You have a process for everything you do, whether you know it or not. When a customer tells you they want pricing details, you note their needs, create the price estimate, and send them an email. That workflow is crucial to your productivity—and yet, it's hidden away in your head.
Pipedrive turns that mental workflow into something anyone on your team can use. With its visual pipeline, you can drag deals to their correct position in your sales process, log call notes, track upcoming meetings, set deadlines for deals, and assign activities to teammates. Pipedrive's marquee feature—the visual pipeline—eliminates the question, "How's the latest deal progressing?" by giving you an immediate answer with a glance.
Pipedrive is more than just a customer relationship management (CRM) system or client address book, though—it's a tool that lets you visually manage the processes for everything you do.
We use Pipedrive not only as a CRM, but as a general process management tool.
Emilio Lopez Romo, business model designer at Arcus Business Design
Plug Pipedrive into Zapier, and you can create automated workflows between Pipedrive and 500-plus complimentary apps, such as MailChimp, Wufoo, and Slack. So instead of creating a pricing estimate and sending it to a customer manually, for example, a Zapier integration could on your accounting app using data from Pipedrive then email it to the customer.
Here are more than 20 ways Pipedrive users rely on Zapier to automate a workflow and get even more done.
Use Pipedrive and Zapier to:
How to Set up An Automation with Pipedrive and Zapier
Pipedrive helps you visualize your business workflows, while Zapier helps you hook in those processes to the other apps you use every day, so that data can pass between them automatically. Before we talk about popular ways to connect Pipedrive with other apps, let's first break down how Zapier works.
If you're already familiar with Zapier, skip ahead to the Speed up Sales Processes section.
Here's an example: with Zapier, you can connect Pipedrive to team messaging app Slack, so that new deals in Pipedrive are relayed directly to the right stakeholders. Whenever a new Pipedrive deal is created, a Zapier automation—called a "Zap"—could automatically share that deal in a Slack channel.
To set up a Zap like this one, first connect your Pipedrive account to Zapier:
And connect your Slack account, too:
Then, you can customize the Zap. You can have it send the Slack message either from a bot or your own Slack username, for example. And you can have it share as much info about the deal as you want.
Now, every time a new deal is added to Pipedrive, Zapier will post a message about it to Slack. That just saved you the hassle of manually messaging various stakeholders for each deal.
There are hundreds of other ways you could connect your Pipedrive workflows to other apps integrated with Zapier. Let's look at some of the most popular ways Pipedrive customers use Zapier today.
Move Deals Along Your Pipeline Faster without Missing Tasks
Nothing is more satisfying than moving a Pipedrive deal to the next stage in a pipeline. Not only do you feel accomplished and motivated by pushing the deal along, but updating deals to the correct stages of a pipeline is a great way to keep your team up-to-date with the deal's progress.
The best way to keep deals moving across your pipeline is to take quick action on them. You can remind yourself or teammates to do that by creating activities on the deal, listing the things that need done next. Zaps can then keep you and your team on-task by automatically adding activities you regularly need to do. Use this Zap to create an activity in Pipedrive whenever a new deal is added, so you don't have to remember what task to do next:
Pipedrive Zaps are customizable; they can watch for only open deals, won deals, lost deals, and so on. If you want to customize your Zap even further, you can add a so the Zap only runs if the deal matches criteria you specify. You can set up a Filter, for example, that only allows the Zap to run if you are marked as the owner of a newly created deal.
The Arcus Business Design management consultancy team uses a similar Pipedrive Zap as they help numerous clients implement processes. But they must be diligent about following their own internal processes, too, to be successful. That's where Zapier comes in. It automatically creates Pipedrive activities whenever Pipedrive deals reach a certain stage in a pipeline.
"We use Pipedrive not only as a CRM, but as a general process management tool," business model designer Emilio Lopez Romo says. "For example, this Zap helps with telling someone what they have to do for each stage. When someone completes an activity, like creating a customer proposal, for example, they move the deal to the next stage, which triggers another follow-up activity."
Painting company Weissmaler uses a similar Zap to create activities between two teams: the sales team and planning team, who is in charge of scheduling appointments with clients.
