How to create and track deals on Pipedrive

beginner 8 min read Updated 2026-03-18

Quick Answer

Creating deals in Pipedrive involves adding deal details, assigning contacts, and setting pipeline stages. Track progress by monitoring deal movement, activities, and using built-in reporting features to analyze performance.

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Prerequisites

Active Pipedrive account
Basic understanding of sales processes
Access to contact/organization data
Configured sales pipeline stages

Step-by-Step Instructions

Navigate to the Deals section

Log into your Pipedrive account and click on the Deals tab in the main navigation menu. This will display your deals pipeline view where you can see all existing deals organized by stages.

Use the pipeline view toggle to switch between different visual layouts for better deal organization.

Create a new deal

Click the + Deal button or press Ctrl + D (Windows) or Cmd + D (Mac). In the deal creation form, enter the Deal title, select the Organization and Person associated with the deal, and set the Value and Currency.

Use descriptive deal titles that include the product/service and company name for easy identification.

Configure deal settings

Set the Pipeline and initial Stage for your deal. Add the Expected close date and assign an Owner if different from yourself. Fill in any custom fields that are relevant to your sales process, such as deal source or priority level.

Set realistic expected close dates to maintain accurate forecasting and pipeline health.

Add deal details and notes

In the Notes section, add important information about the deal context, customer requirements, or conversation highlights. Attach relevant files by clicking Add files and upload proposals, contracts, or supporting documents.

Use consistent note formatting and include dates for important milestones or conversations.

Schedule follow-up activities

Click Add activity to schedule calls, meetings, or tasks related to the deal. Select the Activity type, set the Date and time, and add a Subject and Description. Activities will appear in your calendar and activity timeline.

Link activities directly to deals to maintain a complete interaction history and ensure nothing falls through the cracks.

Track deal progress

Monitor deal movement by checking the Pipeline view regularly. Move deals between stages by dragging and dropping or clicking the deal and selecting Change stage. Update deal values, close dates, and add progress notes as the deal advances.

Use stage-specific activities and requirements to maintain consistency in your sales process.

Use reporting and insights

Access Reports from the main menu to view deal performance metrics. Use the Deals report to analyze conversion rates, average deal size, and sales cycle length. Set up Goals to track monthly or quarterly targets and monitor progress in real-time.

Create custom reports focusing on specific time periods, team members, or deal characteristics for deeper insights.

Manage deal outcomes

When a deal is won, click the deal and select Mark as won, then choose the Won time and add final notes. For lost deals, select Mark as lost and specify the Lost reason to help improve future sales processes.

Always capture lost reasons to identify patterns and improve your sales strategy over time.

Common Issues & Troubleshooting

Deal not appearing in pipeline view

Check that the deal is assigned to the correct Pipeline and that you have proper viewing permissions. Refresh the page or clear browser cache if the issue persists.

Cannot update deal stage

Verify you have Edit permissions for the deal and that the target stage exists in your pipeline. Contact your Pipedrive admin if stage restrictions are preventing updates.

Activities not syncing with calendar

Check your Calendar sync settings under Personal preferences. Ensure the correct calendar integration is enabled and authenticated properly.

Deal value calculations showing incorrectly

Verify the Currency settings and exchange rates in your account. Check that deal values are entered in the correct currency format without special characters.

Prices mentioned in this guide are pulled from current plan data and may change. Always verify on the official Pipedrive website before purchasing.

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