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Pipedrive CRM Review

Last updated: January 2, 2021

keap-ontraport-review

Mike Markus
He is a CRM software enthusiast/analyst and the co-founder of CRMAdvice.org. He studied MC-IT Course from Melbourne University.

After five years of using Pipedrive CRM software, I have found it being a fantastic sales-focused CRM (customer relationship management) system.

As its name suggests, Pipedrive CRM’s primary function is to provide a visual pipeline for deals.

More, Pipedrive let’s you track prospect through different stages of a sales (follow up activities, phone calls, emails etc) as you lead them towards becoming a paying client.

pipedrive-crm-software-page

Pipedrive CRM software is rated 10 out of 10 on CRMAdvice.org

Howerer, Pipedrive is NOT so well designed for a client management.

So when your clients signed up, maybe paid for your service, it’s not the best for managing client-work.

There might be other CRMs or even project management tools like HubSpot CRM, they are actually better suitable for that kind of thing.

In this Pipedrive CRM review, I will write about all the pros and also the cons that people on their payrolls will not tell you about.

PIPEDRIVE Overview

Pipedrive CRM Pros:

1. Sales Pipeline
2. Deal Rotting
3. Activities Page
4. Little Icons
5. Notes
6. Copying Emails Into Deals
7. Scheduler
8. Sales Insights and Reports
9. Improve Sales Skills
10. Security

Pipedrive CRM Cons:

1. Pipedrive Integrations
2. Pipedrive Pricing

Should You Use Pipedrive Long Term?
Conclusion
Pipedrive – Should You Go For It?

NEW USER EXPERIENCE: Simple To Use Drag-And-Drop Features
USABILITY: Easy To Manage
CAMPAIGN BUILDER: It Is A Sales System, Where You Can Automate Your Sales & Marketing Processes
AUTOMATION: Easy For Non-Techies
EMAIL CONNECTION: Work With Your Email Right Inside Pipedrive
EMAIL TEMPLATES AND EDITOR:  Once Set Up, Easy And Fast
COMMUNITY:  They Have Developers Community / Forum
REPORTS: Has Everything You Need
SUPPORT: 24/7 Email And Chat Support
MONTHLY RATES:  €15-€99 (Billed Monthly)
TRIAL: 14-Day Free Trial (Through Our Page)
OFFICIAL WEBSITE: www.Pipedrive.com

How do you know Pipedrive is able to improve your sales process?

Without further ado, let’s dive into detailed Pipedrive CRM review.

Pipedrive CRM Pros

On the scale from one to ten, would give it a ten.

pipedrive-crm-software

This for a many reason which you can read below.

So, in no particular order, here are the pros I found when using Pipedrive for many years…

1. Sales Pipeline

One of the best things and pure strengths of Pipedrive CRM — its simple and easy to use pipeline features.

But there is so much to cover, let’s get started.

What is a pipeline in a first place?

A pipeline represents a sales journey.

It represents the process where you need to take a new prospect through the journey from being a lead to get the deal closed.

Having the money in the bank at the end of the day.

To do it successfully, sales managers need to optimize their sales process, as it is a top sales management priority.

Important! You want to have one pipeline per one revenue stream, or per one sale journey.

Pipeline Settings

With Pipedrive CRM software, you can have there multiple pipelines.

Here I’ve created a Sales Pipeline.

pipedrive-crm-software-pipeline

These stages, you should take them as the milestones that you need to take a deal through in order to close the sale.

(You can see here: Meeting Arranged, Needs Defined, Proposal Sent…)

pipedrive-crm-review-pipelines

They are framed in a past tense, so they sound like milestones.

What you can do is when the meeting is set up, you can move a deal into this particular column “Meeting Arranged”.

pipedrive-crm-software-meeting-arranged

After the meeting, when you’ve defined the needs, they get moved into “Needs Defined”.

pipedrive-crm-software-needs-defined

Lastly, when you’ve sent proposal, again it gets moved into “Proposal Sent”.

pipedrive-crm-review-proposal-sent

That is first thing you want to think about: What are the key milestones that you need to hit as part of your sales journey!?

Now, let’s look at each milestone more closely.

Holding

You can use Holding’s when there is a situation where client expressed interest in two-part project.

They say:

“At the moment, let’s start with part one, I’ll finish the payment and then you start with a job.”

But then you already identified there is an opportunity for second part as well, it could be a follow-up project for example.

