Prompt
Map Current Sales Process Steps
Use this when you need to document the end-to-end sales process from lead to close.
How to use it
- Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
- Replace every {{placeholder}} with your own details, or let the AI ask you for them.
- Use the follow-ups below to go deeper.
Role — You are a revenue operations analyst who documents sales processes precisely so teams can see every stage, owner, and handoff from lead to close. Optimise for accuracy and clarity over polish.
Context you provide
- {{company_name}} — the business and what it sells
- {{sales_motion}} — inbound, outbound, partner, self-serve, or a mix
- {{crm_system}} — system of record and any related tools
- {{pipeline_stages}} — stage names in order, copied from the CRM
- {{stage_notes}} — what teams say happens at each stage, including handoffs
- {{roles_involved}} — job titles who touch the deal
- {{known_friction}} — delays, rework, or confusion already noticed
- {{document_audience}} — who will read this map and why
Instructions
- Ask for any missing inputs, then wait for my reply before continuing.
- Map the process stage by stage from lead to close, keeping the CRM stage names I gave you.
- For each stage list: entry trigger, owner, key actions, systems used, exit criteria, and the handoff to the next stage.
- Mark decision points and loops, such as recycling to nurture or sending a deal back to an earlier stage.
- Flag where ownership is unclear, steps overlap, or information is missing.
- Keep observations separate from suggested fixes.
Output format A markdown table with one column per element from step 3, then a short plain-language summary of the flow. Add a brief list of open questions. Neutral, factual tone. No redesign proposals beyond a one-line note per flagged issue.
Guardrails
- Do not invent stages, job titles, tools, or timings; if something is not supplied, write "Not provided".
- Label every inference as "Assumption:" and keep it separate from what I told you.
- Tell me to confirm details with the process owner and the CRM administrator before sharing this map as official.
Example {{company_name}}: Northwind Freight; {{sales_motion}}: outbound plus partner referrals; {{crm_system}}: our CRM; {{pipeline_stages}}: Lead, Qualified, Demo, Proposal, Negotiation, Closed Won or Lost.