How to set up the Sales Hub pipeline
Sales Hub is the Pro Photo Systems module for the pre-sale pipeline — kanban, email composer, proposals, and PDF-flow e-signature contracts. This guide walks through subscribing, configuring sending, and getting your first prospect into the pipeline.
1.Subscribe to the Sales Hub module
Sales Hub is an optional $500/year module. In the Pro Photo Systems dashboard, go to Settings → Subscriptions and add Sales Hub. The billing change takes effect immediately and the new Sales Hub tab appears in your top navigation.
2.Configure your sending domain for outbound email
In Settings → Sending Domains, add the domain you want to send prospect emails from (e.g. acmephotos.com). PPS provisions DKIM/SPF records via Postmark; add the DNS records at your domain provider, then verify in the dashboard. Without this step, outbound proposals and cold emails route through a generic from-address — verification gets you proper sender reputation.
3.Define your pipeline stages
In Sales Hub → Settings, customize the kanban stages to match your sales motion. Defaults are Lead → Qualified → Proposal Sent → Negotiation → Closed Won. You can rename or reorder stages; the kanban view re-renders to reflect changes.
4.Set up email templates for outreach
In Settings → Email Templates, create reusable cold-email and follow-up templates with merge fields ({{first_name}}, {{organization_name}}, {{studio_name}}, etc.). Templates are scoped to your studio account and any rep can pull from them when composing outbound emails.
5.Upload a contract template (optional but recommended)
In Sales Hub → Contracts → Templates → New, upload a PDF (your standard photo-day agreement, IRS W-9, etc.) and drag-drop signature, date, and text fields onto it. Save as a template; you'll pick it from a dropdown when sending contracts to specific prospects.
6.Import your prospect list (CSV or one at a time)
In Sales Hub → Pipeline → Import, upload a CSV of your prospects, or click "Add prospect" to enter them manually. Each prospect lands in the Lead column by default; drag-drop to other stages as the relationship progresses.
7.Send your first proposal or contract
From a prospect's drawer, click Send Proposal or Send Contract. PPS builds the document, sends via your verified sending domain, and tracks status (Sent → Viewed → Accepted/Declined/Signed). Activity rolls up to the prospect timeline so the whole rep team sees the same picture.