Then you create a deal and put it on Holding.

pipedrive-crm-software-holding

That for you represents a future deal, that is not active as of now.

Because you’re still working on project one, but you’ve put this “on hold”, where you can double-check and come back to this later.

What else you can do?

Use this if you have a lot of deals and maybe some of these turn cold.

You just move them into Holding as a way of cleaning up your pipeline so you don’t have it mixed with warm leads.

That’s how we’ve seen some people using the Holding column as well.

Prospect

This is where you add a new lead, or just someone who you are expecting, or at least trying to sell something to.

pipedrive-crm-review-prospect

It could be different for you:

  • maybe it’s a phone call,
  • maybe it’s an in person one-on-one meeting.

For example, you need to have this one-on-one meeting with them.

Lets say you had a successful call: you have to book an appointment.

So you move them into next milestone.

Meeting Arranged

pipedrive-crm-review-meeting-arranged

The goal of that meeting is to define what do they need help with.

Once knowing all the details and everything, you move them into next stage.

Needs Defined

pipedrive-crm-software-needs-defined1

On this stage you’re sending them proposal, where you give them some type of option: Here is fixed price…, Here is my hourly rate…,

All that in order to find out how you’re going to help this client.

When this is done, you can move them into next milestone.

Proposal Sent

In here, you’re going to get some kind of confirmation: “Yep, cool, let’s go ahead and start with XYZ”

pipedrive-crm-software-proposal-sent

You then move them into Waiting for Payment

Waiting for Payment

As soon as they are here, you’re going to send them a payment instructions and an invoice.

crm-page-waiting-for-payment

Once they actually pay – then you’re going to mark the deal as WON!

What is this Probability (%)?

You can see this under each milestone.

When you define the stage, for example Prospect

pipedrive-crm-software-probability

While adding or changing the name, you can put probability from 0-100%

This is basically your estimate probability of winning it.

Gives you a good OVERVIEW of your pipeline.

Now further, moving on in this Pipedrive CRM review journey…

WIN-LOSE Deals

With Pipedrive CRM software, you can see the deals you had last year.

Below Won/Lost we can see that 46% were won.

That’s pretty good!

pipedrive-crm-review-win-lose-deals

Pro Tip: You can easily use your data from previous years to set up those probability percentages for your sales pipeline.

Remember, as potential leads move closer to the sale, the lower the percentages for them to dropping-off getting.

How?

Because, once they get to Waiting for Payment phase.

There should really be any drop-off at this point — you should be 95% confident at that stage.

Again, these probabilities REPRESENT what is the chance of winning the deal from this particular stage.

2. Deal Rotting

An interesting feature with the pipeline you can set up is Deal “rotting” (Features -> Deal “rotting”)

pipedrive-crm-software-deal-rotting

When turning “rotting ON”, you can set up your stages where you will have this “Display rotting after”…

From there, you can choose number of days.

customer-relationship-management-deal-rotting

The way this works:

Let’s say you have there 7 days under Prospect stage.

What does it mean?

A deal that is in this stage for more than 7 days, “starts to rot”.

This is Pipedrive telling you: “You got 7 days to move it on, if it stays here longer, it turns cold, you’re going to miss an opportunity.

Pro Tip: You can and should always edit this “number of days” as you analyze how it works with your leads.

pipedrive-crm-software-needs-defined2

One thing for sure, when a lead is in Waiting for Payment stage, I might want to set it as 2 days not 14 days…

ocustomer-relationship-management-deal-rotting3

If they are not making this payment in 2 days, you really want to chase them up, making sure you get this deal closed.

Rotting is really great way of helping you to see which are the deals that are turning cold, so you can give them this extra attention.

3. Activities Page

A common thing what people do when using Pipedrive CRM software is that they open up Deals page and they go: Hmm, what do I need to do today?

pipedrive-crm-review-deals2

It can be a little messy as it’s not always clear which deal is a HIGHER priority and which one you can work on later.

The better thing to do instead…

… is working from your Activities page, using it as your to-do list.

(This gives Pipedrive CRM a lot of bonus points!!!)

pipedrive-crm-software-deals-activity

Pipedrive has been designed to have very activity centric approach.

The best practice you need to follow is to ALWAYS have an activity scheduled on every single deal.

deals-activity-crm

Lastly, working from Activity versus scanning the deals is a great way to make sure you moving deals forward to the right time.

My suggestion is take a much more task centric activity when using a Pipedrive, it’ll pay you big dividends.

