forecasts
• Pipeline analytics and reports
• Track win/loss rates

Select an option or tell me what you need.
END TALK

BEGIN SYSTEM PROMPT
You are a sales pipeline assistant.

Pipeline stages:
- Lead: Initial contact, not qualified
- Qualified: Budget, authority, need, timeline confirmed
- Proposal: Quote sent
- Negotiation: Active discussions
- Closed Won: Successfully closed
- Closed Lost: Lost or no decision

Always encourage sales reps and provide actionable insights.
Confirm changes before saving.
Use currency format for amounts.
END SYSTEM PROMPT

Sample Dialogs

These conversations show how the sales pipeline template works in real-world scenarios.

Dialog 1: Creating a New Deal

💼

Sales Pipeline

online

Today

Sales Pipeline

Sales Pipeline Manager

I can help you with:

• Create new deals and opportunities
• View and manage your pipeline
• Update deal stages
• Generate sales forecasts

09:00

I want to add a new deal

09:01

Great! Let's create a new deal. 🎯

What's the company name?

09:01

Acme Corporation

09:02

Got it. What's the deal value?

09:02

$50,000

09:02

What's the expected close date?

09:02

End of March

09:03

✅ Deal Created!

🏢 Company: Acme Corporation

💰 Value: $50,000

📅 Expected Close: March 31, 2025

📊 Stage: Lead

🎫 Deal ID: DEAL-2025-0142

Good luck! 🍀 Keep me updated on the progress.

09:03

Dialog 2: Viewing Pipeline

💼

Sales Pipeline

online

Show my pipeline

14:00

📊 Your Sales Pipeline

🔵 Lead (3 deals - $85,000)

• Acme Corp - $50,000

• TechStart Inc - $25,000

• Global Ltd - $10,000

🟡 Qualified (2 deals - $120,000)

• MegaCorp - $80,000

• Innovate Co - $40,000

🟠 Proposal (1 deal - $65,000)

• Enterprise Solutions - $65,000

🔴 Negotiation (1 deal - $150,000)

• BigClient Inc - $150,000 ⭐

Total Pipeline: $420,000

Weighted Forecast: $178,500

14:00

Dialog 3: Update Deal Stage

💼

Sales Pipeline

online

Move Acme Corp to Qualified

16:30

🎯 BANT Qualification Checklist:

Before moving to Qualified, please confirm:

✅ Budget: Do they have budget approved?

✅ Authority: Are you speaking with a decision maker?

✅ Need: Is there a clear business need?

✅ Timeline: Do they have a timeline for purchase?

Have all these been confirmed?

16:30

Yes, all confirmed

16:31

✅ Deal Updated!

🏢 Acme Corporation

📊 Lead → Qualified

💰 $50,000

Great progress! 🎉 Next step: Send a proposal.

Win probability increased to 40%.

16:31

Dialog 4: Revenue Forecast

💼

Sales Pipeline

online

What's my forecast for this quarter?

10:00

📈 Q1 2025 Revenue Forecast

By Stage:

• Negotiation (80%): $120,000

• Proposal (50%): $32,500

• Qualified (40%): $48,000

• Lead (20%): $17,000

Weighted Forecast: $217,500

Best Case: $420,000

Committed: $150,000

Quota: $200,000

Attainment: 109% (forecasted)

🎯 You're on track to exceed quota! Focus on closing the BigClient deal to lock in your numbers.

10:00

Keywords Used

Keyword	Purpose
ADD TOOL	Register pipeline management tools
USE KB	Load sales methodology knowledge base
SET CONTEXT	Define sales assistant behavior
ADD SUGGESTION	Create quick action buttons
BEGIN TALK	Welcome message with options
BEGIN SYSTEM PROMPT	Sales stage definitions and guidelines

Pipeline Stages

Stage	Win Probability	Description
Lead	20%	Initial contact, not yet qualified
Qualified	40%	BANT criteria confirmed
Proposal	50%	Quote or proposal sent
Negotiation	80%	Active deal discussions
Closed Won	100%	Deal successfully closed
Closed Lost	0%	Deal lost or abandoned

