Pipedrive Integration
CRM & Lead ManagementWhat It Does
Pipedrive is a sales-focused CRM built around one core philosophy: sales is about activities, not just data entry. Instead of navigating complex menus and endless fields, Pipedrive presents your entire sales pipeline as a visual kanban board where deals flow through stages via simple drag-and-drop. Every deal shows its current stage, expected close date, and next scheduled activity (call, showing, follow-up), keeping agents focused on what needs to happen today rather than drowning in CRM busywork.
Why Real Estate Professionals Use It
Real estate agents juggle 10-50 active deals simultaneously: buyers in different stages (just browsing, pre-approved, actively making offers), listings at various points (prospecting sellers, under contract, coordinating closings), and past clients to nurture for referrals. Spreadsheets can't handle this complexity, but Salesforce feels like overkill. Pipedrive hits the middle ground—visual clarity without enterprise bloat.
AI Solutions for CRM
CTO's Guide to AI Implementation
Technical framework for CTOs evaluating AI solutions with Build vs Buy analysis
Property Data Enrichment
Auto-enrich contacts with property ownership, tax records, and market data
Universal CRM Sync Hub
Keep HubSpot, Follow Up Boss, Salesforce, and spreadsheets in perfect sync
Key Features for Real Estate
Discover how Pipedrive powers real estate automation workflows
Visual Kanban Pipeline Management
See all deals on a drag-and-drop board organized by stage. Each column represents a pipeline stage (Lead, Qualified, Showing, Offer, Under Contract, Closed). Drag deals between stages to update status instantly, and see your entire book of business at a glance.
Quickly identify bottlenecks: if you have 15 buyers in 'Showing' but only 2 in 'Offer Made', you know you need to push buyers to decision. Visual clarity prevents deals from stalling unnoticed.
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Automation Workflows
Ready-to-deploy workflows powered by Pipedrive + NextAutomation
Automated Deal Stage Task Creation and Assignment
When a deal moves to a new pipeline stage, this workflow automatically creates stage-specific tasks and assigns them to the appropriate team members with due dates based on the expected close date. For example, moving a buyer deal to 'Under Contract' creates tasks for inspection scheduling (due in 5 days), appraisal coordination (due in 7 days), title search request (due in 3 days), lender follow-up (due in 10 days), and final walkthrough scheduling (due 2 days before closing)—ensuring a smooth path to closing.
1Detect deal stage change via Pipedrive webhook to n8n
2Retrieve deal details: property address, expected close date, assigned agent, buyer/seller names
3Lookup stage-specific task template based on new stage (e.g., 'Under Contract' stage has predefined 15-task checklist)
4Calculate task due dates relative to expected close date (e.g., inspection due date = close date - 25 days)
Standardized processes ensure no critical closing steps are missed. Transaction coordinators see clear task lists without agents needing to manually create checklists. Team members receive immediate notifications when deals progress, keeping everyone aligned. Agents focus on client relationships while the system handles process management. Closing success rate increases because tasks are completed on schedule rather than rushed at the last minute.
Triggers & Actions
Connect Pipedrive to your workflows with powerful triggers and actions
Triggers
New Deal Created
Fires when a new deal is added to Pipedrive in any pipeline.
When new buyer deal created, send welcome email, create initial consultation task, and notify assigned agent via Slack.
Deal Stage Changed
Fires when a deal is moved from one pipeline stage to another (e.g., 'Qualified' to 'Showing' or 'Under Contract' to 'Closed Won').
When deal moves to 'Under Contract', create closing checklist (15 tasks), notify transaction coordinator, and update revenue forecast.
Activity Completed
Fires when an activity (call, meeting, email, showing) is marked complete in Pipedrive.
When showing activity marked complete, send SMS to buyer: 'Thanks for viewing [Address]! What did you think? Reply or call me to discuss.' Create follow-up call task for 24 hours later.
