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.

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Generate tons of leads with personalized cold emails and sync it with Pipedrive.

Here are some stats:

And as a result of this campaign, I had 44 meetings

This is the best outbound hack and at the same time, it’s easy to implement it.

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.

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.

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.

I’m using AutopilotHQ to showcase this hack, but you can play with other tools like Customer.io, Mailchimp, and so on.

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…

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.

There is a direct integration between Pipedrive and Slack, so you won’t need to use Zapier.

a) Find “Send Slack” option and choose your preference (pick between sending notifications to private or public Slack channels)

This is THE bot that will help you set this up. Click on “allow access”:

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.

Go to lemlist –> Settings –> Integrations –> connect Pipedrive CRM.

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”.

Click on “Your name” -> “Add new filter”.

If there’s a “yes” value next to “Didn’t come to the demo”, this lead is in.

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.

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.

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:

When the invoices they send are paid.

Creating invoices.

Paycove can help.

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.

In order to do this, go to “Company settings” –> “Lost reasons” –> “Add predefined lost reason”.

In order to filter lost leads by a reason why you lost them in the first place.

In our case, it’s “Not now”.

Choose “Buddies-to-be” from Pipedrive and pick the filter “Lost reason”:

IMPORTANT! Make sure to also pick “Enable full sync”.

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).

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.

So, now you can manage lost leads automatically and convert them to new leads without your control.

Now you can do a loooot of cool growth tactics in Pipedrive.