10 Ways to Automate Pipedrive with Zapier to Improve Your Business Operations, Fast


If you’re using Pipedrive, you’re probably already on your way to better operations, or at least some better deals. Pipedrive is a leading sales CRM that’s all about helping deal makers create a better sales pipeline. You'll be able to get organized, close more deals in less time, and there are even dedicated apps for iOS and Android that will make it easy for you to take your pipeline on the go and access your tools from anywhere. 

Pipedrive allows you to save the hassles of manual updates by integrating with Zapier and other tools. When you use the workflows, you can easily generate a full set of tasks and to-do items through automation, have them performed, and sit back while it’s all done for you. Here’s one example of a Pipedrive workflow:

Capture Typeform entries as contacts in Pipedrive > Subscribe them from Pipedrive to Mailchimp > Send a personalized welcome email using Gmail or Outlook

With the triggers and actions in Zapier, every step in this process can happen without human assistance once you have the automation put in place. Imagine how much time you’ll save on this one task. 

Then, multiply that by the number of submissions, leads, and mail subscribers you deal with daily—the time savings just keep adding up. 

Automation is changing the face of business and it’s going to be up to you to take advantage of that in every way possible. Here are some of the highlights of automation with Zapier and Pipedrive:

  • Fewer manual contact entries and updates
  • Instant lead transfers
  • Notifications when leads come in
  • Less time spent on lead qualification 
  • Shorter time to deal close 
  • More time for more deals!

And, in case you’re not completely sold on automation, we’ll take a look at some benefits before we discuss the best automations for Zapier and Pipedrive. 

Automation: why you need it

It’d be easy to label this section “benefits” or “perks”, but the reality is that while these are what you get from automating, it’s more than that. Today, automation and AI are essential business tools and if you’re not using them, you’re going to suffer the consequences in terms of more work, less free time, and more hassle on the things that you do take care of, which all results in slower operations, fewer profits, and more time for your team to spend doing a bunch of busywork that’s really unnecessary at this point. 

Using technology to automate the routine parts of your business will change the way that you do things. It will create so much opportunity for savings: cost savings, time savings, effort savings, reduction in human errors, reduction in workforce labor, reduction in payroll, etc. 

The list of how you can benefit from automation is seemingly endless, but the highlights include:

  • Reduced operating expenses
  • Improved employee and company morale
  • Streamlined and standardized processes
  • Easier compliance standardization
  • Reduced hours and labor 
  • Better information and operations
  • Fewer errors and human-related inconsistencies or miscommunications 

With Zapier, you can find almost every single benefit in any Zap that you integrate. What’s a “Zap”, you ask? This is simply the name that Zapier gives to its automated processes. When you create an automation, it’s known as a Zap and it will do all the work that you tell it to, depending on how you set it to task. 

So, now that you know a little more about what you stand to gain from automation, hopefully, you can see why it needs to be on your to-do list. If you’re ready to learn about setting it to task for your Pipedrive CRM, here are 10 workflows you need to know. 

1. Send emails in Gmail when new deals are added in Pipedrive    

With this automated workflow, it will be easy for you to stay on top of what’s going on in your day-to-day operations. Instead of sitting around waiting for leads to come in, you can go about business and just wait for the notification. When you implement the workflow, you will get an email notification anytime a deal is created or added to your Pipedrive platform. You can even customize which deals you get notified about, adding details about which user made the change in the platform and more. The standard workflow is straightforward, but customization is available, too. 

2. Add Pipedrive activities as tasks in Todoist    

Todoist makes it easy for you to stay on task and get things done. It’s one of the most popular business productivity apps available today. Why not make it even more productive with the addition of Zapier? This workflow allows you to set it up so that anytime certain activities are scheduled in Pipedrive, they are added to a Todoist list for yourself or the right employees. You can set it up to transfer all leads, all follow-up, or anything else that you want. That way, you’ll never miss a beat and you won’t have to track down all the work yourself. 

3. Send Slack notifications for new deals on Pipedrive    

You’re not going to have someone sitting around waiting for deals to come in. Or, if you are, you’re wasting a lot of valuable resources. With AI, notifications are easy, from apps to push notifications and even SMS messaging. With this particular integration, you can set it up so that when a deal is put into Pipedrive, there’s a notification sent to Slack, either on a specific channel or to a specific user(s). That way, everyone can stay on top of the leads and deals without having to babysit the sales pipeline. 

4. Add new deals to/from Google Sheets rows     

If you use Google Sheets to manage leads and deals, you’ll love how it works with Zapier and other software tools. You can set this workflow up so that your deals go automatically to or from a Google Sheet, making data transfers seamless and automatic. Whether you’re trying to populate deals in Pipedrive or you are transferring your deals to a spreadsheet for tracking, this workflow can be set up both ways so that Google Sheets and Pipedrive are sharing information even while you’re tending to other things. 

