Is your sales process leaking money?
With Pipedrive, you can easily track your sales pipeline, manage leads, and automate the entire sales process.
But it also has a few tricks to improve your results.
In this article, we’ll share the best 7 Pipedrive automation hacks to help you with each stage of your pipeline. These Pipedrive hacks helped us increase our close rate by 43%.
But first, why choose Pipedrive as your go-to CRM?
Of course, everyone has their own sales pipeline. But since small and medium businesses are the majority here, we'll roll with this example:
You're free to set your own stages that fit your business model, but in general, these steps can be applied by the majority of SMBs and startups.
Before we go down the pipeline lane, let's take a quick step back and talk about lead generation.
Generate tons of leads with personalized cold emails and sync it with Pipedrive.
My results: 56% reply rate.
Here are some stats:
And as a result of this campaign, I had 44 meetings 🥳
Tools you need to set this up:
How to use this growth tip:
This is the best outbound hack and at the same time, it's easy to implement it.
Step 1: set up a cold email campaign with lemlist
a) Create a campaign in lemlist
b) Add your leads and prepare the message
You can send your own email templates, but let me give an example for growth and marketing agencies.
The idea of this email is to meet the person in real life, so I recorded a quick video and combined it with lemlist's dynamic landing page feature. This strategy is called personalized video thumbnail and it's superb.
Since it's a unique feature for lemlist that got me a 56% reply rate, so I’ll share more details about it.
If you want to check other video personalization template, check this video sales email template.
c) You create a video and upload it to Youtube. If you want to show this video to leads in your campaign only and not have it on your YouTube channel, just choose “unlisted".
d) You add the link to the video in lemlist with “Insert video button”.
e) Customize your landing page with the prospect's logo, colors, and text personalization. For example, if you write “Hello {{firstName}}”, lemlist will automatically put the recipient’s first name.
f) Add your calendar below the text and video. For instance, put to your Calendly in settings on the right side.
g) You can show a custom pop-up message (in chat) once the person finishes watching your video. In order to do this, create an account at lemtalk and copy the “Your Application Id (appId)”.
So at the end of the video, your leads will see a pop-up like this:
The end result is a personalized email with this dynamic landing page, where lemlist automatically personalizes each part of it.
Here's how the final email looks like. The first name and company logo are automatically updated, which is another awesome feature of lemlist.
For inspiration: Choose one of our inspirational cold email templates
Important - if you want to send cold email, check the email deliverability checklist to avoid SPAM and if you're just a beginner - check the full cold email guide for beginners.
Step 2: Connect lemlist and Calendly with Pipedrive
Now we need to :
And here we'll need Zapier!
The Zap will look like this:
Here's how to set it up:
a) Go to Zapier and choose a trigger "Invitee created in Calendly",
This means Zapier will work for those who picked a slot on your Calendly link.
b) If you didn't use Calendly and Zapier together, you'll need to put an API key from Calendly to Zapier.
It's easy as 1,2,3. Just log in to Calendly and go to "Integrations":
c) Stop a campaign for this specific person (so he/she won't receive follow-ups since they booked a time):
To do that, we pick lemlist and "Stop emailing a Buddy-to-be in a campaign"
d) Define the fields "email" and "campaign" to exclude people.
It's super easy to do:
e) If you haven't connected Zapier and lemlist before, Zapier will ask you to connect your lemlist account.
In order to find your "login and password for Zapier", go to lemlist --> settings --> integrations --> scroll down to "Zapier".
f) Create a new person & new deal in Pipedrive.
Pick "Pipedrive" as an app and the new action "Create Person"...
g) Choose custom variables that will be added to your Pipedrive record.
h) Create a deal in Pipedrive with the person you created on the previous step
i) Again, if you didn't use Zapier and Pipedrive, just allow access to your Pipedrive account.
The end result is this amazing workflow.
So everyone who books a call with you will be added to Pipedrive automatically (and don't worry, they won't get any wrong emails).
Btw, you can use different Pipedrive phone integrations to handle meetings.
Lead scoring helps you identify hottest leads you should contact ASAP. So make sure to score your leads the right way.
How it works?
