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All 20 AI systems

Open-source playbook · 12 of 20 · For sales

Pipeline Review Prep

Pipeline reviews turn into status updates, and the risky deals slip through.

The systemScores every open deal for risk, lists what changed since last week and suggests the next move.

Download the PDF Email it to your team

// The problem

Every deal sounds fine in the meeting.

A rep gives a quick update, the team moves to the next name, and the warning signs stay in the CRM where nobody looks: the email nobody answered, the close date that keeps moving, the champion who left.

“Halvorsen? Should close this month.”

Sam, on Halvorsen Freight

What the record shows

  • No reply in 17 days
  • Close date already moved twice
  • The champion’s email bounces

“Pellam is just waiting on procurement.”

Lena, on Pellam Foods

What the record shows

  • Nothing booked since the proposal
  • They asked for 25% off
  • One contact on a $212k deal

“Quarry Lane is fine, they’re busy.”

Ravi, on Quarry Lane Homes

What the record shows

  • 41 days in Proposal
  • A competitor came up on the last call
  • Close date moved twice

Sample pipeline review, fictional company.

// How it works

Every open deal on one map, the risky ones explained.

On Sunday night it reads every open deal, checks it for eight warning signs and plots it by size and risk. Monday’s meeting starts in the top-right corner.

What changed since last week

  • +4New deals$310k added
  • 3Moved forward2 into Negotiation, 1 into Proposal
  • 1WonWexford Print · $58k
  • 1LostFenwick Dental · chose a cheaper tool
  • 5Close dates pushed2 of them for the second time
  • 2Went quietNo reply in 14+ days
1

Halvorsen Freight

$148k · Negotiation
Rep: Sam Okafor

85
  • No reply from Dana Ruiz in 17 daysEmail
  • Close date moved twice: 30 Sep → 31 Oct → 30 NovCRM history
  • Dana’s email bounced on 13 OctEmail
  • Nothing booked since the 22 Sep callCalendar

Suggested next moveFind a new champion. Their CFO, Mark Ellison, joined the last call: Sam asks him for 20 minutes this week.

2

Pellam Foods

$212k · Proposal
Rep: Lena Ward

55
  • Only their ops director is involvedCRM
  • No meeting booked after the proposalCalendar
  • 38 days in Proposal; usual is 18CRM history
  • Asked for 25% off after seeing the priceCall notes

Suggested next moveHold the price for now. Lena brings in their finance lead before any talk of a discount.

3

Quarry Lane Homes

$118k · Proposal
Rep: Ravi Menon

60
  • Close date moved twice since AugustCRM history
  • 41 days in Proposal; usual is 18CRM history
  • One contact, and she isn’t the buyerCRM
  • Named a competitor on the 14 Oct callCall notes

Suggested next moveRavi asks directly what would make them decide this month, and sends the comparison sheet first.

4

Ostrava Labs

$64k · Discovery
Rep: Lena Ward

55
  • No reply in 15 daysEmail
  • No next step after the demoCalendar
  • One contact since the first callCRM

Suggested next moveSmall deal: no meeting time needed. Lena sends a short “should we close this for now?” note.

Sample pipeline, fictional company. Scores, reasons and next moves are drafted by the system for the sales leader to accept, change or ignore.

// One flag up close

Every flag comes with its evidence.

Open flag 1 in the prep doc and you see the trail it was built from, with the source of each step. If the evidence is thin, it says so instead of guessing.

  1. Pricing call with Dana Ruiz (Head of Operations) and Mark Ellison (CFO).

    Call notes

  2. Close date moved from 30 Sep to 31 Oct. Note: “waiting on budget sign-off.”

    CRM history

  3. Last reply from Dana: “Reviewing with finance, back to you next week.”

    Email

  4. Sam’s follow-up to Dana bounced: the address is no longer active.

    Email

  5. Close date moved again, to 30 Nov. No next meeting on the calendar.

    CRM history
1

Monday pipeline review · prep note

Halvorsen Freight

$148k · Negotiation · Rep: Sam Okafor · Risk 85

Ask in the meeting

  • Who signs off now that Dana has left?
  • Has Mark Ellison said anything since the 22 Sep call?
  • Is 30 Nov real, or should this move to next quarter?

