8 Productivity Tools We Love At Pipedrive

When we launched Pipedrive in 2010, we faced tons of different challenges as a small team. How do we speak to our customers? How do we keep track of our emails? How do we know who’s done what? The questions go on and on, which is why we thought it’d be a great idea to list some of the tools that have helped us get organized and grow, so others could get the same benefit with a smaller learning curve.

Here are the eight productivity tools that have increased productivity at Pipedrive and can help you do the same.

Mailchimp logo

MailChimp’s email marketing service is a must-have for any small business. If you need to automate emails, send out beautifully designed newsletters, or check the effectiveness of your email copy, MailChimp gets the work done in style. And if you’re just starting up, you won’t have to worry about the cost, either – MailChimp offers a forever-free account so you could get to focus solely on growing your business.

A MailChimp feature that we at Pipedrive really like is the automation. This lets you set up an automated response for when someone signs up to your newsletter or service. Sign up to Pipedrive’s newsletter on the right hand side of the blog and then check your inbox to see the autoresponder in action.

If you’re in need of action-triggered email automation, say, for drip campaigns where you send a series of emails to your customers, we recommend Vero. Vero lets us set the parameters for when and to whom an email is supposed to go out.

Zapier logo

If you need to connect data from different apps or trigger activities in one app based on an event in another, then using Zapier is a no-brainer. And you don’t need any hefty development support for doing so, which is why it’s perfect for small teams. One of the ways we use Zapier is getting the data people enter into a Wufoo form on our Pricing page straight into Pipedrive as a new deal.

Google Apps logo

When it comes to tools for small businesses, Google Apps are hard to beat. Email, storage, collaboration tools like spreadsheets and docs, and calendar – Google Apps is the perfect starter pack for every small business. At Pipedrive, most spreadsheets, text documents and slideshows are on Google Drive, so they could be seen and worked on by multiple people at different locations. This also makes sure that everyone is working with the latest version of a document.

Slack logo

Anyone who’s used Slack in a team knows its power — you’ll almost never have to email your teammates again, so your inbox gets significantly smaller. Slack lets you organize discussions by different open channels (like Marketing, General, Developers) as well as have one-on-one chats and closed group chats.

At Pipedrive, Slack has helped us move 99% of the online conversations away from our email inboxes (we still get the odd forwarded email, but that’s pretty much it). Slack has got a bunch of useful integrations as well. For example, we start Google Hangouts with our team simply by typing /hangout in a channel. It’s incredibly simple and you have all the right people involved from the start.

We also like their alternative called Fleep.

Yesware logo

Yesware is a tool that will help you see what happens to an email after you send it. It lets you track who opens your emails, create reusable templates, and sync your emails and email data with your CRM tool.

Yesware is one of the favorite tools for Pipedrive’s customer success manager, since it shows her how well her email-copy is working by showing the open and click rates, and reminds her to follow up, when no response has been received.

Buffer logo

Buffer is a great social media automation tool for small businesses. It’s easy to use, boosts conversations and engagement with your audience, and saves you time on social media management. We at Pipedrive especially like the report on CTR and RTs delivered conveniently to your email inbox. Simply set up the sharing schedule and be on your way to increasing traffic to either your site and engaging better with your audience.

iDoneThis logo

iDoneThis is a tool for recording all the things you get done at work. By logging all your “dones” throughout the day, everyone in your team will always know what you’ve been up to and vice versa. You can also log your priorities and to-dos there, which you can later tick as “done,” and everyone can “like” others’ priorities and “dones.” So iDoneThis brings transparency to your team and lets you champion high productivity.

At Pipedrive, we love using iDoneThis, because it keeps people on the same page. We set up an iDoneThis award to motivate people to use it continuously – every month, the employee who receives most likes for their “dones” receives a small prize and a bucket load of fame.

Pipedrive logo

Last but not least, one productivity tool we use at Pipedrive on a daily basis is … Pipedrive. It’s not only great for managing your sales and sales pipeline, but also for other processes. For example, at Pipedrive we use Pipedrive for hiring and interview management, PR and blog outreach, content planning and writing, and managing customer success.

Pipedrive makes sure you never drop the ball – its visual overview and reminders will always let you know whom you need to follow up with and when. If you’d like to find how Pipedrive can work for you, try Pipedrive free for 30 days.

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Ott Ilves

Ott is responsible for looking after the digital marketing efforts here at Pipedrive.

  • Leeni Harmainen

    Thanks for a nice list of tools! Will definitely try out iDoneThis 🙂 Btw. thanks for the amazing Pipedrive, our team has been using it for a while and featured it in our blog too already a while back 🙂 http://boonconic.com/pipedrivin-our-crm/

    • Hi Leeni

      I’m glad you found it useful and thank you for the kind words. I enjoyed the post in your blog – I really like the constructive feedback at the end as well, and I will pass your suggestions on to our developers.


  • Katherine Andersen

    Thanks Pipedrive for the post! Agreed, our team uses these tools and we see the results in what we’re able to do. An extra shout out to zapier–we’re big fans.