5. Add new Pipedrive tasks to Asana    

Asana and Pipedrive work well together since they both offer slightly different functions. While Pipedrive is designed to streamline your sales pipeline, Asana is all about project management. Maybe you’ve got different teams working on different platforms. Whatever the case may be, you can use this integration to add all of your Pipedrive tasks to Asana so that they can be followed up on accordingly and logged with the right databases. You can even pick which tasks are sent to Asana, or create an additional workflow to notify people when those additions occur so that they can go in and address the work that needs to be done. 

6. Create Pipedrive deals from Facebook Lead Ads leads    

Lead generation and intake should be as seamless as possible. With this integration, you never have to collect your leads from the wide reaches of the Internet again. You can simply put this workflow into place and let all of your leads from your Facebook Lead Ads campaigns get sent right to Pipedrive as deals. From there, your team can follow up and figure out the next steps. As with other integrations, you can even add a step to send a notification when this happens so that your team knows that new leads are ready. 

7. Add new leads in Pipedrive to Mailchimp subscriber lists    

Mailchimp is a great way to keep people informed about what’s going on in your business. It’s one of the most popular email autoresponders out there and it has tons of its own integrations available through Zapier. In this one for Pipedrive, you can easily set it up so that each time a lead comes through, it’s automatically sent over to Mailchimp and added to the correct subscriber list. This, again, saves you the effort of transferring the information on your own and keeps the business running. 

8. Add Typeform submissions to Pipedrive as deals    

If you haven’t figured it out by now, you really shouldn’t be doing much manual data transfer when it comes to lead generation and sales development, or any other aspect of your business for that fact. With this integration, you can take all of your Typeform submissions and have them automatically sent over to Pipedrive, either as deals or as contacts/leads, putting the right forms in the right places so that your team just gets the info and can get right to work.

9. Add Pipedrive contacts to Google Contacts    

Again, you’re automating and it’s all about keeping things streamlined. With Google and Pipedrive, you can sync contacts between the platforms with the automated Zap featured here. This workflow goes both ways—add your Pipedrive contacts to Google Contacts or vice versa, but have it done automatically. That way, your contacts are streamlined and all of your databases have the most current and accurate information. Plus, it’s all done without you lifting a finger once the automation is in place. Some people like having contacts in Google so that they’re easily accessible on the go through a smartphone or tablet, while others just do business through Google so they want to keep everything streamlined. 

10. Create or update contacts in HubSpot from Pipedrive deals    

This integration makes it easy to sync Pipedrive with your HubSpot marketing platform. You can easily transfer or create new contacts in HubSpot by setting up this workflow, based on any rules that you choose. With the standard integration, all Pipedrive deals will be turned into HubSpot contacts when they are created in the former app. If you want, you can also add Pipedrive contacts to HubSpot instead of deals, and so on. There are several ways to integrate between these two apps, but sharing contacts is a definite plus for sales and lead development and consistency in your databases. 

A dozen more great apps and integrations to choose from

While the list above is a pretty good indicator of the power of Zapier with Pipedrive, we wanted to make sure that you know just how much potential there is. In addition to the programs and integrations listed above, you can also use Zapier and Pipedrive to integrate with apps like:

  • Calendly
  • ActiveCampaign
  • ClickFunnels
  • Acuity Scheduling
  • Airtable
  • Google Forms
  • JotForm
  • Trello
  • Webflow
  • QuickBooks Online
  • Squarespace
  • Microsoft Excel and Outlook

Using all of these tools to automate your business is going to free up so much of your time. Not only will that itself improve operations, but the time that you have to make other improvements will continue the trend. In no time, your business will be running like a well-oiled machine, and you’ll see increased profits from both the sales boost and the reduction in expenses and effort on the part of your team. 

Unload even more and improve operations with Smith.ai 

Our team of virtual receptionists loves automation. We also love being a part of what makes your business run more smoothly. When you hire our virtual receptionists, you can depend on us to be the face of your brand for all your needs, from live chat to fielding after-hours calls, and more. We’ll even collaborate with you to come up with the best strategy for taking care of those needs, no matter what they are. 

Zapier is another one of our loves. How can you not love a tool that allows anyone to create smart workflows? It’s really possible, and it’s really because of Zapier that Smith.ai can integrate with over 3,000 different apps to guarantee that every chat, text, and phone call gets logged in your business software, from your marketing automation tools to your CRM, and so much more. 

Check out the apps and explore just how we can connect to Zapier! Learn more about Smith.ai’s Answering Service app on Zapier, and explore Smith.ai’s Website Chat app on Zapier.

You can schedule a consultation to learn about our virtual receptionist solutions, including 24/7 live chat and after-hours phone answering, and so much more.   You can also find us at hello@smith.ai or (650) 727-6484. 

Business Education
Apps and Software
Written by Sean Lund-Brown

Sean Lund-Brown is a current Marketing Assistant for Smith.ai. A graduate from Metropolitan State University of Denver, Sean graduated with a BA in Music and an individualized degree in Teaching Vocal Pedagogy.

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