Managing Deals in the Pipeline

A deal is one revenue opportunity for one contact: a consult request, a treatment quote, a package renewal. Deals live in a pipeline. The pipeline shows where every opportunity stands and what it is worth.

Terms

Pipeline: a set of stages for one process. Most practices use one pipeline for new patient leads. Some add a second for memberships or retail.
Stage: one step in the pipeline, shown as a column. Example stages: New Lead, Contacted, Consult Scheduled, Consult Completed, Treatment Booked.
Deal: a card in a stage. It has a title, a value, a contact, an owner, and a status.
Status: Open, Won, or Lost. Open deals sit in a stage. Won and Lost deals leave the board and are counted in reporting.
Owner: the user responsible for the deal.
Task: a dated to-do attached to a deal: call, email, follow up.

Open the pipeline

Click Deals in the left menu.
Use the pipeline dropdown at the top to switch pipelines if you have more than one.
Toggle between Board view (columns) and List view (table) with the icons at the top right.

How deals are created

Automatically. Dewy creates a deal when a contact arrives from a source that represents an opportunity: a consult request form, a Facebook lead form, an EMR appointment request. The deal is placed in the first stage with the contact attached.
Manually. Click Deals, then Add a deal. Or open a contact record, click the Deals tab, then Add a deal; the contact is pre-filled.

Fields on a deal

Deal title: what the opportunity is. Use the format Service, Contact name, for example Laser package, Jane Smith.
Deal value: expected revenue in dollars. Required. Use the quoted price, or the practice's average for that service if no quote exists yet.
Contact: the person. Required. One primary contact per deal.
Pipeline and Stage: where the card sits.
Owner: who is working it.
Forecasted close date: optional. Useful for packages and memberships.
Description: optional notes about the opportunity.

Move a deal to a new stage

Board view: drag the card to the new column.
Deal record: open the deal and change the Stage dropdown.
Stage changes are recorded on the contact timeline and can trigger automations. Example: moving a deal to Consult Scheduled stops the booking-reminder sequence and starts the pre-consult sequence.

Mark a deal Won or Lost

Open the deal.
Click the status control (shows Open).
Select Won or Lost. For Lost, pick a reason if prompted.

Won deals count toward revenue in reporting and, where configured, fire the Google Ads offline conversion.
Lost deals leave the board but stay on the contact record.
To reopen a deal, open it and set the status back to Open.

Tasks and notes

Open a deal and click Add task to schedule a call or follow-up with a due date. Tasks appear on the deal card and in the owner's task list.
Click Add note to record what was discussed. Notes are visible to every user with pipeline access.

Rules that keep the pipeline accurate

One deal per opportunity. If a patient asks about two services, create two deals.
Do not create a second deal for the same service while the first is still open. Update the existing deal instead.
Close every deal. A deal that never moves to Won or Lost inflates the pipeline and breaks the reporting.
Keep the value current. Update it when a quote is given.
Do not delete deals. Mark them Lost. Deleting removes the history and the attribution.

Filter and search

Use the filter bar on the Deals page to show deals by owner, stage, value range, or date created.
Use List view to sort by value or close date and to export.