"Before we used these Zaps, the sales team had to schedule an activity for the planning team to schedule the job," CTO Ewoud Bloemendal says. "And then the planning team had to schedule an activity for the sales team to inform the client about this appointment. Now, when the deal moves to a certain stage, an activity is automatically scheduled for the planning team. Similarly, when a deal is moved to the 'Appointment Scheduled' stage of the pipeline, an activity is added for the sales team. With this in place, we don't have to manually schedule activities for other teammates. In general, using our Pipedrive and Zapier automations, we improved the close rate for leads by 40 percent in the last two months."
Using our Pipedrive and Zapier automations, we improved the close rate for leads by 40 percent in the last two months.
Ewoud Bloemendal, CTO at Weissmaler
The Arcus Business Design team set up another Zap that adds additional activities to Pipedrive at the same time every month. "Every first of the month, a Zap generates general activities—not related to one deal specifically—so our team can remember tasks like turning in the monthly sales report," Lopez Romo says.
Data analysis company mySidewalk uses a similar Pipedrive Zap to keep teams aligned on which tasks need to be done at each stage of the pipeline. The Zap automatically creates Pipedrive activities whenever a Pipedrive deal reaches a new stage, using Zapier's Delay app to ensure activities aren't created all at once, which can be overwhelming to the team.
"When a deal is moved from one stage to the next stage, it creates a series of activities in Pipedrive," says Kevin Smith, who does marketing and sales operations at mySidewalk. "Rather than create all of the tasks at once, we use Zapier’s Delays to create tasks after a certain number of days, multiple times for each stage. These Zaps homogenize our sales team’s follow-up process and saves their time from creating each activity manually."
While the Zaps cut down on the number of menial tasks our team is required to do, they also ensure we don’t let things slip through the cracks.
Steve Burris, COO at ARMS Software
ARMS Software, a company that makes software for athletic directors, also uses a Zap to create tasks across multiple teams: the sales team uses Pipedrive to track tasks, while the development team uses project management tool .
"Using Zapier, we’re able to programmatically create tasks as our deals move through each Pipedrive stage," COO Steve Burris says. "While the Zaps cut down on the number of menial tasks our team is required to do, they also ensure we don’t let things slip through the cracks."
If you work with various teams who each use different apps to track tasks, you can use Zaps like these to ensure that tasks are added to every platform:
Communicate Pipedrive Updates to Your Team
Pipedrive is useful for aligning your team as important milestones are hit. By connecting Pipedrive to your team communication tool, you can make sure your team gets real-time updates from Pipedrive.
Lennart Kuijs, co-owner and technical director of marketing merchandise company Pinkcube, makes sure he's in the loop with a Zap between Pipedrive and .
"This Zap notifies me and my business partner of any won deals, without us constantly looking at the Pipedrive dashboard," Kuijs said. "For us, this means that we’re able to see sales progress, even when we’re out of the office."
ARMS Software COO Steve Burris uses a similar Zap to celebrate when a Pipedrive deal is won. The Zap sends a Gmail message congratulating the entire team.
If a big deal is at stake, you can take the celebrations even further with a Multi-Step Zap that sends swag to the team member that just won a deal. This Zap grabs a customized link from , an app where team members can pick out swag themselves.
Try celebrating a recently won Pipedrive with your team with Zaps such as these:
Schedule Consultations and Demos
The process of scheduling appointments with clients and leads can sometimes take more time than the appointments themselves. Eliminate the back-and-forth communications around appointment by creating Zaps between calendar tools and Pipedrive.
Trevor Carss, marketing manager of freight and warehousing company A & A Contract Custom Brokers, uses to schedule appointments with potential clients from his website. He set up a Zap that sends new Acuity Scheduling appointments to Pipedrive as deals, so his team can start the sales process.
"When website visitors set up an appointment with us, we have a Zap that connects Acuity Scheduling to Pipedrive," Carss says. "It's a huge time-saver."
Related: Did you know you can make phone calls directly from Pipedrive using Pipedrive's mobile iOS and Android apps? Start a call from Pipedrive, then log the call along with notes in Pipedrive once you hang up.
