PRACTICAL SAAS LAB | CRM STAGE DEFINITION WORKSHEET
Version 1.0 | 2026-09-30 | Free editable template
Guide: https://practicalsaaslab.com/crm-stage-exit-criteria-small-team/

START HERE
Copy the blank definition for each stage. Have two colleagues independently
stage the same fictional records. Resolve disagreements before automating.
Definitions below are editorial suggestions, not vendor defaults.

BLANK STAGE DEFINITION
Stage name:
Business meaning:
Entry evidence:
Exit evidence:
Required fields / allowed unknowns:
Owner:
Next action and due-date rule:
Pause route (reason, owner, review date):
Backward-move route (reason and retained history):
Closure evidence / handover:
Automation and report dependencies:
Example that belongs here:
Example that does not belong here:
Definition owner / review date:

FICTIONAL EXAMPLE — PROPOSAL
Meaning: Buyer has received a dated proposal for an agreed scope.
Entry: Proposal sent to the named decision contact; scope and version recorded.
Exit: Buyer confirms the decision step and date, or the deal closes with evidence.
Required: Proposal version, decision contact, owner, next action and due date.
Next action: Follow up on the agreed date.
Pause: Record the buyer's reason, owner and review date.
Backward: Return to Qualified if the scope needs to be agreed again; retain why.
Belongs here: A dated proposal was sent and the follow-up is recorded.
Does not: A seller intends to write a proposal but has not sent one.
Dependencies: Check stage-triggered tasks and weighted pipeline reports.

ACCEPTANCE TEST RECORD — COPY FOR EACH TEST
Test name:
Fictional record ID:
Starting evidence:
Expected stage / next action:
User A result:
User B result:
Pass / Fail / Not tested:
Failure and correction owner:
Retest date / result:

SIX TESTS
1. Same evidence gives the same stage for two users.
2. Missing evidence does not justify advancing a deal.
3. A backward move retains its reason and previous state.
4. A pause has reason, owner and review date.
5. Won/lost closure has the agreed evidence and reason.
6. Automation and reports follow the definitions without duplicate tasks.

USE NOTES
Keep deal stage separate from contact lifecycle and task due date.
Do not treat a stage probability as a promise of revenue.
You may copy and adapt this template for your own business workflows.
