---
title: "Sales pipeline in HubSpot: how to set up deal stages that reflect reality"
description: How to build a sales pipeline in HubSpot. Example B2B deal stages, exit criteria, probabilities, required fields and how to keep the pipeline clean.
image: https://leadlabs.se/hubfs/Blog/saljpipeline-hubspot.jpg
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 October 19, 2026

# Sales pipeline in HubSpot: how to set up deal stages that reflect reality

![Picture of Emelie](https://app.hubspot.com/settings/avatar/a7bfbbcaf0bc52ffebec008d63b2902f) By  [Emelie](https://leadlabs.se/en/insights/author/emelie)  ·   2 minute read

![Two people planning at a wall of sticky notes](https://leadlabs.se/hs-fs/hubfs/Blog/saljpipeline-hubspot.jpg?width=1600&height=900&name=saljpipeline-hubspot.jpg)

A sales pipeline should answer two questions: where does every deal stand, and how much will we sell? Yet in many CRMs the pipeline is a collection of optimistic guesses. Here is how to set up a pipeline in HubSpot you can actually trust.

**In short:** Build the deal stages around what the customer has done, not what the rep has done. Give each stage a clear exit criterion, a realistic probability and a few required fields. Keep the number of stages down, usually five to seven, and clean the pipeline every week so the forecast becomes reliable.

## Example deal stages for B2B

| Stage | Exit criterion | Probability |
| --- | --- | --- |
| Qualification | Need and contact person confirmed | 10% |
| Needs analysis | Meeting held, problems and goals documented | 20% |
| Solution presented | Decision maker has seen the proposal | 40% |
| Quote sent | Quote with price and scope sent | 60% |
| Negotiation | Customer has verbally said yes, terms being discussed | 80% |
| Won / Lost | Contract signed or deal closed | 100% / 0% |

Adapt the stages to your sales process. The probabilities should be adjusted once you have history to base them on.

## Five principles for a good pipeline

1. **Base it on customer behavior.** "Quote sent" is better than "Working on quote".
2. **Fewer stages.** Every stage should mean something. Five to seven is enough for most.
3. **Required fields.** For example, require amount, close date and decision maker when a deal moves to a certain stage.
4. **Closed lost reason.** Make it mandatory to state why a deal was lost. It is gold for analysis.
5. **One pipeline per sales process.** New business, upsell and renewals may need their own pipelines.

## Keep the pipeline clean

- Go through the pipeline every week in the sales meeting, directly in HubSpot.
- Build a report of deals with a past close date or no activity.
- Create a [workflow](https://leadlabs.se/en/insights/workflows-hubspot?hsLang=en) that reminds the owner about deals that have stalled.
- Close deals that are no longer alive. A smaller but honest pipeline is better than a large, inflated one.

## From pipeline to forecast

When the stages are clear, the forecast becomes reliable. Read more about how to build on it in [sales forecasting in HubSpot](https://leadlabs.se/en/insights/sales-forecasting-hubspot?hsLang=en).

## Frequently asked questions about the sales pipeline in HubSpot

### How many deal stages should a pipeline have?

For most B2B companies, five to seven stages plus Won and Lost works well. More stages make it harder for reps to be consistent.

### Can you have several pipelines in HubSpot?

Yes. The number depends on your tier. Many use separate pipelines for new business, upsell, renewals or different business units.

### What is the probability of a deal stage?

The probability is the percentage chance that a deal in a certain stage will be won. HubSpot uses it to calculate weighted pipeline value and forecasts.

### Can you require certain fields to be filled in?

Yes. You can set required properties that must be filled in when a deal moves to a certain stage, such as amount or decision maker.

### How often should the pipeline be reviewed?

Every week. A short review in the sales meeting where each rep updates their deals keeps the pipeline and the forecast current.

## Summary

A good sales pipeline is built on clear stages tied to customer behavior, required fields and weekly cleanup. Then the pipeline becomes a tool for steering sales, not just a list.

Want help rebuilding your pipeline in HubSpot? Get in touch with LeadLabs.

## Read also

- [Sales forecasting in HubSpot](https://leadlabs.se/en/insights/sales-forecasting-hubspot?hsLang=en)
- [HubSpot Sales Hub](https://leadlabs.se/en/insights/hubspot-sales-hub?hsLang=en)
- [Lifecycle Stages in HubSpot](https://leadlabs.se/en/insights/lifecycle-stages-hubspot?hsLang=en)

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