What are Pipelines & Stages?
Pipelines vs. Stages
Pipelines are the colored category tabs at the top of the Boards view under Projects (e.g., Sales, Insurance, Production, Billing). Think of them as folders — each Pipeline groups a set of projects that belong to the same workflow or business process. You can switch between Pipelines to focus on a specific area of your work.
Stages are the colored columns within a Pipeline (e.g., New Leads, Appt Scheduled, Creating Quote, Quote Sent). They represent the steps in your workflow — as a project progresses, it moves from one Stage to the next. Stages are what keep your team aligned on where each project stands at any given moment.
Together, Pipelines organize what type of work you're doing, while Stages track where that work is in the process.
Accessing Default Pipelines & Stages
Click the hamburger menu (☰) → Company Settings (this opens a new browser window).
On the left-hand menu, click on Projects to open the drop down.
From the dropdown, select Stages, the first option.
By default, ProLine comes preloaded with several pipelines and stages to help you get started. These can be fully customized to match your business process.
Editing Pipelines
To edit a Pipeline's name, click directly on it — the cursor will appear automatically and you can start typing. Rename it to whatever works best for you and your team.
You'll also notice a pencil icon on the far right. Clicking it will reveal a few additional options:
Paper Stack Icon: Add overlapping stages from other pipelines (useful for shared steps like “Ready For Production” or “Job Complete”). More details about this below Overlapping Stages.
Paintbrush Icon: Change the pipeline’s color for visual organization.
Trash Can Icon: Delete the pipeline (confirmation required). All projects must be removed from the stage before it can be deleted — otherwise, the Delete button will be greyed out.
How to Add a New Pipeline
If you need to create a new Pipeline rather than editing an existing one, scroll to the bottom of the page and click the "+ Type to Add a New Pipeline" field. Type the name of your new Pipeline, then press Enter or click the + button on the right to save it.
To reorder your Pipelines, click and drag the drag handle icon (the 6 dots) on the left side of its name to move it to your preferred position.
Editing Stages
To update a Stage's name, click directly on it — just like with Pipelines, the cursor will appear automatically and you can start typing.
To the left of the name, you'll notice a colored box. Click it to change the color of that Stage.
To access more settings, click the pencil icon on the far right of the Stage:
Gear Icon (Workflow Triggers): Opens Stage Triggers to view and add automations for when a project enters this stage.
Quotations Icon (Stage Snippet): Opens Change Preview Snippet to choose what information appears on your dashboards (e.g., main contact, address, project number). You can select multiple snippets depending on what you need to see at each stage. More details about this below under Project Stage Snippets.
Flag Icon (Project Portal Status): Opens Project Portal Settings to customize the customer-facing stage name and description shown in the Project Portal. For example, you can rename "Creating Quote" to "Preparing Proposal." This is useful when sharing the Project Portal URL with your customer. More details here.
Information Icon (Stage Documentation): Opens Stage Information. Add internal notes or training materials, including text descriptions or embedded videos (YouTube, Loom, or file upload). This content will appear under the i icon on each stage, visible to your team.
Plus Icon (Duplicate Stage): Duplicates stage for quick setup.
Eye Icon (Is this stage an Archive?): Archives the stage to hide all projects within it — useful for stages like Disqualified or Paid & Closed. Archived projects can still be accessed from within those stages, you just have to click on “# Archived Projects” under the stage name.
Trash Can Icon (Delete Stage): Permanently deletes stage (confirmation required). All projects must be removed from the stage before it can be deleted — otherwise, the Delete button will be greyed out.
How to add a New Stage:
If you need to create a new Stage rather than editing an existing one, scroll to the bottom of the pipeline where you want to add it and find the "+ Add New Stage" field. Type the name of your new Stage, then press Enter or click the + button on the right to save it.
To reorder your Stages, click and drag the drag handle icon (the 6 dots) on the left side of its name to move it to your preferred position.
Stage Statuses
Each stage must be assigned a status, which directly controls how data appears in your reports. Statuses are displayed on the far right of each stage, before the pencil icon — they look like a small tag attached to the stage name.
💡Statuses are critical for accurate reporting. If something looks off in your reports, incorrect stage statuses are usually the cause. For example, any projects in a stage set to Lead status will appear on the Marketing dashboard, among others.
Here are the available statuses:
Lead — The project is a new opportunity that has not yet been inspected or quoted.
Inspection — The project is awaiting or currently undergoing an on-site or virtual inspection.
Open — Active work is underway, such as quoting, selling, or preparing the project.