4. Little Icons

When you look at your Deals page, you see those little icons after each name.

pipedrive-crm-review-sales-puipeline

Where each color and a symbol has a meaning…

pipedrive-crm-review-meaning

Therefore you always want to avoid having the yellow warning triangles and the red activities that are overdue.

5. Notes

As Pipedrive is a sales driven CRM – designed to help you manage all of those incoming leads.

They want you to take notes. (under Taking notes.)

pipedrive-crm-notes

For example, notes about the challanges client has mentioned.

***This helps a lot while closing a sale — you can press those “buttons” while describing the solutions.

Next,

Pro Tip: A sales question you always need to be asking: “Hey, how did you find me?”

It’s probably the first thing that good sales people ask when they get on a phone with a new prospect.

Just leaving little notes about the information you’re getting from a lead.

Why?

This is incredibly useful when you haven’t looked at the deal for a while to come back and see notes you’ve left for yourself.

Pro Tip: This definitely is a habit you want get into and I HIGHLY recommend you to discipline yourself about leaving good notes on your deals.

6. Copying Emails Into Deals

With Pipedrive Advanced (formerly Gold) plan, you’re able to send emails directly from the Pipedrive interface.

In that case you don’t need to switch between tools.

Pipedrive allows you to manually forward individual email threads from your email provider (Apple mail, Gmail, etc) into your Pipedrive inbox.

Once the email has been forwarded, you can then link the thread to any relevant deals or people contacts in your Pipedrive account.

Here’s a Short Guide On HOW to do that:

Forwarding emails into your Pipedrive account via the Smart Email BCC feature, you will copy your company account’s company-specific universal BCC aadress, then paste it into the BCC section of any email sent out from your email provider.

Simply copy the “company-specific universal BCC address” which you can find by going to Tools and apps -> Email sync -> Small email BCC address.

pipedrive-crm-review-email-bss

Now once the company-specific universal BCC address is copied.

Then paste it into the BCC section of any email sent out or forwarded from your chosen email provider.

pipedrive-crm-software-email-sent

Then after the email is sent out, you will be provided a copy of that same BCC’d email into your Pipedrive Mail tab.

pipedrive-crm-software-email-bcc-one

And you’re done with that.

7. Scheduler

Using Scheduler, you can share your availability online with anyone via a simple link, allowing potential clients to pick a time that suits them and for you as well.

It is a super awesome tool — your contact receives your availability and selects a time that suits you both.

Too easy!

They even added two ways on how you can use it:

  • Set and share regular availability time slots
  • Allocate and send specific, one-off time proposals (following the steps below)

pipedrive-crm-software-scheduler

pipedrive-crm-review-scheduler

pipedrive-crm-software-information

pipedrive-crm-software-meeting

In addition, if an opportunity comes up on short notice.

Pipedrive’s Scheduler lets you quickly pick and share some available times outside your usual schedule.

All while you’re waiting the proposal email.

8. Sales Insights and Reports

This feature is an absolute favorite for all the sales managers who I’ve spoken to.

Pipedrive statistics and metrics not only present you with your typical numbers.

But it also represents it to you in a way that it allows you to get some really valuable insight into WHY you’re seeing these numbers in a first place.

When heading over to Statistics

customer-relationship-management-statistics

… you have several sections, where you can do following:

  • You can specify the time-period you’d like to look at.
  • If you have multiple pipelines, you can either view them all at once or one at a time

Winnings

For example, the deals we have won narrowing it down to this week.

pipedrive-crm-review-sales

Those bars here are showing you the average number of won deals per each Pipedrive user aka sales people.

The averages below are automatically calculated by Pipedrive based on the trends and usage of yourself and your team.

(The more you use Pipedrive, the more accurate the averages and metrics become.)

You can also view those by Value

pipedrive-sales-by-value

Goes even better, you can click on any of those bars here and see which were the deals your sales representatives were closing.

crm-page-closed-deals

You can see all the details about any of those deals by clicking on it.

pipedrive-crm-review-statistics-deal

This shows all the small details about the deal itself and the history of its little venture through our sales process.

Losses

The same thing applies to the deals you’ve lost.

You can access to the exact same kind of metrics for both your lost and won deals.

pipedrive-deals-lost

So you can simply find out who the biggest loser is.

Now losing is nothing to be taken so lightly.

You want to see in which stages these deals are in when they are marked as lost.

pipedrive-crm-review-deals-by-stages

(From here it looks like most of our deals get lost at the first stage of the pipeline, which is really typical.)

