Service · CRM Implementation
Pipedrive CRM, built around how you actually sell
Most Pipedrive implementations fail not because of the platform but because the setup never reflected how the team actually works. We fix that before we touch a single setting.
Pipedrive Authorised Partner
2-6Weeks from kick-off to go-live for most implementations
94%Of tech companies have a CRM — most are not configured properly
1Fixed-price proposal with a clear scope before any work begins
Why most Pipedrive setups fail
The platform is not the problem.
The configuration is.
Pipedrive is one of the most intuitive CRM platforms available. Businesses sign up, import their contacts, and then six months later the team has stopped using it. Not because Pipedrive failed them — but because nobody ever mapped the real sales process into the system. Generic stage names. Fields nobody fills in. No automation. No follow-up sequences. The system becomes a digital address book nobody trusts.
A proper Pipedrive implementation starts with your process, not Pipedrive's default template. We document how your business actually generates leads, qualifies opportunities, closes deals, and manages clients. Then we build Pipedrive around that map — so the system reflects reality from day one and gives the team a reason to use it.
Pipeline architecture
Your pipeline is the foundation.
We get it right before anything else.
The most important decision in any Pipedrive implementation is pipeline architecture. Most businesses need more than one pipeline — and getting the structure right determines whether the system gives useful data or just noise. Here is what a properly configured pipeline looks like and why each stage is designed the way it is.
1
New LeadEntry · no probability set
Every inbound enquiry, outbound touch, and referral enters here. No probability weighting at this stage — the deal has not been qualified. We configure Pipedrive to route web form submissions, chatbot leads, and manual entries directly into this stage automatically.Source tagged on entryOwner assigned automaticallyFirst activity created
2
Qualified25% probability
Discovery has happened. The opportunity is real. We set required fields at this gate — budget range, decision-maker identified, timeline — so a deal cannot move forward without the data that makes the forecast meaningful. A rotting timer is set here so deals do not stall silently.Required fields enforcedRotting timer activeDecision-maker logged
3
Proposal Sent50% probability
A Smart Docs proposal has been sent directly from the deal record. Pipedrive tracks when the prospect opens it. We configure an automation that creates a follow-up task 48 hours after send if no response has been logged — so no proposal goes cold without a deliberate decision.Smart Docs tracking activeAuto follow-up task at 48hrsOpen notification to owner
4
Negotiation75% probability
The prospect has engaged and terms are being discussed. Deal value may be updated here. We configure manager notifications at this stage so leadership has visibility of deals approaching close. A tighter rotting timer applies — deals at this stage should not be sitting still.Manager notification triggeredTighter rotting timerDeal value confirmed
5
WonClosed · 100%
Deal marked won. For businesses with retainer clients, we create an automation that moves the contact into a separate client retention pipeline at this point — so the relationship does not fall off after the sale. Onboarding tasks are created automatically for the delivery team.Retention pipeline triggeredOnboarding tasks createdWon reason logged
Every stage is configured with your terminology, your exit criteria, and probability weightings calibrated to your actual close rates — not Pipedrive's defaults. For businesses with multiple service lines or both new business and retainer work, we build separate pipelines so each has its own logic and reporting.
What we configure
Every part of Pipedrive,
set up to work for your team.
A full Pipedrive implementation covers the entire platform — not just the pipeline. Here is what we configure and why each part matters.
Pipelines and Deal StagesFoundation
Stage names based on your actual sales vocabulary
Win probability calibrated to your historical data
Rotting deal timers per stage
Separate pipelines for new business and retainer renewal
Custom Fields and Data StructureData quality
Custom fields on contacts, organisations, and deals
Required fields at key pipeline stage gates
Field visibility rules per user role
Deal labels for segmentation and filtering
Automations and WorkflowsEfficiency
Stage-triggered activity and task creation
Automated follow-up email sequences
Deal assignment and rotation rules
Inactivity alerts and deal owner notifications
Email and Calendar IntegrationAdoption
Two-way email sync (Gmail, Outlook, or IMAP)
Email open and click tracking
Calendar sync for meeting logging
Smart BCC for selective email capture
LeadBooster and Web FormsLead capture
Web form setup and pipeline routing
Chatbot configuration for lead qualification
Prospector for outbound lead generation
Lead source tagging for attribution reporting
Smart Docs and ProposalsClose faster
Proposal and quote templates with auto-fill
Document open and view tracking
E-signature capability built in
Automatic deal update on document open
Insights and ReportingVisibility
Custom dashboard build for leadership and reps
Deal conversion and stage velocity reports
Revenue forecast and goal tracking
Activity reporting per rep and team
Marketplace IntegrationsConnected stack
Email marketing (Mailchimp, ActiveCampaign)
Accounting (Xero, QuickBooks)
Scheduling (Calendly, Google Calendar)
Custom Zapier and Make workflows
The process
Five stages from discovery
to a team that actually uses it.