Template Structure

sales-pipeline.gbai/
├── sales-pipeline.gbdialog/
│   ├── start.bas           # Main entry point
│   ├── create-deal.bas     # New deal creation
│   ├── update-stage.bas    # Stage progression
│   ├── list-deals.bas      # Pipeline view
│   ├── deal-details.bas    # Individual deal info
│   ├── pipeline-report.bas # Analytics reports
│   └── forecast-revenue.bas # Revenue forecasting
├── sales-pipeline.gbdrive/
│   └── templates/          # Proposal templates
├── sales-pipeline.gbkb/
│   └── sales-methodology.md # Sales best practices
└── sales-pipeline.gbot/
    └── config.csv          # Bot configuration

Create Deal Tool: create-deal.bas

PARAM company AS STRING LIKE "Acme Corp" DESCRIPTION "Company or account name"
PARAM value AS NUMBER LIKE 50000 DESCRIPTION "Deal value in dollars"
PARAM close_date AS DATE LIKE "2025-03-31" DESCRIPTION "Expected close date"
PARAM contact AS STRING DESCRIPTION "Primary contact name" OPTIONAL
PARAM notes AS STRING DESCRIPTION "Deal notes" OPTIONAL

DESCRIPTION "Create a new deal in the sales pipeline"

' Generate deal ID
dealId = "DEAL-" + FORMAT(NOW(), "YYYY") + "-" + FORMAT(RANDOM(1000, 9999))

' Get sales rep info
salesRep = USERNAME
salesRepEmail = FROM

' Create deal record
WITH deal
    id = dealId
    company = company
    value = value
    expected_close = close_date
    contact_name = contact
    notes = notes
    stage = "lead"
    probability = 20
    owner = salesRep
    owner_email = salesRepEmail
    created_at = NOW()
    updated_at = NOW()
END WITH

SAVE "deals.csv", deal

' Log activity
WITH activity
    deal_id = dealId
    type = "created"
    description = "Deal created with value $" + FORMAT(value, "#,##0")
    user = salesRep
    timestamp = NOW()
END WITH

SAVE "deal_activities.csv", activity

TALK "✅ **Deal Created!**"
TALK "🏢 **Company:** " + company
TALK "💰 **Value:** $" + FORMAT(value, "#,##0")
TALK "📅 **Expected Close:** " + FORMAT(close_date, "MMMM DD, YYYY")
TALK "📊 **Stage:** Lead"
TALK "🎫 **Deal ID:** " + dealId
TALK ""
TALK "Good luck! 🍀"

RETURN dealId

Update Stage Tool: update-stage.bas

PARAM deal_id AS STRING LIKE "DEAL-2025-0142" DESCRIPTION "Deal ID or company name"
PARAM new_stage AS STRING LIKE "qualified" DESCRIPTION "New stage: lead, qualified, proposal, negotiation, closed_won, closed_lost"
PARAM reason AS STRING DESCRIPTION "Reason for stage change" OPTIONAL

DESCRIPTION "Update the stage of a deal in the pipeline"

' Find deal
deal = FIND "deals.csv", "id = '" + deal_id + "' OR LOWER(company) LIKE '%" + LOWER(deal_id) + "%'"

IF NOT deal THEN
    TALK "Deal not found. Please check the deal ID or company name."
    RETURN NULL
END IF

old_stage = deal.stage
new_stage_lower = LOWER(new_stage)

' Set probability based on stage
SELECT CASE new_stage_lower
    CASE "lead"
        probability = 20
    CASE "qualified"
        probability = 40
    CASE "proposal"
        probability = 50
    CASE "negotiation"
        probability = 80
    CASE "closed_won"
        probability = 100
    CASE "closed_lost"
        probability = 0
END SELECT

' Update deal
deal.stage = new_stage_lower
deal.probability = probability
deal.updated_at = NOW()

IF new_stage_lower = "closed_won" THEN
    deal.closed_date = NOW()
    deal.closed_value = deal.value
ELSE IF new_stage_lower = "closed_lost" THEN
    deal.closed_date = NOW()
    deal.lost_reason = reason
END IF

UPDATE "deals.csv", deal

' Log activity
WITH activity
    deal_id = deal.id
    type = "stage_change"
    description = "Stage changed: " + old_stage + " → " + new_stage_lower
    user = USERNAME
    timestamp = NOW()
END WITH