Every time someone engages with your email, you can assign a "score". For example, if a person opens your email, they receive three points. If that person also clicks on a link, ten points are given.
My results: +37% inbound leads after implementing the scoring system
Tools we'll use:
How to use this growth tip:
I'm using AutopilotHQ to showcase this hack, but you can play with other tools like Customer.io, Mailchimp, and so on.
Step 1: Create a sequence of emails to nurture your leads after they subscribe to your blog or download a lead magnet from website popup
This is where lead nurturing comes into play. For example, you can send:
The whole flow will look somewhat like this:
With this flow we just send emails and that's it. But, our desire is to add lead scoring.
Don't panic! It looks messy, but it's super easy to connect the dots. Remember...
The more your prospect engages with your emails, the bigger the score.
Step 2: Send information about warmed up leads to Pipedrive and your sales team
Once somebody reaches the target score, add them to Pipedrive as a qualified lead.
Slack notifications can be used to remind you about new leads. Especially if you're working at 200 miles per hour and don't want to miss out on opportunities.
Tools we'll use:
How to use this growth tip:
There is a direct integration between Pipedrive and Slack, so you won't need to use Zapier.
Step 1: Start setting up the workflow automation
a) Find "Send Slack" option and choose your preference (pick between sending notifications to private or public Slack channels)
Step 2: Install Dealbot
This is THE bot that will help you set this up. Click on "allow access":
Step 3: Pick the Slack channel in which you will get alerts from Pipedrive
Here's what I recommend:
Slack notifications are about leads getting in. The next workflow automation is about the second stage... "Call Scheduled".
What is the main problem with leads at this stage?
Sometimes they book a call and don't show up later on.
Then you need to start from scratch. Reschedule a call, find a new time slot, and hope that this lead will finally join your Zoom link. 😰
There's a better way to counter this situation.
My results: +36% saved leads
Tools we'll use:
How to use this growth tip:
Step 1: Connect lemlist and Pipedrive
Go to lemlist --> Settings --> Integrations --> connect Pipedrive CRM.
Step 2: Create "custom fields" and filters in Pipedrive to send messages to a specific group of people
Go to "Settings" --> "Data fields" --> "Add custom field" button --> "Person field".
In our case, we'll create a field "Didn't come to the demo/call". If you put "yes", these people will get a lemlist campaign automatically.
You should also choose "Autocomplete" under "Field type".
Step 3: Come back to "Contacts" in order to create a new filter
Click on "Your name" -> "Add new filter".
Step 4: Make a filter for people who didn't come to the demo
If there's a "yes" value next to "Didn't come to the demo", this lead is in.
Step 5: Create a campaign in lemlist to follow up on those who didn't come to the demo
Go to "Create a new campaign" --> choose Buddies-to-be from Pipedrive --> choose the filter we just created:
A campaign like this, maybe?
I've used a personalized image, so the person will see his or her name on the photo. The beauty is that it automatically updates for each person.
It's always a good idea to add smart follow-ups, because sometimes people forget to reply to the first email.
Now, a super important point you don't wanna miss.
Step 6: When on "Options" stage in lemlist, put a mark on "Review automatically new Buddy-to-Be inserted in the Buddy-to-Be list".
By doing so, you're ensuring all emails are sent automatically, without having to review them manually.
If someone misses a demo, we just need to open the deal --> scroll down to "Person" --> put "yes" next to "Didn't come to demo".
And this lead will automatically get a sequence of emails:
"Negotiations" stage is next.
I'll show you how to create and transfer important notes to Pipedrive automatically.
My results: +12% more demo calls each week
Tools we'll use:
How to use this growth tip:
One simple step: Create an account at FireFiles.ai and connect Pipedrive
Every time you have a call or demo, FireFiles will connect to it, analyze the context, and make simple notes directly in Pipedrive.
Now all your meetings will have notes and you'll spend on it zero minutes.
The time is fine to focus on the "Proposal" stage. This Pipedrive growth hack will be more suitable for service-oriented businesses:
What salespeople love the most? 😍
When the invoices they send are paid.
But what the hate the most? 😡
Creating invoices.
Paycove can help.
