Deals that advance once all requirements are met
The challenge they faced
A mobile fueling company builds each deal from one or more fuel requests, one for every delivery site, stored as their own records and linked to the deal along with a billing account. Every converted deal feeds the operations system that sets up service. Workflows from an earlier implementation checked each pipeline stage for missing details and sent incomplete deals back, but standard workflow filters could only confirm that one fuel request on a deal was complete, not all of them.
Reps also struggled to see exactly what was missing, which the operations lead called the biggest troubleshooting on her end. Rush orders were common, yet complete deals still waited for someone to move them forward by hand.
The strategy we mapped
We moved the checks into custom code so every fuel request and billing account on a deal is inspected, not just one. Before building, we confirmed the rules with the client: the required records for each stage, and no skipping stages unless every earlier requirement is met. Each stage's check re-runs every stage before it, so a deal that later gains an incomplete fuel request is caught. The same check that sends incomplete deals back now moves complete ones forward, one stage at a time, and records what's missing in plain language.
The solutions we executed
A check for every stage. Four workflows guard Needs Analysis, Proposal/Quote, Negotiation/Review and Client Conversion. Custom code checks every contact, fuel request and billing account on the deal against that stage's requirements and all earlier ones, and blocks a request for a site that is already an active customer.
A to-do list on the deal. Each check writes a pass or fail status by stage and lists every missing field, grouped by record and labeled with the stage that needs it. A requirements card appears on the deal only when something fails.
Deals that move on their own. Passing deals move up a stage automatically, and failing ones move back with the reason attached. Reps can request a check from the deal record for rush orders, and a scheduled workflow re-checks every open deal four times each weekday.
See it in action.
Click through a working version of what we built — the same flow the client's customers use.
What changed after the engagement.
Fuel deals now move through the pipeline only when every fuel request and billing account has what the next stage needs, protecting the handoff to the operations system. Reps see exactly which record is missing which field instead of guessing, can re-check a deal on demand when an order is urgent, and no longer push complete deals forward by hand. Because each stage re-checks the ones before it, a deal that changes after moving ahead is caught on its next check.
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