How to Build a Sales Process Flowchart

Creating optimal sales processes is essential to building a productive sales team. A flowchart will help you show your process visually to your organization.


Do you feel your sales team needs a little more organization? 

Your sales reps ask hundreds of questions each day. Or they often miss hitting their monthly quotas. Perhaps they’re unclear on how to move a prospect from the early stages to close the deal. 

If this sounds familiar, we have some good news: outlining a sales process will give your sales team a high-level overview of the series of actions that must be taken to close more deals.

The best sales professionals are artists—they use the framework provided by a sales process to improvise and optimize their work to better connect and engage with customers, followed by converting and retaining them.

Today, we’ll help you take your sales process to another level by showing you how to build a sales process flowchart. 

What is a sales process flowchart?

A sales process flowchart is a document visualizing and outlining a prospect’s decision tree, along with the recommended actions a sales rep should take at each main stage of the sales process. It provides teams with benchmarks and ensures they have a proper structure to meet sales quotas and goals.

As it illustrates each step of the process, sales managers use the sales process flowchart to train new sales reps, helping them understand how to identify qualified leads and move them into the sales pipeline. It also helps longer-tenured representatives who may not have written out all of their knowledge get greater clarity into their processes.

Why is a sales process flowchart important for business?

The sales process flowchart enables you to achieve your sales goals by clearly mapping out the protocols your sales reps should follow to improve the odds of converting prospects into customers. Think of it as a sales framework that makes it easier to identify areas for improvement and make the necessary adjustments.

A sales process flowchart can be an incredible tool to improve your organization's sales productivity and effectiveness. Here’s a short list of tasks you can use it for:

  • Provide sales representatives with a visual road map for closing more deals
  • Create certainty for both sales staff and customers on the steps to follow during the sales processes
  • Break down the sales strategy into easy-to-follow clear stages
  • Control and optimize the sales process and conversion
  • Make sales projections against targets based on when customers are likely to sign

In fact, companies with a formal sales process increased their revenue by 28% compared to those without a formal sales process, according to Harvard Business Review

This makes sense because a flowchart ensures each sales team member understands their position in the sales process, helping increase its overall efficiency. It also aids communication between sales reps and management by outlining the specific procedures required to execute a sale successfully.

How to Build a Sales Process Flowchart?

Your sales process flowchart should clearly outline each step of the sales process, including prospecting, discovery, demoing, handling objections, closing sales, and customer onboarding. Once you have a brief outline, you’ll need a tool like Scribe to draft it and share it in your training materials for sales reps.

Here’s are the five steps to build a sales process flowchart for your sales team:

  1. Buy the right flowchart software
  2. Outline the steps of the sales process
  3. Ask sales reps for feedback and buy-in
  4. Measure and monitor team success
  5. Improve sales process over time

Let’s discuss these steps in more detail.

Step 1: Invest in the Right Sales Process Flowchart Software 

Using the right technology makes a significant impact on streamlining your sales operations, and flowcharting is no different. 

Use an advanced sales process flowchart software to break down the sales process into clearly defined stages and share the relevant content with your team. Many tools also offer flowchart templates that you can customize according to your requirements.

That’s not it—you can leverage several other tools to make the process more effective.

For instance, Scribe makes it super easy to tap into the know-how of top-performing sales reps. You can use the plugin to create a visual how-to for describing and guiding your sales team through the flowchart. 

Once you have the right software tools, proceed to actually create a sales process flowchart for your organization.

Step 2: Outline the Important Steps of Your Organization’s Sales Process 

Examine your current sales process, taking note of each step and stage. You can use a CRM tool to see the entire process in one place and make changes as you go as well.

Here’s an example—a lead‘s first interaction with your sales rep is the first step, followed by lead qualification and booking a demo. You can also have different stages for providing the prospect with resources and presenting the sales proposal. The last two steps would be closing the deal and initiating post-sales.

Once you’re done outlining the most important stages, map each step on the flowchart software to a buyer journey stage.

We recommend considering the following steps when building your flowchart strategy.

  • Prospecting and qualifying. Limit time spent on pursuing unqualified leads. Help sales reps identify high-quality leads that are more likely to convert.
  • Pre-approach. Sales reps need prospects to warm up to them—and to the idea that the former has the answer and the solution to their problems. 
  • Approach. After building a rapport with prospects, sales reps should introduce themselves formally and your organization.
  • Accessing needs. Sales reps need to understand the prospect's needs and how they can meet them with their product. 
  • Presentation. Time to take things to the next level! Sales reps will present the master plan and show the product in action.
  • Dealing with objections. Prospects are likely to have objections. Sales reps should be prepared to tackle these confidently and effectively to remove doubts.
  • Commitment. The final moment where the prospect chooses you over the competition.
  • Follow up. No deal is closed until you get the money in the bank. Sales reps may need to give the lead the final push to sign the contract and become a paying customer.

Your process doesn’t have to be exactly the same as this—it can be similar. Remember, once you create a sales process flowchart, it’ll formalize the sales process, and everyone on your sales team will follow it when selling. So be careful when preparing one.

Step 3: Get Feedback and Buy-In From Your Team

Considering it's your sales reps who would be communicating with customers, you definitely want to seek them out when creating your organization’s sales process flowchart. 

Ask reliable sales reps the following questions:

  • What factors do they think are most important in the sales process?
  • How do they think their job can be improved?
  • Which stages do they find most plagued with bottlenecks, and what are those bottlenecks?
  • What kind of content is most helpful in moving leads down the sales funnel?

Knowing the answers to these questions will help you figure out what’s working and what isn’t. Furthermore, as different sales representatives have different selling styles, you’ll learn different perspectives, helping you develop a sales process flowchart on your software that’s an accurate depiction of the whole team.

Step 4: Measure and Monitor Your Team’s Success

You'll have a flowchart at this stage, but the job is far from over.

Measure how well your team is doing. For example, think of how quickly reps respond to customer inquiries and questions. Or how long it takes for leads to go from one stage of qualification to another. 

Look for opportunities to make interactions with prospects and customers more meaningful, leading to more sales and repeat business. After all, the main point of creating and leveraging a sales process flowchart is to improve sales efficiency and bolster growth so that everyone can benefit and bring in more revenue.

Step 5: Enhance and Add More Detail to the Flowchart Over Time

Flowcharting is an ongoing initiative. 

You want to create something simple that’s easy to understand and helps sales reps identify opportunities. But once you’re past the introductory stage, you need to make it more detailed and in-depth over time to ensure your sales team achieves organizational objectives and hits sales quotas.

Add more details to each stage, for example. Document potential factors influencing a lead’s progress. Or you can create specific roles to guide your team in the sales process, helping them identify different pain points and use cases.

Make a Sales Process Flowchart More Legible With Scribe

Scribe is a digital sales enablement tool that lets you create visual and detailed how-tos to help your sales team learn and succeed. Just click 'Record,' explain the flowchart, annotate, and share. 

Sign up for free and provide tailored guidance that helps sales reps understand their role and the sales process better, plus monitor and track their performance to give feedback.