    • Hey Katherine. I’m happy you liked it, and really glad you find them useful too. Have you got any tools you really like, but which are not on this list? I’d love to hear about them. Cheers

  • Steven Bell

    I don’t see evernote for business in this great list. Too bad, once evernote is set up “properly” it can be an amazing collaborative tool as well as compendium for any company. (i’m not with evernote btw, I just use it faithfully).

    • Hi Steven. Thanks for the suggestion. The thing with Pipedrive and Evernote is that while some of us use Evernote individually, we haven’t set up Evernote Business in any wider setting. But I’ll make sure to check it out. Have you got any pro-tips to keep in mind with Evernote Business?

  • Hello Ott, It appears that YesWare link is broken! Otherwise this is a fantastic post which covers some productivity tools that I wasn’t aware of. I appreciate that you didn’t go for the typical “Evernote” or “Dropbox” as so many others have done.

    • Hi Michael,
      Big thanks for the heads up – I fixed the link now. I wanted to include tools with an edge and tools that have helped us a lot, and which could help others similarly.
      Thank you for the kind words.

  • Meanu Normia

    Awesome Post Ott, Add some Project management tools too like Asana, proofhub, wrike in your list too. PM tools are essential for every business for boosting productivity

    • Thanks a lot, Meanu – I appreciate the kind words. I’ll definitely keep your suggestions in mind for the future. Cheers

  • Carlos Paz

    We use PipeDrive in our company and we love it, it makes things easier….I’m going to try with zapier and slack.

    • That’s great to hear, Carlos. Let us know how Zapier and Slack work out for you.

  • aurepavi

    Great tools. Thanks for sharing. Slack is unchangeable in team communication. I am surprised u us IDoneThis for team communication. I used this personally, but for team work we use JIRA.

    • Hi and thanks. I agree that Slack is such a great tool.

      As to iDoneThis, it has got several upsides as a communication tool. First of all, you get to know what all the different functions in your company actually do (I mean some of the engineering work still looks like magic, when I read it but hey… at least I get to learn something new every day). Second, the tool works really well in letting everyone in your team, whether small or large, know what you’ve been up to. And third, since all “dones” are shared across the company, iDoneThis is also quite motivational – you give and receive virtual high fives about your work and achievements.

  • Appreciate the Zapier mention, Ott! Very glad to hear the team finds Zaps useful. 🙂

    • Hi Alison. We do find zaps useful, and you’ll be glad to hear that a great number of our customers do, too!

  • Eli

    I like this list, a number of the tools I use on a regular basis. I like the concept of iDoneThis, but I think there’s a lot of manual steps here. I started using a tool called Supzy two years ago and the minimalism and simplicity has really benefited me. I won’t provide the link here, but you can Google it. Basically it automates the whole process of tracking what you did and allows you to share it with team members easily. Everyone I have shown it to finds a huge benefit from effortlessly capturing their activities. I tried EverNote but found it way too heavy for my liking. Disclosure: I came up with the idea for the tool a little over two years ago.

    • Hi Eli,
      Thanks for the input. Your tool sounds like a good idea – I’ll check it out.

      • Eli

        Alright, feel free to let me know what you think.

  • David Jeanmonod

    I totally agree that Slack rocks! But I’m surprise to see that you are using it and that there is no integration for PipeDrive (at least not mentioned in https://www.pipedrive.com/en/integrations). Do you planned to add it soon?

    • Hi David – you’re right, we don’t have an official integration with Slack quite yet. However, this is exactly where Zapier comes in and helps you out – you can create a zap between Slack and Pipedrive in just a couple of steps. Head over to https://zapier.com/zapbook/slack/pipedrive/ and have a look at what you can set up. Cheers

  • Erik Poster

    We love Mailchimp! We’d like to love pipedrive. But because we can’t email more than one person at a time with pipedrive we’re just not feeling it.

    Want to email 2 clients and invite them to lunch? Set up a “mass” email campaign in Mailchimp, can’t use pipedrive!

    Want to invite 30 clients to your trade show booth? Set up a “mass” email campaign in Mailchimp, can’t use pipedrive!

    • Hi Erik,

      I’m sad to see your frustration. May I ask why you can’t email more than 1 person at a time? I can’t see any reason why that might be a problem…

      • Erik Poster

        pipe drive allows one to address multiple emails, but just in the same way as any email client. By typing the names/addresses in the “to” field. We want to do what you can do on Capsule, Zoho, Apptivo (and others) by searching a criteria in the CRM (like tags) into a “list” and then send an email to that list (bcc or cc) and have that email sent and logged by the crm tool. We think pipedrive is superior to those other crm’s in every way except this very basic email question. For our purposes you have a fancy, cool, modern, desirable “car” that has only three wheels.

        • Got it. Thanks for the clarification. Will pass this on to the product people.