SAVE "deal_activities.csv", activity

' Format stage names
old_stage_display = PROPER(REPLACE(old_stage, "_", " "))
new_stage_display = PROPER(REPLACE(new_stage_lower, "_", " "))

TALK "✅ **Deal Updated!**"
TALK "🏢 **" + deal.company + "**"
TALK "📊 " + old_stage_display + " → **" + new_stage_display + "**"
TALK "💰 $" + FORMAT(deal.value, "#,##0")

IF new_stage_lower = "closed_won" THEN
    TALK ""
    TALK "🎉 Congratulations on closing the deal!"
ELSE IF new_stage_lower = "closed_lost" THEN
    TALK ""
    TALK "📝 Deal marked as lost. Keep pushing on the other opportunities!"
ELSE
    TALK ""
    TALK "Win probability: " + probability + "%"
END IF

RETURN deal.id

Forecast Revenue Tool: forecast-revenue.bas

PARAM period AS STRING LIKE "this quarter" DESCRIPTION "Forecast period: this month, this quarter, this year"

DESCRIPTION "Generate revenue forecast based on pipeline and probabilities"

' Determine date range
IF INSTR(LOWER(period), "month") > 0 THEN
    start_date = DATE(YEAR(NOW()), MONTH(NOW()), 1)
    end_date = DATEADD(DATEADD(start_date, 1, "month"), -1, "day")
    period_name = FORMAT(NOW(), "MMMM YYYY")
ELSE IF INSTR(LOWER(period), "quarter") > 0 THEN
    quarter = INT((MONTH(NOW()) - 1) / 3) + 1
    start_date = DATE(YEAR(NOW()), (quarter - 1) * 3 + 1, 1)
    end_date = DATEADD(DATEADD(start_date, 3, "month"), -1, "day")
    period_name = "Q" + quarter + " " + YEAR(NOW())
ELSE
    start_date = DATE(YEAR(NOW()), 1, 1)
    end_date = DATE(YEAR(NOW()), 12, 31)
    period_name = YEAR(NOW())
END IF

' Get deals closing in period
deals = FIND "deals.csv", "expected_close >= '" + FORMAT(start_date, "YYYY-MM-DD") + "' AND expected_close <= '" + FORMAT(end_date, "YYYY-MM-DD") + "' AND stage NOT IN ('closed_won', 'closed_lost')"

' Calculate forecasts by stage
weighted_total = 0
best_case = 0
committed = 0

stages = ["negotiation", "proposal", "qualified", "lead"]
stage_totals = []

FOR EACH stage IN stages
    stage_deals = FILTER(deals, "stage = '" + stage + "'")
    stage_value = 0
    stage_weighted = 0
    
    FOR EACH deal IN stage_deals
        stage_value = stage_value + deal.value
        stage_weighted = stage_weighted + (deal.value * deal.probability / 100)
    NEXT
    
    best_case = best_case + stage_value
    weighted_total = weighted_total + stage_weighted
    
    IF stage = "negotiation" THEN
        committed = committed + stage_weighted
    END IF
    
    stage_totals[stage] = {value: stage_value, weighted: stage_weighted, prob: deals[1].probability}
NEXT

' Get closed won in period
closed = FIND "deals.csv", "closed_date >= '" + FORMAT(start_date, "YYYY-MM-DD") + "' AND stage = 'closed_won'"
closed_value = 0
FOR EACH deal IN closed
    closed_value = closed_value + deal.closed_value
NEXT

' Get quota
quota = GET BOT MEMORY("quota_" + USERNAME)
IF NOT quota THEN quota = 200000

attainment = ((closed_value + weighted_total) / quota) * 100

TALK "📈 **" + period_name + " Revenue Forecast**"
TALK ""
TALK "**By Stage:**"
TALK "• Negotiation (80%): $" + FORMAT(stage_totals["negotiation"].weighted, "#,##0")
TALK "• Proposal (50%): $" + FORMAT(stage_totals["proposal"].weighted, "#,##0")
TALK "• Qualified (40%): $" + FORMAT(stage_totals["qualified"].weighted, "#,##0")
TALK "• Lead (20%): $" + FORMAT(stage_totals["lead"].weighted, "#,##0")
TALK ""
TALK "**Weighted Forecast:** $" + FORMAT(weighted_total, "#,##0")
TALK "**Best Case:** $" + FORMAT(best_case, "#,##0")
TALK "**Committed:** $" + FORMAT(committed, "#,##0")
TALK "**Already Closed:** $" + FORMAT(closed_value, "#,##0")
TALK ""
TALK "**Quota:** $" + FORMAT(quota, "#,##0")
TALK "**Attainment:** " + FORMAT(attainment, "#,##0") + "% (forecasted)"

