Can I Bulk Close Projects so the Project Status Pipeline Loads Faster?

Why should I bulk close projects?

Over time, projects that never turned into a sale, missed appointments, unresponsive leads, or stalled bids can pile up.

All projects should be closed eventually, regardless of whether they are won or lost.

Leaving projects open can:

• Slow down your Project Status Pipeline
• Causes delays in loading and navigation
• Make it harder to track active work

Bulk closing allows you to quickly clean up your pipeline and keep your system running efficiently.

Not sure whether to close or cancel a project? Check out our article on When to Close vs Cancel a Project.

How do I bulk close projects?

Step 1: Navigate to Projects

• Go to CRM > Projects

Step 2: Enable Bulk Actions

• In the top right corner of the table, click the Table Options (lines with a gear icon)
• Toggle Bulk Actions ON
• This will reveal the Bulk Action button (Simply click elsewhere on the page to get out of the table options)

Step 3: Apply filters

• Click the filter funnel icon in the search bar (upper left)
• Set filters based on the projects you want to close

Setting up filters can take some trial and error, especially when cleaning up your Project Status Pipeline. You can create your own filters or use pre-built filters based on the most commonly bogged-down sections of the pipeline. Click here to move to the end of the article to view Quick Filter Links to Clean Up Your Pipeline Faster 

Available filter options include:

• Salesperson
• Project Type
• Priority
• Status

Marketing & Lead Source

• Primary Marketing Source
• Secondary Marketing Source

Sales Activity

• Has Sales Appointment
• First Sales Appointment Date
• Has Bids Sent
• Has Bids Accepted
• First Bid Sent
• Last Bid Sent
• First Bid Accepted Date

Installation Activity

• Has an Installation Appointment
• First Installation Appointment Date
• Last Installation Appointment Date

Project Timeline

• Created Date
• Closed Date
• Canceled Date
• Updated Date

Project Settings

• Is Financing Enabled

User Tracking

• Created By
• Updated By

Important Note:
If you need to filter by a salesperson who is no longer active, they will not appear in the dropdown. Instead, use Salesperson is NOT equal to and select all active users.

Step 4: Load and expand your results

• Click outside of the filter box to apply your filters
• In the bottom left corner, change the records per page from 25 to 100

These actions only apply to the visible list. If your results span multiple pages, repeat the steps below for each page.  (Select All options are coming soon.)

Step 5: Select projects

• Use the checkboxes on the left to select individual projects
• Or use the “Select All” checkbox in the header row to select all projects on the page. (Note you will need to repeat this step for multiple pages) 

Step 6: Use Bulk Actions

• Click the Bulk Action button
• Choose from:
  • Change Status
  • Edit Items
  • Delete

In most cases, you will not want to delete projects.

Step 7: Close the projects

• Select Change Status
• Review the list in the pop-up window
• Choose Close from the dropdown
• Click Save

What happens next?

Once completed:

• Your projects will be updated to Closed
• Your Project Status Pipeline will reflect the changes
• You should notice improved speed and performance now that old projects are cleared out

Quick Filter Links to Clean Up Your Pipeline Faster

The following pre-built filters can be used to quickly identify older, inactive projects in each stage of your Project Status Pipeline.

Each link will open your Projects table with filters already applied. You can adjust the filters as needed once loaded.

After opening a filter, review the results, then return to Step 4 above and follow the instructions to update records per page, enable Bulk Actions, and close the selected projects.

Leads Created

No bulk actions available at this time (coming soon).

Projects Created

Clears out the Project Created stage by showing projects that meet ALL of the following criteria:

• Are In Progress

• Have no sales appointment

• Have no bids sent or accepted

• Were created before January 1, 2026 (or modify filter to another date)

Filter Project Created →

Sales Appointment Scheduled

Moves to Sales Appointment Completed automatically when the appointment time passes the scheduled date/time. No bulk action needed.

Sales Appointment Completed

Clears out the Sales Appointment Complete stage by showing projects that meet ALL of the following criteria:

• Are In Progress

• Have a sales appointment

• Have no bids sent or accepted

• Were created before January 1, 2026 (or modify filter to another date)

Filter Sales Appointment Completed →

Bid Started

Projects in this section will be included in filters used for Project Created and/or Sales Appointment Completed filters (above). A bid started would not count as a bid sent, so these are handled by the previous cleanup actions in other stages.

Bid Pending

Projects in this section will be included in filters used for Project Created and/or Sales Appointment Completed filters. A bid pending verification would not count as a bid sent, so these are handled by the previous cleanup actions in other stages.

Bid Sent

Clears out the Bid Sent stage by showing projects that meet ALL of the following criteria:

• Are In Progress

• Have a sales appointment

• Have a bid sent

• Have no accepted bids

• Were created before January 1, 2026 (or modify filter to another date)

Filter Bid Sent →

Bid Accepted

Not suggested to bulk close until the full project has been reviewed to ensure all payments have been received, warranties have been sent, and all items are fully completed.

Clears out the Bid Accepted stage by showing projects that meet ALL of the following criteria:

• Are In Progress

• Have a sales appointment

• Have a bid sent

• Have a bid accepted

• Do not have an installation appointment

• Were created before January 1, 2026 (or modify filter to another date)

Filter Bid Accepted →

Bid Rejected

Projects in this section will be included in the Bid Sent filter (above), as these projects have bids sent but not accepted.

Installation Scheduled

Not suggested to bulk close until the full project has been reviewed to ensure all payments have been received, warranties have been sent, and all items are fully completed.

Clears out the Installation Scheduled stage by showing projects that meet ALL of the following criteria:

• Are In Progress

• Have a sales appointment

• Have a bid sent and accepted

• Have an installation appointment

• Were created before January 1, 2026 (or modify filter to another date)

Filter Installation Scheduled →

Installation Complete

Not suggested to bulk close until the full project has been reviewed to ensure all payments have been received, warranties have been sent, and all items are fully completed.

Clears out the Installation Complete stage by showing projects that meet ALL of the following criteria:

• Are In Progress

• Have a sales appointment

• Have a bid sent

• Have a bid accepted

• Have an installation appointment

• The installation date has passed

• Were created before January 1, 2026 (or modify filter to another date)

Filter Installation Complete → 

Warranties Sent

Projects in this section will be included in the filters used for Installation Complete (above).

Recently Completed Projects

This section only shows the last 30 days (timeline editable in Company Settings) and includes projects that moved through all stages of the pipeline (excluding warranties).

No bulk action is needed, as projects will automatically drop off this section.

Other Common Filters: 

Projects Assigned to Inactive Salespeople

Clears out old projects tied to users who are no longer active.

Filter Inactive Salesperson Projects →

Important:
Inactive users will not appear in the Salesperson filter.
To use this filter correctly:

• Edit the filter

• Select Salesperson is NOT equal to

• Add all active users

• This will isolate projects assigned to inactive users