My results: I don't create invoices anymore :)
Tools we'll use:
How to use this growth tip:
Step 1: Install Paycove and choose "Pipedrive integration"
Step 2: Match actions with Paycove and stages in Pipedrive
For example, when you move the lead to "Proposal" stage, Paycove will automatically create an invoice based on data you put to "Deal value".
Quotes and invoices in Paycove are always synced with data in Pipedrive.
For example, I made a test deal with a value of $100, and here's what Paycove made based on it.
And here is the example of the invoice. There is some info missing, but that's because I made a test deal.
No need to create a new invoice template. It's already created for you!
Aaaaand...
Every time leads pay --> Pipedrive automatically marks them as "Won".
Finally, let's figure a way to re-engage lost leads.
The idea is to send a campaign to maintain a warm relationship with them. And if they rebuild their interest, a new deal will be created in Pipedrive.
My results: 11% from lost leads to opportunities again.
Tools we'll use:
How to do this growth tip:
Step 1: Create "Predefined lost reasons" to filter lost leads
In order to do this, go to "Company settings" --> "Lost reasons" --> "Add predefined lost reason".
Step 2: Go to "Contacts" --> create a new filter
In order to filter lost leads by a reason why you lost them in the first place.
Step 3: Create the filter and put the predefined lost reason
In our case, it's "Not now".
Step 4: Create a campaign in lemlist
Choose "Buddies-to-be" from Pipedrive and pick the filter "Lost reason":
IMPORTANT! Make sure to also pick "Enable full sync".
Step 5: So now we just need to make emails that we'll send
We need to put a delay in this campaign based on your sales cycle.
For example, I'll put 70 days. This means I'll contact lost leads in more than 2 months on autopilot.
As previously stated, I'm a big advocate of using personalized images in cold emails. After all, we live in H2H era (human to human).
Step 6: Add 5-8 follow-ups, but with proper delays
Since we're talking about lost leads who are not interested in our services right now, we shouldn't be too pushy.
So I recommend choosing the 1-email-per-month flow.
Step 7: Set up what happens when they reply
So, now you can manage lost leads automatically and convert them to new leads without your control.
Oh, there's one cool thing left for you to do to use most of these hacks with full power. Sign up and test lemlist.
Now you can do a loooot of cool growth tactics in Pipedrive.
G2 Rating | Price | Best for | Standout feature | Con | |
---|---|---|---|---|---|
4.9 star star star star star | $30/mo $75/mo $2,999/mo | Large, distributed sales teams | AI evaluation precision, gamified KPIs | Lack of tracking system | |
4.6 star star star star star-half | Not publicly available | Sales operations and finance teams | Powerful configurability | Limited training resources and complex to navigate | |
4.4 star star star star star-half | Not publicly available | Mid-market and enterprise businesses | Comprehensive incentive management | Potentially high cost and steep learning curve | |
4.7 star star star star star-half | $15/user/mo $40/user/mo Enterprise: custom price | Complex sales structures and businesses of all sizes | Complex sales structures and businesses of all sizes | Steep learning curve | |
4.6 star star star star star-half | Not publicly available | Collaborative teams | Connected planning | Complexity and steep learning curve | |
4.6 star star star star star-half | Not publicly available | Companies with complex sales structures | Complex incentive compensation management (ICM) with high efficiency and accuracy | Complexity for smaller teams and potentially high costs | |
4.7 star star star star star-half | Not publicly available | Companies who want to automate commission calculations and payouts | Simplicity and ease of use | Lack of features like redirection | |
4.7 star star star star star-half | $30/user/mo $35/user/mo Custom: upon request | Businesses that need a comprehensive and user-friendly sales compensation management software | Ease of use and adoption | Lack of ability to configure the product based on user needs | |
4.8 star star star star star-half | Not publicly available | Companies with modern sales culture and businesses who want real-time insights | A built-in dispute management and real-time visibility | Users say it works slowly, customer support is slow | |
4.9 star star star star star | $30/user/mo $50/user/mo | Smaller sales teams | Powerful automation | Lesser user base and average user interface | |
