Sales funnel: How to build an effective one using Uspacy CRM
November 1, 2025
4-minute read
Dmytro Suslov
Businesses handle dozens of new leads daily — from online sources and social media to events and personal recommendations.
Managers often get confused with statuses, forget to follow up, and potential clients simply disappear. But there’s a solution: the sales funnel. It’s a tool that turns disorder into a manageable process. Let’s explore what a sales funnel is and how to set it up in Uspacy.
Sales funnel basics: What it is and how it works
A sales funnel maps the path a person follows from their first interaction with a product to the moment they become a client. Rather than the vague idea of “guiding the client,” the process is divided into clearly defined stages, each naturally leading to the next.
The main goal of a sales funnel is to make the sales process transparent. A manager can always see exactly where each lead is in the funnel and understands what actions are needed to move them forward. Implementing a funnel results in a controlled, structured process. Conversion rates at each stage become clear, allowing for more accurate income forecasting.
Classic sales funnel structure
A universal sales funnel works by gradually moving potential clients toward a purchase and filtering out those who aren’t yet ready. At every stage, it’s important to gather just enough information to keep the process moving forward.
The typical stages include:
- New lead — all incoming contacts that haven’t been qualified yet.
- Qualification — the manager reaches out to the contact to understand their needs and determine if they are a target client.
- Presentation/Proposal — preparing and sending a commercial proposal or demonstrating the product.
- Negotiation/Handling objections — discussing terms, pricing, and answering questions.
- Deal/Payment — the final stage, when the client agrees to work with you and makes a payment.
This structure is flexible and should be tailored to your business needs. Some companies, for example, may include a Trial period or Contract signing stage. The key is that the sales funnel stages accurately reflect the real process of working with your clients.
Choosing a CRM: Common mistakes
Choosing a CRM is an important decision, and it’s easy to make mistakes. Many companies chase after “all-in-one” systems—platforms overloaded with features, most of which they will never use. The result is a complicated implementation, employee resistance, and frustration. If some leads are ignored each month, the losses add up and can total a significant amount over the course of a year.
In addition to direct financial losses, there are also indirect costs. A client who doesn’t receive a timely follow-up may share a negative experience, damaging your reputation and making it harder to attract new clients. Implementing a CRM can prevent these problems — but only if the system is chosen and configured correctly.
Sales funnel analytics: Key metrics to track
A sales funnel is not only about structuring your workflow—it’s also about measuring its effectiveness. Regularly reviewing the numbers is essential to understand what works and what doesn’t. To identify problem areas and streamline the process, track the following metrics:
- Conversion between stages: A sharp drop in conversion at any stage signals a potential problem. Perhaps leads aren’t being properly qualified, or the proposal isn’t competitive enough.
- Average deal closure time: How long does it take, on average, from the first contact to payment? If this cycle is too long, deals get “stuck,” and the company loses working capital.
- Sales team performance: Analytics help you see how many deals each employee closes, their conversion rates, and average deal amount. This allows for objective evaluation of team performance and identification of best practices.
- Percentage of lost leads at aach stage: It’s important not only to track lost leads but also to understand why they were lost. Uspacy allows you to record failure reasons for lost deals, helping identify systemic issues such as pricing that’s too high, a mismatched product, or stronger competitors.
Regular analytics turn a sales funnel from a simple workflow diagram into a powerful decision-making tool, enabling you to adjust strategy promptly and steadily grow income.
Step-by-step guide to creating a sales funnel in Uspacy CRM
So, how do you build a sales funnel? You can set up a working system in Uspacy in just one day—no programmers required. The first step is to define the stages a client goes through.
Next, just a few simple steps in the CRM settings are needed:
- create the necessary sales funnel stages and arrange them in a logical order;
- assign responsible managers for each funnel or stage;
- customize the deal card by adding fields for essential information (for example, lead source, budget, product of interest);
- use tags to segment clients (for example, “VIP,” “Repeat sale,” “Needs demo call”);
- set up automated reminders for managers so they don’t miss scheduled calls or meetings.
The key idea is that the system should work for your business, not the other way around. In Uspacy, this is achieved through flexibility and ease of configuration, allowing you to quickly adapt your CRM funnel to any changes in your sales processes.
Why Uspacy speeds up your sales funnel workflow
The strength of Uspacy lies in its all-in-one workspace. By keeping leads, deals, tasks, internal messages, and funnel analytics together, you avoid constant tab-switching, streamline your workflow, and reduce mistakes.
The simplicity of the system makes onboarding new team members fast and straightforward. Basic sales funnel operations can be mastered in just a few hours, eliminating the need for lengthy training. Plus, the system scales easily—adding a new sales direction and creating a separate funnel takes only minutes.
Conclusion
So, a sales funnel isn’t just a trendy term—it’s the foundation of a controlled and predictable client acquisition process. It brings clarity and order to the chaos of incoming inquiries. Clearly defined stages, transparent funnel analytics, and automation of routine tasks help reduce lead loss and speed up deal closures.
Uspacy provides a simple and powerful tool for getting started quickly while maintaining full control over your sales. This not only organizes your current processes but also builds a strong foundation for future company growth.
Updated: November 1, 2025