Deal Won or Lost
Fires when a deal is marked as 'Closed Won' or 'Closed Lost'.
When deal closed won, trigger post-closing sequence: send congrats email, request testimonial in 3 days, ask for referrals in 7 days. If lost, send feedback survey to understand why.
New Contact Created
Fires when a new contact (person or organization) is added to Pipedrive.
When contact tagged as 'Investor', add to quarterly investment property alert list and send welcome email with current investment opportunities.
Activity Scheduled
Fires when an activity (call, showing, meeting) is scheduled in Pipedrive with a due date.
When showing scheduled for tomorrow, send reminder email to buyer 24 hours before with property address, time, and Google Maps link.
Actions
Create Deal
Creates a new deal in Pipedrive with specified stage, title, contact, value, and custom fields.
When lead captured from website form, create deal titled '[Lead Name] - [Property Interest]' in 'New Lead' stage with source = 'Website' and timeline = form data.
Update Deal
Updates existing deal stage, value, expected close date, or custom fields.
When buyer gets pre-approved, update deal custom field 'Pre_Approval_Status' = 'Approved', increase deal value to pre-approval amount, and move stage to 'Qualified'.
Create Activity
Creates a task or activity (call, email, meeting, showing) assigned to a user with due date, description, and type.
When deal enters 'Showing' stage, create activity: 'Send showing follow-up' due 24 hours after showing date, assigned to listing agent.
Create or Update Contact
Creates a new contact (person or organization) or updates existing contact with new data (email, phone, custom fields).
When Facebook Lead Ad submitted, create contact in Pipedrive with name, phone, email, and custom field 'Lead_Source' = 'Facebook Ads'.
Send Email
Sends an email to a contact from within Pipedrive, logged to the deal timeline automatically.
When new listing matches buyer's saved search, send email: 'Hi [Name], new property in [Area] matching your criteria: [details]. Book showing: [link]'.
Add Note to Deal
Adds a note to a deal's timeline with text, timestamps, and optional attachments.
After AI analyzes lead quality, add note to deal: 'Lead score: 85/100. High priority due to timeline (0-3 months) and pre-approval status. Call within 1 hour.'
Setup Guide
Get started in approximately 15 minutes for API setup and first workflow; 1-2 hours for full pipeline configuration, custom fields, and team onboarding
Prerequisites
- Pipedrive account (14-day free trial or paid plan starting at $14/user/month)
- Pipedrive API token (generated in Settings → Personal → API)
- n8n instance (cloud or self-hosted) with Pipedrive node available
- Basic understanding of your real estate sales process (pipeline stages, typical activities)
Create Pipedrive Account and Generate API Token
Sign up for Pipedrive at pipedrive.com (14-day free trial available). After signup, navigate to Settings (gear icon) → Personal Preferences → API. Click 'Generate new token' or copy existing token if one exists. Save this token securely—you'll use it to connect n8n.
Start with the free trial to test Pipedrive before committing to a paid plan. The Essential plan ($14/user/month) includes everything most solo agents need; Advanced plan ($34/user/month) adds workflow automations and email sync.
Connect Pipedrive to n8n
In n8n, create a workflow and add a Pipedrive node. Click 'Create New Credentials', select 'Pipedrive API' method, and paste your API token from step 1. Test the connection by adding a 'Pipedrive' action node set to 'Get All Deals' and executing the workflow—it should return your deal list (will be empty if new account).
Save credentials as 'Pipedrive - Production' for easy reuse across multiple workflows. If you want to test automations without affecting live data, create a separate Pipedrive account for testing and save credentials as 'Pipedrive - Test'.
Configure Pipeline Stages for Buyers and Sellers
In Pipedrive, go to Settings → Pipelines. Create two pipelines: 'Buyer Pipeline' with stages (New Lead → Qualified → Actively Searching → Showing → Offer Made → Under Contract → Closed Won/Lost) and 'Listing Pipeline' with stages (Prospecting → Listing Agreement → Active on Market → Showing Scheduled → Offer Received → Under Contract → Closed Won/Lost). Assign probability percentages to each stage for revenue forecasting.
