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One of the biggest challenges for business owners is maintaining a streamlined sales process that is both reliable and easy to use. The modern sales process tends to rely on multiple tools and apps which, while making individual tasks easy to complete, leads to multiple chances for data to be entered incorrectly, miscommunication to take place, and requires a lot of manual input.

Taking all of that into consideration, it’s no wonder that people turn to software such as Pipedrive to improve their sales process, and then learn how to automate their CRM to streamline their businesses and boost productivity.

What is Pipedrive?

Pipedrive is a customer relationship management (CRM) tool that’s used to improve lead conversions by centralising sales processes and automating tasks to ensure the right actions are carried out accurately at the right times.

How does Pipedrive work?

The unified nature of Pipedrive means that there is less scope for mistakes to be made, opportunities to be missed, and time to be wasted.

Pipedrive’s systematic approach to workflows helps to improve the process of converting a lead into a sale. The software allows you to manage leads, track communications, compile reports, and keep your team in the loop whether they’re working from an office or are on-the-go.

With Pipedrive, generating leads doesn’t have to be confined to a 9 to 5 schedule. Instead, you can link a website chatbot or web form to Pipedrive and any collected lead data such as contact details will be automatically inputted into the software. You can even pre-enter questions and answers into your chatbot which will allow it to schedule meetings with leads on your behalf. This turns your business into a 24/7 lead generating machine.

Detailed reports allow you to assess how your business is performing and to monitor whether improvements are taking place. With Pipedrive, you can set individual, team, and business-wide targets and will be automatically provided with detailed reports that are easy to digest. You’re even able to track expected outcomes vs actual outcomes as data is entered so you’ll be able to see whether improvements and changes are required.

What is Pipedrive’s built-in automation?

One of the biggest benefits of Pipedrive is the fact that you can automate a range of tasks that will help to save you time and give you the chance to focus on other important aspects of the business.

For example, you can set up Pipedrive to automatically send a personalised email to a contact when a sale is made, or certain progress has been achieved.

Likewise, if new lead contact details have been added then Pipedrive can be set to automatically create a new deal within the system. There are multiple benefits to this, including the fact that there is less room for human error when entering data, and the fact that you don’t have to take the time to manually complete these tasks. With several processes being completed automatically, you’ll know that you’re making the most of your time in all areas of the business. 

Screen showing the Pipedrive automations possible for email tasks.  Each automation shows the timesaving potential and a brief description.

Image courtesy of Pipedrive CRM

How to automate your Pipedrive CRM sales processes

Although Pipedrive as a standalone CRM is a massive upgrade on manually making use of numerous apps by multiple members of your sales team, there is room further improvement.

Keeping your team working in sync can be the difference between making a sale or not. With that in mind, there are several processes that remain outside of Pipedrive that can be automated to keep things running smoothly. Applications relating to marketing, project management and invoicing are just a few examples of processes that tend to continue be managed outside the scope of Pipedrive.

However, by combining Pipedrive with Zapier, you can combine and automate your entire sales process, and this is the key to producing better results for your business.

Zapier is a service that allows you to connect thousands of different apps to automatically carry out tasks. By creating a workflow of your choosing, you can pre-set occurrences that will trigger several apps to start working on your behalf. The advantages of this are numerous. Firstly, as the process is automated, you’ll be freeing up time to concentrate on other important things. You’ll also know that data is being entered correctly, that team members are being kept up to date, and that you’re responding to leads in a prompt manner. 

Text summary of what Zapier automation does : Connect your apps and automate workflows.

Image courtesy of Zapier

How does Zapier work with Pipedrive?

With over 6,000 apps available to connect with Zapier, the combinations with Pipedrive are vast and can cover all kinds of tasks.

For example, if Pipedrive is set to automatically add lead contact data to its system when a webform is filled in, you could set this as a workflow trigger to then add these same details to a Mailchimp list, ready for automatic follow-up emails to be sent out.

