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How to Manage Opportunities
Keep your pipeline clean and actionable—update opportunity statuses, track lost reasons, customize cards, and link payments directly to opportunities.
Keeping Your Pipeline Clean and Up to Date
As opportunities move through your pipeline, it can be difficult to keep everything accurate when statuses, notes, and updates are not maintained consistently.
Opportunity management tools allow you to update statuses, track outcomes, customize card data, and connect payments so each deal reflects its current state.
Without regular updates, pipelines can become cluttered, reports lose accuracy, and it becomes harder to prioritize the right opportunities.
This guide will walk you through how to manage opportunities so your pipeline stays organized, actionable, and aligned with your sales process.
To begin, start by updating opportunity statuses to reflect the current stage of each deal.
Update Opportunity Status
Status updates help keep your pipeline accurate and reporting meaningful.
- Open an opportunity card.
- Change the status to Lost or Abandoned.
- Click Update to save.
Lost vs Abandoned: Use Lost when the lead explicitly declines. Use Abandoned when the lead has gone quiet after repeated follow-ups.
Add and Use Custom Lost Reasons
Lost reasons help you understand why deals fall through so you can adjust messaging, offers, and follow-up strategy.
- Move an opportunity to Lost (or mark it Lost from the card).
- In the prompt, select an existing lost reason or create a new one.
- Use filters to view lost opportunities and analyze patterns by reason.
Important: You can assign one lost reason per opportunity. If you need more detail, add notes or capture extra context with a custom field.
Delete an Opportunity (Permanent)
If an opportunity was created by mistake or no longer belongs in your pipeline, you can delete it—but deletion is permanent.
- Open the opportunity card.
- Click Delete (typically in the bottom-left area of the card).
- Confirm deletion.
Heads up: Deleted opportunities cannot be recovered. If you might need it later, consider marking it Lost/Abandoned instead.
Engagement Scores and Collaboration
Engagement-related indicators help your team prioritize the most active leads first.
- Show engagement scores on opportunity cards (and in exports where available) to focus on high-intent leads.
- Copy and share the opportunity link to collaborate with teammates or route a deal to the right person.
Customize Opportunity Cards
Use Manage Fields to control what appears on opportunity cards and tables, so your team sees the most important details at a glance.
- Open a pipeline view or opportunity card and choose Manage Fields.
- Select which fields display (including custom fields when available).
- Save changes for one pipeline or apply across all pipelines (depending on your options).
- Limit: Up to 7 fields can be displayed per opportunity card.
Tip: Keep “must-know” fields on cards (value, stage, next step, close date) and move long-form detail into notes or the contact record.
Manage Payments Linked to Opportunities
Opportunities can stay connected to revenue activity so you can track the full journey from lead → invoice → payment.
- Use the Payments tab to create invoices or estimates tied to the opportunity.
- Invoices created from Payments (or via workflows) can automatically link back to the opportunity.
- View and filter related transactions from the Payments tab for quicker reconciliation.
Pro Tips for Better Pipeline Hygiene
- Use lost reasons consistently: Better inputs = better insights.
- Prioritize by engagement: Work the most active leads first.
- Customize cards per pipeline: Different offers often need different “at-a-glance” fields.
- Avoid unnecessary deletes: Mark Lost/Abandoned when you want history preserved.
Want opportunities that stay organized automatically?
Pair pipelines with automation so deals update faster, follow-ups stay consistent, and reporting stays clean.
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Frequently Asked Questions
Can I recover a deleted opportunity?
No. Once deleted, opportunities are permanently removed and cannot be recovered.
When should I mark an opportunity as Lost or Abandoned?
Use Lost when the lead declines. Use Abandoned when the lead becomes unresponsive over time.
How can I see reasons for lost opportunities?
Filter your list to show lost opportunities, then review each opportunity’s assigned lost reason.
Can I add multiple reasons for a lost opportunity?
No. Only one reason can be assigned. Use notes or a custom field to capture extra detail.
Keep Your Pipeline Clean and Actionable
Update statuses with consistency, track lost reasons for better insight, customize opportunity cards to reduce noise, and link invoices/payments so revenue stays connected to the deal.
Better tracking. Faster follow-up.
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