Suggested next move

Find a new champion. Their CFO, Mark Ellison, joined the last call: Sam asks him for 20 minutes this week.

Draft for Sam to edit and send

To Mark Ellison · Subject Picking up from our call on the 22nd

Hi Mark, with Dana moving on I wanted to make sure the rollout plan we priced still fits your team. Could we take 20 minutes this week to go through it with you?

The system drafts. The sales leader decides. Sam sends.

// Who does what

The system preps the meeting. You run it.

  1. The systemSunday night

    • Reads every open deal, its history, emails and calendar
    • Adds up the warning signs and plots the matrix
    • Drafts the reasons, the next moves and any emails for reps

    It never changes a deal, a date or a stage.

  2. The sales leaderMonday, 9 am

    • Opens the prep doc and starts with the top-right corner
    • Decides which flags matter and which don’t
    • Agrees one next move and an owner per flagged deal

    You run the meeting. The doc just sets the agenda.

  3. Each repAfter the meeting

    • Edits and sends any drafted email themselves
    • Updates the deal in the CRM
    • Tells the system when a flag is wrong, so it learns

    Nothing goes to a customer without the rep.

The score is a prompt for a conversation, not a grade for the rep. It’s about deals, never about people.

// For your tech lead

Can we build it? Here’s what it takes.

Most of what it needs is already in your CRM: the deals, their stage and close-date history, and the activity your reps log. The build is mostly the warning signs and the prep doc.

Tools you’ll use

JobUseOr
Deals and their historyHubSpot (deal property history)Salesforce (opportunity field history)
Email and calendar activityLogged in the CRM from Gmail or OutlookGmail and Calendar APIs, Microsoft Graph
Running the stepsn8n, on a Sunday-night scheduleMake, Zapier, or a short script
Reasons and next movesClaudeChatGPT, Gemini
Job changesEmail bounces, plus UserGems or Clayemail bounces only
The prep docGoogle Docs, linked in SlackNotion, Word and Teams

Access it needs

  • Read-only access to deals, contacts, stages and close-date history in the CRM
  • Read access to logged emails, meetings and call notes
  • Write access only to the prep doc and one Slack or Teams channel

Three ways to build it

  1. Start simple1 day

    Export open deals each Friday and run a saved Claude prompt with the eight warning signs. You get the flags and reasons, without the matrix.

  2. Production1–2 weeks

    n8n pulls deals and their history on Sunday night, adds up the signs, plots the matrix, has Claude write reasons and next moves, and posts the doc.

  3. Custom3–4 weeks

    Tunes the points against your own won and lost deals, tracks whether flagged deals slipped, and adds a forecast view for the CRO.

Guardrails

  • Read-only on the CRM: it never changes a stage, a close date or an amount
  • Every flag shows its reasons and sources, so anyone can check it
  • Emails are drafts; the rep edits and sends them
  • Scores are about deals, never used to rate reps
  • The sales leader decides what gets discussed and what happens next

What to measure

  • Share of flagged deals that slipped or were lost
  • Minutes per deal in the meeting, flagged vs. not
  • Flags reps marked as wrong, and why
  • Forecast accuracy, quarter over quarter

Who builds and runs it

RevOps or a sales-minded ops person builds it with an engineer for a few days of CRM and n8n work. After launch, the head of sales owns the warning signs and their points, and reviews the false flags once a month.

Needs

01Company Brain10CRM Autopilot

Next to build

14Weekly Business Review15Board & Investor Update

// Want help building it?

We’ll build your Pipeline Review Prep with your team.

In 30 minutes with our founder, we’ll look at your tools and your week, and work out what your first AI systems should be and how long they’ll take.

Book a Strategy Call
Pallav KaushishFree 30-minute call with our founder · No commitmentPallav Kaushish Co-Founder, AIxGrowth