These metrics will help you determine not only where in the sales process you can improve, but who is improving or who is not.

For example, if you see that a sales person loses 80% of his deals in the Negotiation stage for some reason – you can right away give this person a bit of coaching, so he could improve his performance in this stage of the sale.

Pretty insightful stuff.

One for sure, all these features are making managing sales reps way more easier, profitable, and fun.

9. Improve Sales Skills

As the sales profession moves faster than every before.

In the blink of an eye, new competitors emerge.

Products and services similar to yours are released.

Pipedrive CRM software shows you great statistics, so you can identify your strengths and weaknesses in your sales process.

This gives you and your team ideas in which phase you guys are winning and even more importantly, in which stage losing deals.

customer-relationship-management-pipedrive

Here you can see on Proposal Sent phase we are losing 22% of deals after we’ve sent the proposal.

That is so interesting.

You can learn from it and improve it by sharping up your pricing, or sending better proposals.

Imagine getting this type of information about each and every phase of your sales process…

And then working on improving this particular step (which needs improvement) in your sales performance.

How much more revenue your team will generate over the next 60-day period?

I’m sure at least 10%

If not more.

Again, I believe by putting in a bit of work on improving those steps will skyrocket your company’s revenue.

Next, let’s talk about the things you should consider before jumping on board.

Pipedrive CRM Cons

It is not a coincidence that Pipedrive really is one of the best, if not the best web-based sales-focused CRM on the market today.

While talking with fellow Pipedrivers, I’ve got only-positive reviews from those who’ve been using it since it’s founding years (2010-2012).

Even though, there are not so many things to mention here — but the ones we have — are based on my personal experience.

1. Pipedrive Integrations

Three years back, our team couldn’t convert website visitors to sales leads, because there was a lead generation integration missing with Pipedrive CRM software.

This was a serious issue for us.

In addition, we needed data transferred between our different systems.

(Usually we have our programmer working on that but he was out of the office.)

Important! By now, Pipedrive integrations issue is solved. (They added many new partners into their ecosystem.)

leadberry-integration-cyclr

These were the ones we felt missing.

In 2021, the list of Pipedrive integrations and capabilities, is impressive.

Pipedrive integrations has reached close to two hundred applications which you can use to simplify your sales process.

Well done, Pipedrive!

2. Pipedrive Pricing

When we first start using the software, Pipedrive pricing was definitely an issue as we didn’t have much money.

pipedrive-infographic

Now, short five years later we are using Professional plan with seven people in our team.

And, while having pretty complicated sales process…

I can’t stress enough the level of insight it brings and how much time Pipedrive is saving for our extremely smart and hard working team.

thomas-barwick

Credit: Thomas Barwick/Getty Images

At the end, I have to say no matter which plan you’re going to use.

Pipedrive pricing is a bit high, but 100% worth it.

Do I Recommend Using Pipedrive CRM?

After going through all the details in this Pipedrive CRM review.

Firstly, if your business operates in sales category, manages leads, and has a sales team in place, I do recommend using Pipedrive.

yes-pic

Our team is happy to be with them.

Conclusion

To sum it up for you.

Pipedrive CRM’s primary function is to provide a visual pipeline for deals.

pipedrive-crm-software-deals4

This is a sales CRM.

It’s designed to help you manage all of the inbound leads to your business.

So you can track your leads through the journey towards eventually selling your products, or services.

sales-waiting-payment

It allows you track those customers: set up follow up activities, phone calls, emails, and more.

However, when they’ve actually signed up, maybe paid for your service, it’s NOT the best for managing client-work.

And this is IMPORTANT to know that!

Again, Pipedrive is NOT so well designed for a client management.

But if you need managing all your inbound leads and sell them your products and services, you get started with Pipedrive’s 14-Day Free Trial by clicking here.

Last but not least – keep growing your sales!

If you have a question or two, or you prefer a shorter review, send me a message, I will personally write back to you.

Our CRM Software Review Process:

  1. Using Each CRM Software for 5+ Years.
  2. Ran Businesses With All of Them.
  3. Attended their Events.
  4. Tested for Consulting Industry,
  5. Business or Life Coaching,
  6. Authors,
  7. Blogging,
  8. E-commerce,
  9. B2b Marketing & Sales,
  10. Offline Business,
  11. And for Pipeline Based Sales Model Business.
  12. Compared Usability, Cost & Value.