Automate your sales process with Pipedrive and Zapier

Nick Moore
Nick Moore / Published March 9, 2020

In a customer relationship management (CRM) tool like Pipedrive, you can design a streamlined sales process your entire sales team can use. But your team will still likely rely on a host of other tools, like email, calendars, invoices, and project management software. And all of these are disconnected from your sales process.

This is where Zapier comes in. Automation can extend the power of Pipedrive to your entire sales stack.

Why your Pipedrive workflow needs automation

CRMs promise centralization and standardization. A good CRM can act as a rudder for every action your sales reps take, guiding them as they steer leads through the buyer’s journey.

But a CRM is only effective if your team uses it. In one survey, over 50% of CRM users said they struggled to keep data up to date. Almost the same number said that simply entering data was a challenge. These problems compound if your team has to find information outside of your CRM. Every time you reach across systems or tools, you risk dropping some piece of information in the gap that reach creates.

Eliminate the gaps by using Zapier to integrate Pipedrive with the rest of your business tools and processes. The integration reduces manual data entry and shortens the time between getting a new lead and closing the deal. Zapier helps CRMs live up to their promise of information and workflow centralization.

Automatically keep your team in sync throughout the sales process

A small delay from a missed email can mean the difference between a closed deal and a lost deal. Sales teams try to stay in sync to combat delays, but those efforts can be self-defeating if they're spending more time emailing each other about deals in progress than working to close the deals.

It's also common for several people to cultivate the same lead, which means more chances for miscommunication. Over one-third of companies report that three to four teammates are involved per customer relationship; over one-fourth report that five to 10 teammates are involved. Delays are inevitable if someone involved in the potential sale is left out of the loop at any point.

Automatically sending messages to your team’s preferred communication channels whenever handoffs take place can ensure your team remains in sync, no matter how many people are collaborating. When your team registers a new Pipedrive deal, for instance, use this Zap—our word for Zapier's automated workflows—to automatically send an email to select teammates with Gmail.

If your team prefers Slack, use these Zaps to send messages to individuals or entire channels.

You can even use Zapier to automatically send SMS messages as especially important deals reach certain stages.

Slack messages, emails, or Pipedrive cards are useful for immediate updates, but they don’t provide a single source of truth. Rather than ask your team to pore through each channel to get the information they need, connect Pipedrive to Google Sheets.

With a Pipedrive and Google Sheets integration, your team has access to a database that automatically stays up to date.

Create and manage a steady flow of leads

Marketing campaigns often generate interest without giving sales teams the tools to handle the resulting volume of leads. Blog posts and Facebook ad campaigns drive traffic to your website, but these roads can lead to traffic jams if your sales reps have to manually enter leads into Pipedrive.

If your Pipedrive workflow depends on manual data entry, then you’re not setting up your team—or Pipedrive—for success. Zapier lets you connect the tools at the very top of your funnel with Pipedrive, so leads are sent right into your workflow.

These Zaps ensure that Pipedrive automatically captures every visitor who fills out your contact form.

An inquiry email received via Gmail asks the recipient for a meeting
An inquiry email received via Gmail asks the recipient for a meeting
Zapier automatically creates a new deal in Pipedrive corresponding to the inquiry email
Zapier automatically creates a new deal in Pipedrive corresponding to the inquiry email

This workflow automatically creates new Pipedrive deals from leads that your Facebook lead ads capture.

You can also capture subscribers from your email marketing campaigns and add them to Pipedrive.

Even as you cross from system to system, you won’t lose track of any prospects.

Give your prospects what they need, when they need it

Ideally, your sales process creates a frictionless, almost gravitational pull. Your product or service is great, you’ve enticed your prospect with a deal that suits them, and your team is ready to respond.

Experienced sales reps know, however, that making a sale is rarely that easy. Friction is inevitable, but it’s not always easy to detect. Different prospects have different needs, and when you’re monitoring many prospects at once, it’s hard to know when to intervene.

Use this Zap to add Calendly invitees to Pipedrive, ensuring every meeting is tracked and every lead pursued. This will automatically prompt your sales team to nurture leads.

The context-switching involved in a busy workplace sometimes makes it difficult to know what the next step is. Use Zapier to support your workflow and ensure each player knows what to do next and when.

The customizations are almost endless. For example, the first Zap below can add meeting, task, or deadline activities to a deal to help keep it moving. The second Zap can draft proposal, followup, and thank you emails, all of which can help your salespeople move prospects from stage to stage.

You can also automatically move prospects to an email drip campaign if they aren’t ready for a hard sell.

Zapier pre-loads your Pipedrive deals, Gmail emails, and drip campaigns, enabling your sales team to shift their efforts away from entering and moving data. They can, instead, personalize their efforts and ensure prospects move through the funnel.

Shorten the time between closing and delighting

Salespeople don’t always have visibility into what happens after they close a deal. Siloed teams and separate processes can cause well-meaning salespeople to overwhelm account managers with a volume of customers they aren’t ready to handle.

Linking your Pipedrive sales workflow to other business processes or tools can seamlessly transition your prospects from the sales team to the logistics or account management team.

As soon as your sales team closes a deal and updates the stage in Pipedrive, you can use automation to give you a jumpstart on the next step. Drag a Pipedrive card over, and these Zaps will automatically create a QuickBooks estimate, a FreshBooks invoice, or a Xero invoice.

With estimates and invoices ready immediately, you can move faster from sale to service. Use these Zaps to link activities and deals to your project management tool of choice. Now you can automatically transition a closed deal from the sales process to the project management process.

Zapier creates a new project in Todoist that corresponds with the Pipedrive deal
Zapier creates a new project in Todoist that corresponds with the Pipedrive deal

You can also automatically pass information from one team to the next. Once you close a deal, this Zap moves new customers from one Pipedrive workflow to another. Your logistics, onboarding, or account management team can then take over without risking any workflow gaps.

Iteration makes sales processes more effective. These Zaps automatically feed your sales results into your favorite reporting and tracking tools.

These steps will help ensure iteration is a regular part of your sales process.

Businesses won’t survive without sales, but that doesn’t mean every sale creates business value. A deal closed today isn’t a victory if that client churns tomorrow. Zapier makes the transition between prospect and customer seamless.

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