Disqualified — The project is not a fit (e.g., wrong service area, incorrect lead type).
Lost — The customer has chosen not to proceed.
Won — The customer has approved the quote and agreed to move forward.
Unfunded — The project is approved but awaiting funding. Used in insurance workflows.
Funded — Funding has been received and the project can proceed to production. Used in insurance workflows.
Complete — The physical work is finished.
Closed — All work and financial steps are finalized.
Important:
Multiple stages can share the same status (e.g., several stages set to Won).
The order of statuses directly impacts reporting accuracy.
Always ensure stages progress in a logical sequence — for example, Inspection should come before Won or Funded.
Project Stage Snippets
Stage Snippets allow you to choose what key information appears on each project card within the Projects board. These snippets give your team quick, at-a-glance visibility without needing to open the project. Each stage can display different snippets depending on what matters most in that part of your workflow.
You can select from ProLine’s default snippets or choose any of your Dynamic Project Fields to display.
Below is a complete list of available snippet types with clear explanations:
Main Contact Next Step
Displays the next scheduled step for the main contact from the workflow running (for example, follow-up reminders or scheduled tasks).
Main Contact Name
Shows the primary contact's name for quick identification.
Address
Displays the project's address on the project details.
Project Number
Shows the unique ID assigned to the project in project details.
MC Custom Date 1 / 2 / 3
These are customizable date fields available on the main contact for tracking custom milestones. Details about where to configure these here.
Workflow Event Date
Displays the date of the most recent workflow step or event tied to the project.
Gross Revenue
Shows total revenue associated with the project so far. Sourced from payments entered in the Billing tab → Payments.
Open Quotes
Displays the number of open (not yet approved) quotes for the project. Sourced from quotes sent in the Quote tab.
Approved Quotes
Indicates how many quotes have been approved or signed. Sourced from quotes approved in the Quote tab.
Accounts Receivable
Displays the outstanding invoiced balance for the project. Sourced from the Project’s Billing tab → Invoices.
Assignee
Main assignee on the project details.
Inside Sales Assignee
Inside Sales assignee on the project details.
Production Assignee
Production assignee on the project details.
Accounting Assignee
Accounting assignee on the project details.
Service
Service selected on the project details. Configured via Company Settings → Jobs & Services. Details here.
Project Type
Type selected on the project details. Configured via Company Settings → Projects → Types. Details here.
Project Category
Category selected on the project details. Configured via Company Settings → Projects → Categories. Details here.
Project Fields
Created through Dynamic Fields in Company Settings → Projects → Other → Dynamic Field. This allows you to customize your project cards based on your workflow. Some examples include:
Date of Loss (insurance workflows)
Insurance Carrier
Permit Status
Job Duration
Hazardous Materials (Yes/No)
Any custom field your team relies on.
If you want to learn more about Dynamic Fields, check the guide here.
How to Configure Stage Snippets
Click the pencil icon at the far right, then click the Quotation Icon from the menu.
Click below "Select Snippets" and choose any snippets from the dropdown.
Repeat to add as many snippets as you need.
Click the blue Save button.
Your selected snippet will now appear automatically on every project card in that stage.
Overlapping Stages
ProLine allows you to connect pipelines via overlapping stages. For example, you can connect your production and billing pipelines via a "Job Complete" stage that will appear in both pipelines.
To create an overlapping stage, follow these steps:
Create a new stage within the pipeline where it will begin. For example, create a "Job Complete" stage inside the Billing pipeline. Alternatively, you can click and drag an existing stage into the pipeline instead.
After creating the stage, head to the pipeline you want to connect it to and click on the pencil icon. In this example, this would be the Production pipeline.
Click on the overlap stages icon, which is represented by the Paper Stack Icon.
On the popup, click the "Choose stage to add" dropdown and select the stage you want to connect to this pipeline. In this example, select the "Job Complete" stage. You can repeat this step to overlap multiple stages if needed.
After completing these steps, the overlapping stage will appear at the end of the connected pipeline and will appear greyed out. In this example, the "Job Complete" stage will appear in both the Billing and Production pipelines.
Summary
The Projects – Stages section is the backbone of your workflow in ProLine. Customizing your pipelines and stages ensures you can track every project with accuracy, automate communications, and maintain clean reporting — all while keeping your internal and customer-facing processes aligned.
Need Help?
If you encounter difficulties or have further questions, contact our support team at support@proline.app or through the chat in the lower corner of your screen. We're here to help you with any issues or concerns.