4.7 star star star star star-half | Not publicly available | Companies with scalable needs | Automated Commission Calculations | Lack of filtering by date, no mobile app |
PRM Tool | Rating | Feature | Pro | Con | Mobile App | Integrations | Free Plan | Pricing |
---|---|---|---|---|---|---|---|---|
4.65 star star star star star-half | Org-wide alignment | User-friendly layout and database | Suboptimal as a personal CRM | square-check | Lack of tracking system | square-check | Team: $20/month Business: $45/month | |
4.7 star star star star star-half | Social Media Integration | Easy contact data collection | No marketing/sales features | square-check | Lack of tracking system | square-xmark 7-day trial | $12/month | |
4.75 star star star star star-half | Block Functions | High customization capability | Not a dedicated CRM | square-check | Limited | square-check | Plus: €7.50/month Business: €14/month | |
N/A | Open-source | Open-source flexibility | Requires extensive manual input | square-xmark | Limited | square-check Self-hosted | $9/month or $90/year | |
3.1 star star star | Simple iOS app | Ideal for non-tech-savvy users | iPhone only | square-check iOS only | Limited | square-xmark 1-month trial | $1.49/month or $14.99/month | |
3.6 star star star star-half | Smart Contact Management | Feature-rich and flexible | Reported bugs | square-check | Rich | square-xmark 7-day trial | Premium: $13.99/month Teams: $17.99/month | |
4.4 star star star star star-half | Customizable Interface | Customizable for teamwork | Pricey for personal use | square-check | Rich | square-xmark | Standard: $24/member Premium: $39/member | |
4.7 star star star star star-half | Integrated Calling | Integrated Calling | Too sales-oriented & pricey | square-check | Rich | square-xmark 14-day trial | Startup: $59/user/month Professional: $329/user/month | |
4.8 star star star star star | Business Card Scanning | Business Card Scanning | Mobile only | square-check | Limited | square-check | $9.99/month | |
4.45 star star star star star-half | 160+ app integrations | Comprehensive integrations | No free app version | square-check | Rich | square-xmark 14-day trial | $29.90/month or $24.90/month (billed annually) |
Capterra Rating | Free Trial | Free Plan | Starting Price (excluding the free plan) | Maximum Price (for the most expensive plan) | Best for | |
---|---|---|---|---|---|---|
4.5 star star star star star-half | square-check 14-day | square-check | €15/month/seat billed annually | €792/month/3 seats billed annually + €45/month for each extra seat | Versatility and free plan | |
4.2 star star star star | square-check 30-day | square-xmark But it offers reduced price to authorised nonprofit organisations | €25/user/month | €500/user/month billed annually (includes Einstein AI) | Best overall operational CRM | |
4.3 star star star star star-half | square-xmark | square-check Limited to 3 users | Comprehensive incentive management | €52/user/month billed annually | Small-medium businesses and automation | |
4.5 star star star star star-half | square-check 14-day | square-xmark | €14/seat/month billed annually | €99/seat/month billed annually | Sales teams and ease of use | |
4.1 star star star star | square-xmark | square-check Limited 10 users | $9.99/user/month billed annually | $64.99/user/month billed annually | Free plan for very small teams up to 10 |
CRM goal | Increase the sales conversion rate for qualified leads from marketing automation campaigns by 10% in the next 6 months. | ||||
SMART Breakdown | 1. Specific: It targets a specific area (conversion rate) for a defined segment (qualified leads from marketing automation). | 2. Measurable: The desired increase (10%) is a clear metric, and the timeframe (6 months) allows for progress tracking. | 3. Achievable: A 10% increase is possible based on historical data and potential improvements. | 4. Relevant: Boosting sales from marketing efforts aligns with overall business objectives. | 5. Time-bound: The 6-month timeframe creates urgency and a clear target date. |
Actions | Step 1: Refine lead qualification criteria to ensure high-quality leads are nurtured through marketing automation. | Step 2: Personalize marketing automation campaigns based on lead demographics, interests, and behavior. | Step 3: Develop targeted landing pages with clear calls to action for qualified leads. | Step 4: Implement lead scoring to prioritize high-potential leads for sales follow-up. | Step 5: Track and analyze campaign performance to identify areas for optimization. |
Outcomes | Increased sales and revenue | Improved marketing automation ROI | Marketing and sales alignment | Data-driven marketing optimization |