How to Manage the Sales Pipeline in Guestbook 2.0

Learn how to manage your sales pipeline in Guestbook 2.0, from tracking leads and assigning follow-up tasks to drafting proposals and generating invoices.

July 28, 2026 By Dana Peck

This guide explains how to manage the end-to-end client pipeline in Guestbook 2.0, from adding a new lead and scheduling follow-up tasks to drafting proposals and generating fee schedules for signed projects. The goal is to standardize opportunity tracking and ensure seamless handoffs between sales, negotiation, and onboarding.

This applies to sales representatives, project managers, and account executives using Guestbook 2.0. Use this workflow whenever you interact with a new prospective client, draft a Statement of Work (SOW), or finalize a signed contract for billing.

Adding a New Lead

Step #1: Click + New lead at the top right of your pipeline dashboard. — Click **+ New lead** at the top right of your pipeline dashboard.

Step #2: Type the opportunity name in the search bar. If it does not exist, click Create "[Lead Name]". — Type the opportunity name in the search bar. If it does not exist, click **Create "[Lead Name]"**.

Step #3: Enter the primary contact name and email address. — Enter the primary contact name and email address.

Step #4: Fill in the contact number. — Fill in the contact number.

Step #5: Specify the project name. — Specify the project name.

Step #6: Select the relevant product category and processing type. — Select the relevant product category and processing type.

Step #7: Set the potential tier and the probability of closing. — Set the potential tier and the probability of closing.

Step #8: Set the current pipeline stage. — Set the current pipeline stage.

Step #9: Add any initial discovery notes to the Notes field. — Add any initial discovery notes to the **Notes** field.

Step #10: Click Save to add the lead to your pipeline. — Click **Save** to add the lead to your pipeline.

Managing Follow-Up Tasks

Guestbook 2.0 allows you to track and assign follow-up tasks directly from the lead's detail panel.

Step #11: Click on a lead row in your pipeline to open the details slide-out panel. — Click on a lead row in your pipeline to open the details slide-out panel.

Step #12: Click the text field under New follow-up task and choose a common task or type your own. — Click the text field under **New follow-up task** and choose a common task or type your own.

Step #13: Select an owner from the dropdown and set a due date. — Select an owner from the dropdown and set a due date.

Step #14: Click Add task. — Click **Add task**.

Step #15: Once a task is finished, check the Mark complete box next to it. The next scheduled task will automatically become the active next step in your pipeline view. — Once a task is finished, check the **Mark complete** box next to it. The next scheduled task will automatically become the active next step in your pipeline view.

Drafting and Sending Proposals (SOW)

When a client is ready for a proposal, you can build out a Statement of Work (SOW) estimating costs for various service types.

Step #16: From the lead's detail panel, click Add proposal. — From the lead's detail panel, click **Add proposal**.

Step #17: Verify or update the project parameters, such as the product category, processing type, and storage requirements. — Verify or update the project parameters, such as the product category, processing type, and storage requirements.

Step #18: Paste the URL to the external document in the SOW link field. — Paste the URL to the external document in the **SOW link** field.

Step #19: Select the services to include and configure their pricing. — Select the services to include and configure their pricing.

Depending on the scope of work, configure the applicable services:

Service	Configuration
Development	Enter the total number of SKUs, the flat cost for the first SKU, and the cost for each additional SKU.
Product Support	Check the box, enter the support fee, and specify if it is a monthly retainer (and for how many months).
Marketing / Feasibility	Check the box and enter the estimated flat fee amount.

Step #20: Add any context in the SOW notes field. — Add any context in the **SOW notes** field.

Step #21: Click Save proposal. The total scope amount will calculate automatically at the bottom. — Click **Save proposal**. The total scope amount will calculate automatically at the bottom.

If the client requests multiple distinct deliverables (e.g., cookies vs. bars), you can click Add proposal again on the same lead to generate a second, separate SOW.

Step #22: When you email the SOW to the client, click Sent on the proposal card. This automatically updates the lead's pipeline stage to Negotiation. — When you email the SOW to the client, click **Sent** on the proposal card. This automatically updates the lead's pipeline stage to **Negotiation**.

Closing the Opportunity and Billing

Once the client reviews the proposal, you will finalize the deal by marking it closed won (signed) or closed lost.

Step #23: If the client rejects a proposal, change its stage dropdown to Closed Lost and log the reason in the status notes. — If the client rejects a proposal, change its stage dropdown to **Closed Lost** and log the reason in the status notes.

Step #24: If the client accepts the proposal, click Sign. The lead will move out of the active Pipeline and into the Check-In stage. — If the client accepts the proposal, click **Sign**. The lead will move out of the active Pipeline and into the Check-In stage.

Step #25: Click Check-In in the left navigation sidebar to view your closed-won projects. — Click **Check-In** in the left navigation sidebar to view your closed-won projects.

Step #26: Click on the newly signed project to open its details, which displays the total project value and SKU breakdown. — Click on the newly signed project to open its details, which displays the total project value and SKU breakdown.

Step #27: Select your standard structure from the Fee schedule dropdown to generate the invoice schedule automatically. — Select your standard structure from the **Fee schedule** dropdown to generate the invoice schedule automatically.

Step #28: When you send an invoice to the client, check the corresponding box in the invoice schedule to record the sent date. — When you send an invoice to the client, check the corresponding box in the invoice schedule to record the sent date.

Q: Can I add tasks without opening the full lead details panel?

A: Yes, you can use the inline task shortcut directly from the main pipeline view to quickly add follow-ups.

Q: How do I handle a lead that wants multiple distinct deliverables?

A: You can click "Add proposal" multiple times on a single lead to generate separate Statements of Work. Each proposal can be sent, negotiated, and signed independently.

Q: Does sending an SOW update the pipeline stage automatically?

A: Yes, clicking the "Sent" button on a proposal card automatically advances the lead's stage to Negotiation.

Q: Where do leads go after they are closed or signed?

A: Signed projects move to the Check-In view for invoicing and milestone tracking. Both Closed Won and Closed Lost leads are permanently logged in the History view.

Term	Definition
SOW	Statement of Work, a formal document detailing the project scope, deliverables, and costs.
SKU	Stock Keeping Unit, a distinct item, recipe, or product variant being developed.
Check-In	The dashboard view used to track signed projects, manage fee schedules, and monitor milestone completions.