Pipedrive Automation

Comprehensive skill for automating Pipedrive CRM and sales pipeline management.

Core Workflows

1. Sales Pipeline

PIPEDRIVE PIPELINE FLOW:

┌─────────────────────────────────────────────────────────┐

│                     PIPELINE VIEW                        │

├──────────┬──────────┬──────────┬──────────┬────────────┤

│  Lead    │ Contact  │ Proposal │ Negoti-  │   Won/     │

│  In      │  Made    │  Sent    │  ation   │   Lost     │

├──────────┼──────────┼──────────┼──────────┼────────────┤

│ $15,000  │ $45,000  │ $80,000  │ $35,000  │ $125,000   │

│ 5 deals  │ 8 deals  │ 6 deals  │ 3 deals  │ 12 deals   │

├──────────┼──────────┼──────────┼──────────┼────────────┤

│ ┌──────┐ │ ┌──────┐ │ ┌──────┐ │ ┌──────┐ │            │

│ │Acme  │ │ │Tech  │ │ │StartX│ │ │BigCo │ │            │

│ │$5,000│ │ │$12K  │ │ │$25K  │ │ │$20K  │ │            │

│ └──────┘ │ └──────┘ │ └──────┘ │ └──────┘ │            │

└──────────┴──────────┴──────────┴──────────┴────────────┘

2. Automation Triggers

automations:

  - name: new_deal_setup

    trigger:

      type: deal_created

    actions:

      - create_activity:

          type: call

          subject: "Initial discovery call"

          due_days: 1

      - send_email:

          template: welcome_sequence

      - add_label: "New"

  - name: stage_progression

    trigger:

      type: deal_stage_changed

      to_stage: "Proposal Sent"

    actions:

      - create_activity:

          type: task

          subject: "Follow up on proposal"

          due_days: 3

      - update_custom_field:

          field: "Proposal Date"

          value: "{{today}}"

  - name: stale_deal_alert

    trigger:

      type: deal_rotting

      days: 14

    actions:

      - send_notification:

          to: owner

          message: "Deal hasn't moved in 14 days"

      - add_label: "At Risk"

Deal Management

Deal Configuration

deal_structure:

  required_fields:

    - title

    - value

    - organization

    - stage

    - owner

  custom_fields:

    - name: "Lead Source"

      type: enum

      options:

        - "Inbound - Website"

        - "Inbound - Referral"

        - "Outbound - Cold"

        - "Event"

        - "Partner"

    - name: "Product Interest"

      type: set

      options:

        - "Product A"

        - "Product B"

        - "Services"

    - name: "Decision Timeline"

      type: enum

      options:

        - "< 1 month"

        - "1-3 months"

        - "3-6 months"

        - "6+ months"

    - name: "Proposal Amount"

      type: monetary

    - name: "Close Probability"

      type: numeric

      format: percentage

Pipeline Stages

pipeline_config:

  name: "Sales Pipeline"

  stages:

    - name: "Lead In"

      probability: 10%

      rotting_days: 7

    - name: "Contact Made"

      probability: 20%

      rotting_days: 10

    - name: "Needs Defined"

      probability: 40%

      rotting_days: 14

    - name: "Proposal Sent"

      probability: 60%

      rotting_days: 14

    - name: "Negotiation"

      probability: 80%

      rotting_days: 7

    - name: "Won"

      probability: 100%

    - name: "Lost"

      probability: 0%

Activity Management

Activity Types

activity_types:

  - name: "Call"

    icon: phone

    default_duration: 15

  - name: "Meeting"

    icon: calendar

    default_duration: 60

  - name: "Email"

    icon: mail

    default_duration: 5

  - name: "Task"

    icon: checkbox

    default_duration: 30

  - name: "Demo"

    icon: presentation

    default_duration: 45

Activity Automation

activity_workflows:

  discovery_call_complete:

    trigger:

      activity_type: call

      marked_done: true

      deal_stage: "Lead In"

    actions:

      - move_deal_stage: "Contact Made"

      - create_activity:

          type: task

          subject: "Send follow-up email"

          due_days: 1

      - update_deal:

          custom_field: "First Contact Date"

          value: "{{activity.done_time}}"

  meeting_scheduled:

    trigger:

      activity_type: meeting

      created: true

    actions:

      - send_email:

          template: meeting_confirmation

          to: "{{deal.contact}}"

      - create_activity:

          type: task

          subject: "Prepare meeting agenda"

          due_before_meeting: 1_day

Email Integration

Email Templates

email_templates:

  - name: "Initial Outreach"

    subject: "{{company}} + {{prospect_company}}"

    body: |

      Hi {{first_name}},

      I noticed {{company_insight}} and thought

      {{value_proposition}}.