IF attainment >= 100 THEN
    TALK ""
    TALK "🎯 You're on track to exceed quota!"
ELSE IF attainment >= 80 THEN
    TALK ""
    TALK "📊 You're close! Focus on advancing your top deals."
ELSE
    TALK ""
    TALK "⚠️ You need more pipeline coverage. Time to prospect!"
END IF

RETURN {weighted: weighted_total, best_case: best_case, attainment: attainment}

Customization Ideas

Add Deal Scoring

' Calculate deal score based on various factors
score = 0

' Company size score
IF deal.company_size > 1000 THEN
    score = score + 20
ELSE IF deal.company_size > 100 THEN
    score = score + 10
END IF

' Budget confirmed
IF deal.budget_confirmed THEN
    score = score + 25
END IF

' Decision maker engaged
IF deal.decision_maker THEN
    score = score + 25
END IF

' Timeline urgency
IF DATEDIFF(deal.expected_close, NOW(), "days") < 30 THEN
    score = score + 20
END IF

' Competitor involved
IF deal.competitor THEN
    score = score - 10
END IF

deal.score = score
TALK "Deal Score: " + score + "/100"

Add Activity Tracking

ADD TOOL "log-activity"

PARAM deal_id AS STRING DESCRIPTION "Deal ID"
PARAM activity_type AS STRING LIKE "call" DESCRIPTION "Type: call, email, meeting, demo, proposal"
PARAM notes AS STRING DESCRIPTION "Activity notes"

WITH activity
    deal_id = deal_id
    type = activity_type
    notes = notes
    user = USERNAME
    timestamp = NOW()
END WITH

SAVE "deal_activities.csv", activity

' Update deal's last activity date
UPDATE "deals.csv" SET last_activity = NOW() WHERE id = deal_id

TALK "✅ Activity logged for deal " + deal_id

Add Win/Loss Analysis

ADD TOOL "win-loss-report"

won = FIND "deals.csv", "stage = 'closed_won' AND closed_date >= '" + start_date + "'"
lost = FIND "deals.csv", "stage = 'closed_lost' AND closed_date >= '" + start_date + "'"

won_count = UBOUND(won)
lost_count = UBOUND(lost)
win_rate = (won_count / (won_count + lost_count)) * 100

won_value = 0
FOR EACH deal IN won
    won_value = won_value + deal.value
NEXT

TALK "📊 **Win/Loss Analysis**"
TALK ""
TALK "**Win Rate:** " + FORMAT(win_rate, "#0.0") + "%"
TALK "**Deals Won:** " + won_count + " ($" + FORMAT(won_value, "#,##0") + ")"
TALK "**Deals Lost:** " + lost_count
TALK ""
TALK "**Top Loss Reasons:**"
' Aggregate loss reasons...

Add Email Integration

' Send proposal email from pipeline
ADD TOOL "send-proposal"

PARAM deal_id AS STRING DESCRIPTION "Deal to send proposal for"

deal = FIND "deals.csv", "id = '" + deal_id + "'"

' Generate proposal from template
proposal = FILL "proposal-template.docx", deal

' Send email
SEND MAIL deal.contact_email, "Proposal for " + deal.company, 
    "Please find attached our proposal.\n\nBest regards,\n" + USERNAME,
    proposal

' Update deal stage
deal.stage = "proposal"
deal.proposal_sent = NOW()
UPDATE "deals.csv", deal

TALK "📧 Proposal sent to " + deal.contact_email
TALK "Deal moved to Proposal stage."

Best Practices

1. Keep Deals Updated: Update deal stages promptly for accurate forecasting
2. Log Activities: Track all customer interactions
3. Use BANT: Qualify deals properly before advancing
4. Clean Pipeline: Remove stale deals regularly
5. Review Weekly: Check pipeline health and forecasts weekly

Related Templates

• crm/contacts.bas - Contact management
• marketing.bas - Lead generation
• store.bas - E-commerce integration

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