Understand the Pipedrive Integration

Understand how the Pipedrive integration works, including the data flow, workflow structure, and technical implementation details.

Integration Architecture

The Pipedrive integration uses Zapier workflows to connect WhatConverts and Pipedrive in both directions. Each type of data you want to sync requires its own Zap.

Each Zap monitors one platform for specific events, such as new leads or deal updates, maps the relevant fields, and then creates or updates the corresponding record in the other platform.

This approach keeps data synchronized while giving you full control over what is sent and when.

Data Flow Options

The Pipedrive integration supports two data flow directions:

From WhatConverts to Pipedrive

• New leads trigger workflows that create person records in Pipedrive
• Lead information includes name, phone, email, and other tracked details
• The WhatConverts Lead ID is stored as a custom field on both the Person and Deal records in Pipedrive for future reference

From Pipedrive to WhatConverts

• Deal updates in Pipedrive trigger workflows that update existing leads in WhatConverts
• Deal values, closed amounts, and deal status flow back to WhatConverts
• The stored Lead ID custom fields connect the Pipedrive person and deal to the correct WhatConverts lead
• Trigger events include "New Deal", "Updated Deal", or "Deal Matching Filter"

WhatConverts to Pipedrive Workflow Structure

The lead-to-person workflow follows a simple structure:

• Trigger: A new lead is created in WhatConverts (from a phone call, form submission, or chat)
• Create Person: The workflow creates a new person in Pipedrive with the lead information
• Store Lead ID: The WhatConverts Lead ID is saved as a custom field on the Pipedrive person record for future updates

Pipedrive to WhatConverts Workflow Structure

The sales tracking workflow follows a more complex structure to ensure proper data matching:

• Trigger: A deal is created or updated in Pipedrive (trigger events: "New Deal", "Updated Deal", or "Deal Matching Filter")
• Find Person: The workflow retrieves the person associated with the deal to access the stored Lead ID
• Update Deal with Lead ID: The Lead ID from the person record is copied to the deal's Lead ID custom field for easier access
• Update Lead: The workflow uses the Lead ID to update the correct lead in WhatConverts with deal values
• Alternative - Find Lead: If no Lead ID is stored, the workflow can search for the lead in WhatConverts using contact information (phone or email) before updating

The Importance of Lead ID Custom Fields

Storing the WhatConverts Lead ID as a custom field in Pipedrive is critical for accurate data syncing. This Lead ID acts as a unique identifier that connects the Pipedrive person and deal to the specific lead in WhatConverts, ensuring that sales and deal updates are applied to the correct lead record rather than creating duplicates or updating the wrong lead.

The integration uses two Lead ID fields:

• Person Lead ID Field: Stores the Lead ID when the person is first created from a WhatConverts lead
• Deal Lead ID Field: Receives the Lead ID from the associated person record, making it easily accessible when deal updates trigger workflows

Without the Lead ID stored in Pipedrive, you must rely on searching WhatConverts by phone number or email address, which can be less reliable if contact information changes or multiple leads share the same details.

Integration Limitations

The Pipedrive integration has several important limitations to consider:

• Manual Workflow Setup: Unlike some plug-and-play integrations, the Pipedrive integration requires you to manually configure each Zapier workflow
• Separate Workflows Required: You must create and maintain distinct Zapier workflows for each data flow direction
• Zapier Account Required: This integration relies on Zapier as the middleware platform, meaning you need an active Zapier account, and your workflows count against any applicable Zapier usage limits
• Custom Field Management: You must manually create custom fields in Pipedrive and properly map them in your Zapier workflows
• No Real-Time Sync: Data syncs based on Zapier's polling intervals (1-15 minutes depending on your Zapier plan), not instantly
• Deal Association Required: When sending data from Pipedrive to WhatConverts, the deal must be associated with a person whose Lead ID is stored

Related Topics

• What is the Pipedrive Integration?
• Connect WhatConverts to Pipedrive
• Send Leads from WhatConverts to Pipedrive
• Send Quote and/or Sales Value from Pipedrive to WhatConverts