Likewise, a new deal added to Pipedrive could be set as a trigger for Gmail to send emails out to notify your team members. If you prefer to use Slack for team updates, then this could replace Gmail in the workflow.

To save time and potential data errors, once deals have reached a certain stage in Pipedrive, a workflow could trigger that automatically creates new invoices for the customer on Xero.

Reversing the workflow direction, Zapier can also be used to link Facebook Lead Ads to Pipedrive, automatically inputting lead data from Facebook Lead Ads into Pipedrive’s system, which could then push through notifications to team members about the new lead via Slack.

Screen showing a list of Zapier automations with Pipedrive CRM.  Lists the applications such as sending a Slack message, adding tasks to Todoist and creating rows in Google sheets.

Image courtesy of Zapier

Truly, the possibilities are almost endless when it comes to Zapier but one thing is certain and that is the fact that combining it with Pipedrive takes centralisation and automation to the next level. Reducing the chances of errors being made, tasks being skipped, and increasing the response time to new leads will pave the way to a smoother experience for your business and potential clients. All that time saved can then be used to focus on other ways to increase business growth rather than be spent on manual data entry and other repetitive tasks that would otherwise hold you and your team back. Learning how to automate your CRM is an investment in your business which will boost profits and improve client management.


Find out more

If learning about Pipedrive automations has whetted your appetite and you’d like to find out more then we have plenty of free resources:

  • More Pipedrive articles with ideas for how to connect Pipedrive with your other business software.
  • Our free e-book is the perfect introduction to business automation.
  • Our Zapier functions cheat sheet delves into the powerful inbuilt helper apps which can supercharge your automations.
  • Our founder, Kelly’s new book, Automate It with Zapier, is out now and is the most comprehensive Zapier guide on the market. It will get you up and running and to the stage where you can build and debug advanced automations. Buy your own copy today directly from publisher Packt using this link.  Or here are links to Amazon (.co.uk) and Amazon (.com) if you prefer.

Use this link for a 30-day free trial instead of 14 days.

Check out our automation training programme

And finally, if you’re really keen to transform your business using automation, then visit the Solvaa Automation Academy. Our signature training programme, ‘Simple Automation Blueprint: Zero to Hero’ is aimed at anyone who wants to learn the fundamentals of business process automation from the experts – a sure-fire way to recession-proof your business.

It’s an 8-week blended learning course with on-demand videos, templates, resources and weekly group coaching sessions. And it’s more than just a Zapier course (although we do show you how to use Zapier like a pro) as you’ll learn about Process Mapping, Business Process Improvement and Business Process Management too – principles that can be applied to other areas of business too! 

Whether you are a complete novice or have been using Zapier for a while, our programme is for you. It’s perfect for individuals and teams in micro, small and medium-sized businesses, including solopreneurs, consultants and freelancers. You’ll have access to our experts and can participate in live calls where you can ask all your burning questions, as well as hands-on workshops to keep you on track with implementing your new skills. We run regular cohorts so there will be an opportunity for everyone to participate.

Our head trainer, Kelly Goss, is a specialist in business systems, process improvement and automation, and one of less than 100 Zapier Certified Experts in the world. Kelly has many years’ experience in optimising systems and processes, and implementing automations for clients and is now passing on her knowledge to students through our trademarked ‘4-Step Solvaa Automation Methodology®‘. 

Find out more via our dedicated Solvaa Automation Academy website.

Read more about how our certified experts use Zapier workflow automations to simplify processes and increase efficiency.

Solvaa is a process and automation consultancy specialising in improving sales, operations and financial administration workflows. We help you to simplify and streamline existing processes, integrate your business tools to make data transfer more efficient and automate manual tasks to increase productivity. We are Zapier Certified Experts, Pipedrive Certified Experts and Xero Certified Advisors. 

Contact us today to discuss how Solvaa can help you simplify, improve and automate all aspects of your business with Pipedrive and Zapier to save you time, reduce costs and keep you agile as you grow.

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