          • Patrick

            Does Pipedrive now offer this functionality, as it would be very helpful

            >> searching a criteria in the CRM (like tags) into a “list” and then send an email to that list (bcc or cc) and have that email sent and logged by the crm tool

          • Shelley

            Would love to know if bulk emailing clients in a particular stage of the pipedrive is possible? We love pipedrive but unfortunately are considering switching because this option is not available and is wasting a lot of the teams time.

  • Pipedrive is awesome. We’re a web agency in Sweden. We use Slack, Harvest, Nifty Qouter and Dapulse on a daily bases. Each and every web app is great and simplifies our workflow a lot. Together with either core integrations or along with Zapier you add an extra layer of coolness and efficiency!

    It’s sweet when our “Moneybot” posts an update in Slack about a won deal in Pipedrive 🙂

    • Great to hear you making great use of these tools. I also like how you call your slackbot – could I borrow that name, perhaps?

    • Stève Cattin

      Hi Alex, just stumbled upon your comment. I’ve been unable to configure correctly Zapier so it triggers an alert in Slack when a deal is won. Any chance you’d be up to share your pipedrive triggers?

  • RRudick

    Great summary! We use Asana but have tried Slack and really can recommand! Would add Freshmail to the list too, in my opinion they have better grab&drog designer than Mailchimp. You can see video tutorials here http://freshmail.com/guide/how-create-template-using-freshmail-designer/what-exactly-is-freshmail-designer-and-where-can-you-find-this-tool/

  • Olaf Schneider

    Hi Ott, we are using Pipedrive since some month for sales but i’m really curious how you use Pipderive for PR. Would be great, if you could send me a Best Practice.

    • Hey Olaf,

      While we haven’t written a post/best practice on how to use Pipedrive for keeping track of your PR outreach, I can quickly go over on a couple of ways we use it.

      First, we have a dedicated pipeline for PR outreach.

      For any outreach, I’d suggest having a pipeline with stages “Idea – Contact made – Interest shown – Post live”

      We have created a custom currency inside Pipedrive for the deal value – we use the Alexa rank for the deal value, so perhaps counterintuitively here, the smaller the deal value is, the better. Alternatively, you could use the UVPM (unique visitors per month) figure for a website for setting up the custom currency.

      With a recent Pipedrive Mailbox update, you can even email your PR prospects from inside Pipedrive, and have the emails sent/received to them automatically appear under the specific deal, so that you see each of your PR pitches under the deal.

      What I also suggest you to do, is to set up deal rotting for your PR pipeline. When you’ve sent a pitch/email but haven’t received a reply, leaving the deal “rot” in a stage, the deal will turn red, thus indicating that you should follow up with the pitch.

      Again all of what I described is simple to set up, but effective for keeping tabs on your PR efforts. Let me know if you’ve any further questions.


      • Olaf Schneider

        Sounds great, I’ll try to follow your “best practice”.
        Do you have some experience using Zapier to create a new “PR”-Case, whenever an Idea got rejected or posted?
        I found this case on your blog (middle of post): http://blog.pipedrive.com/2014/10/managing-customer-success-with-pipedrive-yesware/


        • It’s simple to do by creating a Pipedrive-Pipedrive Zap.

          On the left side, choose Pipedrive -> New Deal.

          This way you specify that when you either create a deal, a deal enters a new stage or a deal is marked lost/won, an action in triggered on the right side (see screen shot). On the right side, simply choose “Create or Update a Deal”

          • Olaf R. Schneider

            Great, Thanks.

            How do you restrict this for a specific pipeline?
            I tried the following on Zapier:
            Custom Filter: “Deal Pipeline ID” –> “Text exactly matches” –> than i took the pipeline ID from the URL (when editing the pipeline in Pipedrive). Doesn’t work … ;-(

            https://app.pipedrive.com/pipeline/6 – in this case, Pipeline ID would be 6?

      • Olaf R. Schneider

        Great feedback. We’ll try that

  • K Lenc

    Hey there. Any opinions about pozzr.com ?

  • Anyone use the Open API to hitch Slack directly to Pipedrive ? Would love to know how you are using that if possible. We LOVE Slack here and are just now rolling out pipedrive. I believe I can have improved adoption if we can quickly implement a slack integration.

  • lovas94

    Great list! I have recently started using Pozzr (pozzr.com), it’s a really nice app, too.

  • Curious how you use pipedrive for content planning and writing? I’m on your system for managing my sales funnel but would love to get even more out of it!

  • Martin McAleer

    We love trello.com for manageging those complex sales that demand a degree of project management. Once the project is completed we have a stage to update PipeDrive for all the information that needs to be stored permanently.

  • Allie

    What about GetResponse? 🙂 It’s a pretty cool alternative to Mailchimp.

  • Edward Wang

    Was considering trying out Pipedrive since it seemed effective and affordable. However, seeing that they depend on so much outside integration is a HUGE turnoff, especially when other CRMs have all the services integrated in some form. Also seeing others’ comments shows that the integration isn’t smooth. If I wanted to use Pipedrive, I would also need to pay for MailChamp and Yesware which will be more expensive than other CRMs (not to mention the other features that I may want in the feature).