Janna Bastow, co-founder of product management software ProdPad, uses a Zap to automatically schedule demos:
"Pipedrive is our single source of truth about what's happening with our customers and leads, so we use Zapier to point data towards it to make sure it's up-to-date," Bastow says. "If someone sets up a meeting in a specific account, we know it's for a demo. The Zap then creates a GoToMeeting invite, a Google Calendar event, and an activity in Pipedrive to indicate that the demo was scheduled. The Zap is saving us a number of manual entry steps."
Pipedrive is our single source of truth about what's happening with our customers and leads, so we use Zapier to point data towards it to make sure it's up-to-date.
Janna Bastow, co-founder at ProdPad
The Zap put Zapier's Search Actions feature to use. Search Actions let Zapier search for existing people, users, deals, and organizations in Pipedrive. For example, this Zap searches for an existing deal in Pipedrive that matches data from YouCanBook.Me. If the Zap doesn't find a matching deal, it will automatically create one. By searching for an existing deal before creating one, the Zap makes sure no duplicate deals are created.
"When someone registers for something, it marks that across all systems which helps us track leads in multiple places," Tremblay says.
Automate your appointment-scheduling process with these Zaps between Pipedrive and calendar tools:
Add Your Contacts to Pipedrive
To get the most out of Pipedrive as a CRM, you need to make sure all of your company's contacts are saved in Pipedrive. You can add new contacts to Pipedrive as you email them with Pipedrive's BCC emailing feature. Pipedrive gives you an email address you can BCC on your emails, so the person you're chatting with is automatically added as a person on Pipedrive.
If your teammates use other contact management systems, you can use these Zaps to automatically add new contacts in other tools to Pipedrive as people:
Another popular way to update Pipedrive with new people is with Zapier's Email Parser tool, which extracts useful information from email messages. Using Email Parser, you can set up a custom email address that you can forward messages to, along with a template to recognize your most important data from those messages. Then, whenever a new email comes in, the Email Parser will pull out relevant information so you can send it to other apps in a Zap.
For example, you can tell Zapier's Email Parser to look for an email sender's contact information in their email signature.
Once you have the Email Parser configured, use Zapier to send the parsed information to Pipedrive as deals or as people.
Then the info from those emails will be added to Pipedrive as people or deals:
Stephen Fourie, general manager at software company GEM Custom Apps, uses a Zap with Zapier's Email Parser to add the leads from his website to Pipedrive.
"Our biggest challenge was receiving lots of leads as email notifications on our website, so we set up a Zap with the Zapier Email Parser, which helps us make sure we don't lose leads," Fourie says.
Thomas Plaindoux, marketing communications manager at media monitoring company Mention, sends data to Pipedrive using another email parsing tool called MailParser.io.
Whenever Plaindoux receives a message about a user from marketing tool Customer.io, a Zap kicks off: extracts the email address from the message. Then using a bit of code inserted into the Zap using Zapier's Code app, the Zap checks to see if that user currently is a customer of Mention. If the user isn't a current customer, the Zap then creates a person and deal in Pipedrive.
"This Zap has been playing a critical role here at Mention, as it allows us to create Pipedrive deals directly from Customer.io," Plaindoux says. "It is very convenient for us: we can decide where to put this deal based on the potential owner of the deal."
You can also add offline contacts to Pipedrive using 's Card Reader tool, which digitizes business cards. A Zap can then send the information from FullContact over to Pipedrive.
Run custom reports
Reporting brings so many insights to your business, but it's often dreaded because of the work involved. It doesn't have to be difficult, though. Pipedrive comes with a variety of reporting tools, so you can pinpoint exactly what is going on in with your sales and continuously make improvements.
Plugging Pipedrive in with Zapier gives you even more choices for reporting, while keeping manual data entry out of your reporting process. Say goodbye to importing and exporting with these Zaps.
"Zapier dumps the Pipedrive data in a Google Sheet and that data stream powers custom reporting, which I built in Google Sheets," Barnes says. "Previously, I ran these reports manually; since we have daily, weekly, monthly, quarterly, and annual reports, you can imagine how much time this Zap saves me."
Derry Brown, director at stock market education company ETF HQ, also imports Pipedrive data into Google Sheets, so that he can run reports on the time it takes his team to contact leads for the first time.