      Would you be open to a 15-minute call this week?

      Best,

      {{sender_name}}

  - name: "Proposal Follow-up"

    subject: "Following up on our proposal"

    body: |

      Hi {{first_name}},

      I wanted to follow up on the proposal I sent

      on {{proposal_date}}.

      Do you have any questions I can help answer?

      Best,

      {{sender_name}}

Email Tracking

email_tracking:

  features:

    - open_tracking

    - link_tracking

    - attachment_tracking

  automations:

    on_email_opened:

      - create_activity:

          type: task

          subject: "Follow up - Email opened"

          due_hours: 2

    on_link_clicked:

      - add_note: "Clicked link: {{link_url}}"

      - update_custom_field:

          field: "Engagement Level"

          value: "High"

Reporting & Analytics

Sales Dashboard

SALES DASHBOARD - JANUARY 2024

═══════════════════════════════════════

PIPELINE VALUE: $175,000

WEIGHTED: $89,500

BY STAGE:

Lead In       ████░░░░░░░░░░░░ $15,000

Contact Made  ████████░░░░░░░░ $45,000

Proposal      ████████████░░░░ $80,000

Negotiation   ██████░░░░░░░░░░ $35,000

SALES VELOCITY:

Deals Closed:     12

Average Value:    $10,400

Win Rate:         28%

Sales Cycle:      34 days

BY REP:

┌────────────┬────────┬──────────┬───────┐

│ Rep        │ Deals  │ Value    │ Win % │

├────────────┼────────┼──────────┼───────┤

│ Sarah      │ 5      │ $52,000  │ 35%   │

│ Mike       │ 4      │ $41,000  │ 28%   │

│ Lisa       │ 3      │ $32,000  │ 22%   │

└────────────┴────────┴──────────┴───────┘

FORECAST:

This Month:   $45,000 (weighted)

Next Month:   $68,000 (weighted)

Win/Loss Analysis

win_loss_tracking:

  won_reasons:

    - "Best product fit"

    - "Competitive pricing"

    - "Relationship/trust"

    - "Implementation timeline"

  lost_reasons:

    - "Price too high"

    - "Chose competitor"

    - "No budget"

    - "No decision made"

    - "Lost contact"

  analysis:

    win_rate_by_source:

      inbound: 35%

      outbound: 18%

      referral: 45%

    win_rate_by_size:

      small: 42%

      medium: 28%

      enterprise: 15%

Integration Workflows

Slack Integration

slack_notifications:

  - trigger: deal_won

    channel: "#wins"

    message: |

      🎉 *Deal Won!*

      *Company:* {{organization.name}}

      *Value:* ${{deal.value}}

      *Owner:* {{deal.owner}}

  - trigger: deal_stage_changed

    to_stage: "Negotiation"

    channel: "#sales"

    message: |

      📊 Deal moving to negotiation

      {{deal.title}} - ${{deal.value}}

  - trigger: activity_overdue

    notify: owner_dm

    message: |

      ⚠️ Overdue activity: {{activity.subject}}

Calendar Sync

calendar_integration:

  provider: google_calendar

  sync_settings:

    meetings: bidirectional

    calls: to_calendar

  automations:

    on_calendar_event:

      - create_activity:

          type: meeting

          link_to: attendee_organization

API Examples

Deal Operations

// Create Deal

const deal = await pipedrive.deals.create({

  title: "Acme Corp - Enterprise Plan",

  value: 50000,

  currency: "USD",

  org_id: 123,

  person_id: 456,

  stage_id: 1,

  expected_close_date: "2024-02-28",

  custom_fields: {

    "Lead Source": "Inbound - Website",

    "Decision Timeline": "1-3 months"

  }

});

// Update Deal Stage

await pipedrive.deals.update(deal.id, {

  stage_id: 3  // Move to "Proposal Sent"

});

// Add Activity

await pipedrive.activities.create({

  deal_id: deal.id,

  type: "call",

  subject: "Discovery call",

  due_date: "2024-01-20",

  due_time: "14:00"

});

// Mark Activity Done

await pipedrive.activities.update(activityId, {

  done: true,

  note: "Great call, moving forward with proposal"

});

Best Practices

• Stage Discipline: Clear criteria for each stage

• Activity Logging: Document all interactions

• Pipeline Hygiene: Regular deal reviews

• Rotting Alerts: Don't let deals stagnate

• Custom Fields: Track key data points

• Templates: Consistent communication

• Reporting: Weekly pipeline reviews

• Integration: Connect all touchpoints