Keep stages simple (5-7 max) and mirror your actual sales process. Each stage should represent a clear milestone with a defined next action. Add expected time in stage (e.g., 'Showing' stage = 14 days on average) to help identify stalled deals.
Add Custom Fields for Real Estate Data
In Pipedrive, go to Settings → Data Fields → Deal Fields (or Contact Fields). Create custom fields: 'Property_Address' (text), 'Price_Range_Min' (monetary), 'Price_Range_Max' (monetary), 'Bedrooms_Desired' (number), 'Preferred_Location' (text or multiple options), 'Pre_Approval_Status' (single option: Not Started, In Progress, Approved, Denied), 'Lead_Source' (single option: Website, Zillow, Referral, Facebook Ads), 'Buyer_Seller_Status' (single option: Buyer, Seller, Both), 'Timeline_Urgency' (single option: 0-3 months, 3-6 months, 6-12 months, Just Browsing).
Use 'single option' field type for dropdowns (standardizes data entry) and 'text' for free-form entries like addresses. Custom fields make filtering and segmentation powerful—e.g., show all buyers with Price_Range_Max > $500k AND Timeline_Urgency = '0-3 months'.
Set Up Email Integration for Auto-Logging
In Pipedrive, go to Settings → Email Sync. Connect your Gmail, Outlook, or other email account. Pipedrive will detect emails with contacts in your CRM and automatically log them to deal timelines. Enable 'Email tracking' to see when contacts open emails and click links.
Use Pipedrive's email templates feature (Settings → Email Templates) to save common messages: 'Initial buyer response', 'Showing confirmation', 'Follow-up after showing', 'Price drop alert'. Templates with personalization tokens (e.g., {person.name}, {deal.title}) speed up outreach while maintaining personal feel.
Create Your First Workflow Automation in Pipedrive
In Pipedrive (Advanced plan or higher), go to Automations → Create Automation. Build a simple workflow: 'When deal stage changes to Under Contract → Create activity: Schedule inspection (due in 5 days), Create activity: Request title search (due in 3 days), Send email to transaction coordinator with deal details'. Test by manually moving a deal to 'Under Contract' stage and verifying tasks are created.
Start with one high-impact workflow (e.g., closing checklist automation) to prove value. Once working, expand to other stages. If you're on Essential plan (no native automations), use n8n for all workflow automation instead—it's more powerful anyway.
Build Your First n8n Workflow: Lead Response Automation
In n8n, create this workflow: Webhook (to receive form submissions) → Pipedrive Create Contact → Pipedrive Create Deal (linked to contact, stage = 'New Lead') → Send Email (confirmation to lead) → Slack or Email Notification (to agent). Test by submitting a form or using n8n's manual trigger to ensure contact and deal are created correctly in Pipedrive.
Add AI personalization (OpenAI node) between contact creation and email send to generate custom responses based on lead source and property interest. Example: 'Website lead interested in downtown condos' gets different message than 'Zillow lead interested in suburban single-family'.
Import Existing Contacts and Train Your Team
Export your existing contact database (from spreadsheets, old CRM, or email list) as CSV. In Pipedrive, go to Contacts → Import. Upload CSV and map columns to Pipedrive fields (name, email, phone, buyer/seller status, price range, etc.). Review and import. Schedule a 30-minute team training session: show agents how to create deals, move stages, log activities, and use mobile app.
Import in small batches (100-200 contacts) first to catch mapping errors. Deduplicate before importing (Pipedrive will detect duplicates but it's cleaner to import clean data). Create a 5-minute Loom video showing your team the basics: 'How to add a buyer and move them through the pipeline'—makes adoption easier than live training alone.
Frequently Asked Questions
Common questions about Pipedrive integration
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