"When a Pipedrive activity is marked as done, the Zap sends the timestamp to a Google Sheet, which checks it against the time the deal was created," Brown says. "This way, we can track the KPI of how long it takes for leads to get a call back."
If you frequently run reports in spreadsheets, use these Zaps to send your Pipedrive data to Google Sheets without lifting a finger:
There's more than just spreadsheets, too. Arcus Business Design runs reports in —a simple yet powerful database reporting tool—to help them answer important questions like "What is the No. 1 reason that deals were lost this month?" The company's new Pipedrive data is added to Airtable with this Zap:
"Whenever a Pipedrive deal is closed and marked as lost, it goes to an Airtable database," business model designer Emilio Lopez Romo says. "Airtable helps us register the reason why the deal was lost and we generate reports about this for our sales meeting at the end of every month."
If you prefer to automatically create reports with dashboard tools such as Cyfe or Dasheroo, use these Zaps:
Clean up Your Data within Pipedrive
The variety of fields available in Pipedrive deals allow you to give teammates details about deals you're working on and help yourself remember them later.
Pipedrive is most useful when there are more details in deals. To make sure teammates fill in necessary fields in Pipedrive deals, painting company Weissmaler uses this Zap to check if certain fields in Pipedrive deals have values. If the fields don't have values, the Zap sends a Slack message to the owner of the Pipedrive deal.
"We call this our 'Pipedrive Police' Zap because it checks if certain important fields are filled when the deal moves and then reports anomalies to Slack," CTO Ewoud Bloemendal says.
RYNO Strategic Solutions' Jake Barnes makes sure his Pipedrive data is filled in and formatted correctly using a Zap, too.
The Zap uses Zapier's , which re-formats data mid-Zap. For example, Barnes says he uses Zapier's Formatter to "remove any stray spaces or characters, make sure certain fields are in title case, and format the phone numbers so they are uniform."
Once the fields in a Pipedrive deal are formatted, the Zap automatically updates the Pipedrive deal with the new fields.
"Having this system automatically clean up deals really helps the search function in Pipedrive to be more accurate," Barnes says. "Additionally, it helps us to keep clean data for reporting purposes. Before I set up this Zap, I spent a lot of time each week maintaining and cleaning our Pipedrive data. Now that I have this Zap running, the data is always clean. It saves me thousands of headaches."
Plug Pipedrive into Your Email Marketing Lists
Josh Colter, vice president of sales and marketing at property tax software company AppealTrack, builds email marketing lists with a Zap between Pipedrive, Google Sheets, and email marketing tool . By filling in the "Contact Type" field for each person in Pipedrive, Colter is able the segment each type of contact into different lists in MailChimp.
"I use Google Sheets to segment contacts into various lists, then Zapier allows me to automatically update these contacts in Pipedrive and send them to MailChimp for email lists," Colter says.
Try this time-saving tactic yourself:
Marketing manager Jonathan Menk uses to engage leads at Evesham Mortgage, then he uses Pipedrive to move leads along a pipeline towards a "pre-approved for mortgage" stage. By connecting AWeber to Pipedrive with Zapier, Menk's team is able to act quickly on leads who are working to get pre-approved for a mortgage, without getting distracted by unqualified leads.
"The Zap saves us time because we can really focus on the people that have completed the application and are in the process of getting pre-approved," Menk says. "Plus, the Zap has improved communication by limiting the necessity of the team emailing on a daily basis."
You can also send data between your email marketing tool and Pipedrive with Zaps like these:
Capture Inbound Leads
Form software is a great way to capture leads and learn more about them. Pipedrive's new web forms feature allows you to create deals and people in Pipedrive directly from new form responses.
If your teammates use other form tools or you want further customization, Zapier can automatically add those form responses to Pipedrive. For example, Steve Gumm, marketing executive at online postgraduate program Diploma MSc, uses form software Wufoo to capture leads online. A Zap connects Wufoo to Pipedrive and creates deals in Pipedrive, saving the team tons of time.
"The Zap is extremely valuable to us as it considerably saves us manual data entry," Gumm says. "Previously, we had one member of the team manually inputting data for the majority of their role. This process is no longer required, thanks to Zaps."
