The best Zapier integrations for Pipedrive lead management
Capture, track and follow up with leads more efficiently
Looking to get more out of Pipedrive using Zapier? Here are some of the automations and integrations I set up most often for my Pipedrive clients:
Lead Forms
You probably have at least one way of collecting leads on your website, for example a contact form or lead magnet. One of the easiest time-savers is to have those leads go directly into Pipedrive.
If your lead form doesn't already have a built-in integration with Pipedrive (by the way, you can check built-in integrations here), you can use Zapier to connect the two (by the way, Zapier is a tool that lets you build your own automations and integrations between your online platforms).
Whenever a form is filled out, Zapier can create a new deal in Pipedrive, along with a new person and/or organization to associate with that deal. It can also map that deal to a specific stage and pipeline, assign an owner, and fill in Pipedrive fields like name and phone number.
Here are Zapier templates to get you started with Typeform, Gravity Forms, WPForms, Google Forms and Jotform.
An example Zapier integration between Gravity Forms and Pipedrive
Tip 1: create a "Lead Source" custom field in Pipedrive, then use Zapier to fill it with the name of the webform. By implementing this across your different lead sources (e.g. multiple webforms, platforms like social media, or ads), you’ll get a picture of where your best leads originated from.
Tip 2: create Pipedrive custom fields for each of the questions on your form, and fill them with Zapier. Then set up filters in Pipedrive to easily categorize and qualify new leads - e.g. filter for qualified leads based on their answers to questions like “Annual Revenue” or “Team Size”.
Tip 3: use Zapier’s built-in tools: Filters, Paths and Formatter (Lookup Tables) to apply rules to process leads. For example, add them to different pipelines or stages depending on their answers to the lead form.
Gmail
Something you might have already run into with Pipedrive is that you can't set up automated email follow-ups. There are two reasons:
Pipedrive has a great built-in automation builder, but it doesn't allow you to set up "delays" (i.e. wait 3 days before taking the next action).
While Pipedrive can send emails on your behalf, it can't send replies.
Integrating Pipedrive with Gmail using Zapier neatly takes care of these problems, and allows you to set up your own automated email follow-up campaigns, without spending money on a new cold email outreach tool.
Not only can you set the frequency at which to send further emails, you can also use Zapier filters to only send follow-up emails for contacts who haven't replied to you, to only send emails on workdays, and more.
Here’s a Zapier template to get you started
Tip 1: my suggested Zapier workflow:
Trigger: When a Deal Matches a Pipedrive Filter (this is a good way to fine-tune and make sure you’re only sending the automated email to exactly who you want)
Action: Send Email in Gmail
Action: Update Deal in Pipedrive (optional - I do this to track that the email has been sent, by having Zapier move the deal to a different stage in the pipeline like “Email Sent”)
Action: Delay for 3 days (or whatever delay is appropriate for your lead sequence)
Action: Pipedrive - Find Deal (optional - combined with the next step)
Action: Filter (optional - using a Zapier filter enables you to stop the follow-up automation if certain conditions have been met e.g. the deal has since moved to a different stage, or if the lead has responded to one of your emails)
Action: Gmail - Reply to Email
Repeat actions 4-7 for as many follow-ups as you’d like
Scheduling
If your sales funnel involves a prospect booking a call with your team, your team will probably appreciate Pipedrive being updated automatically.
You might already be using Pipedrive's Scheduler, but if not, you're probably using a tool like Calendly, ScheduleOnce, or Acuity.
With Zapier, you can make sure that when a prospect books a call with your team, it gets logged into that prospect's contact profile and/or deal in Pipedrive. From there, you can have Zapier move the deal to a different stage (e.g. "Call Booked"), and/or add an Activity to the deal (or even schedule that activity based on the date of the booked call!).
Here are Zapier templates for Calendly, ScheduleOnce/Oncehub, and Acuity.
Tip 1 - my suggested Zapier workflow:
Trigger: when an appointment is created
Action: Find Person in Pipedrive (use the email address they provided when booking to look them up in Pipedrive)
Action: Find Deal in Pipedrive (use the ID of the Person found in the last step to look up the Deal they’re connected to)
Action: Create Activiy in Pipedrive (use the date that the call is scheduled to set the date of the Activity in Pipedrive, and connect the activity to the Deal and Person using the respective IDs from the steps above)
Webinars
Alternatively, maybe the top of your funnel involves a webinar to inform and nurture leads.
You can use Zapier to connect your webinar platform (like Zoom, GoTo Webinar, Livestorm) to Pipedrive, logging registration and attendance.
By automatically logging whether a lead registered and/or attended a webinar, your sales team will have the information to send the right follow-up email at their fingertips (or, send automated emails using Pipedrive's built-in automation, or the email automation mentioned above).
Tip 1: If you’re using Zoom, and want to track attendance, you’ll need to do a bit of advanced work with Zoom’s webhooks. Luckily I’ve put together a video on just that, check it out here (the video connects Zoom with ActiveCampaign, but you can easily substitute in Pipedrive)
Tip 2: Check out my case study for a system for automated post-webinar messaging.
Email Marketing
A huge part of success can come from connecting the sales cycle to marketing functions. For example, the sales team reaches a certain point in their conversation with a lead, it might make sense to subscribe them to an email marketing list, and/or to tag them in a certain way to receive a specific automated email series designed to nurture/convert.
Use Zapier to connect Pipedrive to your email marketing platform and take the hassle out of manually subscribing leads.
Tip 1: Remember that you can add more than just name and email address to a subscriber. Pipedrive data like deal stage and custom fields that have been filled out by sales reps, can be passed along to the email marketing platform to tag and group that contact for further segmentation (e.g. does a won deal mean a new customer? Tag that contact in your email marketing as a “customer” to send them targeted messaging)