Rae Hoffman, CEO of search marketing company PushFire, uses a Zap to add leads captured by form tool Gravity Forms to Pipedrive. The Zap creates a person, deal, and note in Pipedrive for every new form submission:
"We save an estimated 10 to 15 minutes per lead by automating our lead data entry process between Gravity Forms and Pipedrive," Hoffman says. "This legitimately saves us more than two full workdays per month. Plus, it negates the leads that previously fell through the cracks when entry was manual."
Manuel Schamroth, co-founder and CTO at management consultancy Fast Flow Management, set up this Zap for client who needed a simpler way to track, contact, and store information about leads.
"This Zap helped to simplify a client's very convoluted and complex workflow, which involved manual repetitive tasks like searching for email addresses and copying and pasting into spreadsheets," Schamroth says. "Zapier has been a life-saver and has enabled our company to provide meaningful solutions for our clients."
You can connect Pipedrive to many form tools with Zaps such as these:
Leads can come from anywhere. For example, social media advertising tools such as Facebook Lead Ads can be great for lead generation. Facebook Lead Ads pre-populate Facebook ad forms with a Facebook user's email address, so if someone is interested in your ad, they can submit their contact info with one click. If you run ads on Facebook, this Zap will send those email addresses over to Pipedrive:
If you receive inbound leads in the form of phone calls, you can have those leads added to Pipedrive, too:
Customer Support and Logistics
Smoothly Transfer Customers between Teams
Customer onboarding often involves coordination between various teams: perhaps the sales team hands new customers over to another team, like a customer support team, to get them started with an account.
This Pipedrive to Pipedrive Zap that Arcus Business Design uses seamlessly hands off a customer from the sales team, who use one Pipedrive pipeline, to the logistics team, who look at another Pipedrive pipeline.
"We have multiple pipelines: one for sales, one for logistics. If a customer buys a specific service, they are created as a new deal in the logistics pipeline with the information from the the won deal in the sales pipeline," business model designer Emilio Lopez Romo says.
When sales teams and support teams are working together while onboarding customers, it's important to make sure each teams' tool use are up-to-date. That's why Jonah Cristall-Clarke, a jazz piano teacher, set up two Zaps between Pipedrive and customer support software Zendesk to help onboard new piano students.
"Our new piano students go through several stages in order to become enrolled in piano lessons, so our Zaps between Pipedrive and Zendesk are quite crucial," Cristall-Clarke says. "The Zaps connect our customer support team, who tracks students' enrollment stages in Zendesk, with our administrative team who tracks the stages in Pipedrive. The Zaps facilitate communication as everyone has up-to-date info and knows what the next task is without any emails or messages needing to be sent. It makes everyone's jobs simpler."
Facilitate communication between your support team, logistics team, sales team, and others during customer onboarding and beyond. Try setting up Zaps like these:
Invoice Customers Automatically
A big part of the sales process is preparing invoices and accepting payments. It's what keeps your business running.
Mehdi Coly, president of SEO software Optimiz.me, uses a Zap to connect Pipedrive and accounting software QuickBooks. Whenever a deal reaches the "ready for estimate" stage in Pipedrive, a QuickBooks estimate is automatically created.
"I created a specific stage where I put all the deals for which I create an estimate," Coly says. "When I move a deal to this specific stage, Zapier creates an estimate in QuickBooks using the data of the person connected to this deal."
You can use Zaps to connect Pipedrive to other accounting tools, too:
Take Note of Customer Feedback
Agile web development company Liip uses a Zap to send feedback gathered from clients over to Pipedrive, so that all information is consolidated.
"This data allows us to see every customer satisfaction survey a client filled out," marketing and communications specialist Jennifer Bachtold says. "Our goal is to have all relevant data in Pipedrive—and it's a big relief that this happens automatically."
No matter if your clients give you feedback via an online form, an email message, or in-person, you can send that feedback to Pipedrive with Zaps like these:
Pipedrive + Zapier
Your workflow can be automated with Pipedrive and Zapier, too. Zapier integrates with 500+ apps, many of which didn't make it into this post. You can get creative with new uses for plugging these apps into Pipedrive using Zapier.
Do you use Pipedrive and Zapier in a unique way that we didn't cover in this post? Share your ideas in the comments below!