We run a structured implementation process with clear milestones so you always know where things stand and what comes next.
1
Discovery and sales process mappingWe spend time understanding how your business actually generates, qualifies, and closes opportunities. No questionnaires — just a structured conversation with the people who sell. We document the real process including the informal steps that never make it into a flowchart.Week 1
2
Scoping and fixed-price proposalWe send a detailed proposal covering platform tier recommendation, pipeline architecture, data migration scope, integrations, automation plan, and training approach. Fixed price, no surprises. You approve before anything is built.Week 1
3
Build, configure, and migrateWe build the full Pipedrive environment — pipelines, fields, automations, integrations, dashboards, and templates. Data is migrated in parallel with your review and sign-off at each checkpoint. You never see a finished system that does not match what was agreed.Weeks 2 to 5
4
Training and go-liveWe run role-specific training sessions — one for reps, one for managers and admins. Each session covers the workflows relevant to that role rather than a generic platform walkthrough. Written documentation is provided so the team has something to refer back to.Week 5 or 6
5
Post-launch support and adoption checkTwo weeks of included support after go-live to handle questions and tweaks. We also check adoption data in Pipedrive's admin panel — if usage is lower than expected we find out why and fix it before it becomes a habit.Weeks 6 to 8
What is included
Everything in the scope,
nothing hidden in small print.
Sales process documentation
Pipeline and deal stage build
Custom fields and data structure
Data migration and cleansing
Automation and workflow build
Email and calendar integration
User roles and permissions setup
Insights dashboard configuration
Rep and manager training sessions
Written documentation and guides
Two weeks post-launch support
Adoption check and fix if needed
Common questions
Questions about
Pipedrive implementation
How long does a Pipedrive implementation take?▼
Most implementations take between two and six weeks from kick-off to go-live. A clean setup for a small team with clear data and straightforward integrations can be done in two weeks. A full build involving complex data migration, multiple pipelines, LeadBooster configuration, Smart Docs templates, and custom integrations takes four to six weeks. We give you a realistic timeline in the proposal, not an optimistic one.
Which Pipedrive plan do we need?▼
Pipedrive has five tiers: Essential, Advanced, Professional, Power, and Enterprise. For most growing sales teams, Professional is the right starting point — it unlocks automations, Smart Docs, revenue forecasting, and team management. Advanced suits very small teams or simple pipelines. Power and Enterprise are for larger organisations needing project management features or custom onboarding. We recommend the right tier based on the features your implementation actually requires — and as an Authorised Partner we can help with trial extensions and pricing.
We have years of data in spreadsheets. Can you migrate all of it?▼
Yes, but data migration is almost always about quality over quantity. We audit your spreadsheet data first and identify what is actually worth migrating — contacts without an email address or last activity in three years rarely add value and often create noise. We clean, deduplicate, and structure the data before migration. You approve a sample before anything goes into the live environment. Source data is never touched until you are satisfied with the result.
Can we migrate from HubSpot, Zoho, or another CRM to Pipedrive?▼
Yes. We handle migrations from HubSpot, Zoho CRM, Salesforce, Monday CRM, and most other platforms. The approach depends on the source system — some have clean export tools, others require API access or manual extraction. We map the data structure between the two systems, handle the transformation, and rebuild the pipelines and workflows in Pipedrive properly. A migration is also a good opportunity to clean up years of accumulated clutter from the old system.
What integrations does Pipedrive support?▼
Pipedrive has over 400 native integrations in its Marketplace covering email, calendar, marketing, accounting, proposal tools, project management, and more. Key native integrations include Gmail, Outlook, Google Calendar, Mailchimp, ActiveCampaign, Xero, QuickBooks, Slack, Zoom, Calendly, and DocuSign. For tools without a native connector, we build custom workflows via Zapier or Make. We map your entire stack during scoping and recommend which integrations are worth building.
Our team stopped using our last CRM. How do you prevent that with Pipedrive?▼
Low CRM adoption is almost always caused by one of three things: the system does not reflect how the team sells, it creates more work than it saves, or the team was never properly trained. We address all three. The pipeline is built around the real process so using it is the path of least resistance. Automations remove the repetitive tasks so the system saves time. Training is role-specific — reps and managers each get a session relevant to their daily workflow, not a generic platform overview. We also check adoption data two weeks after go-live and intervene if we see low usage.
Do you offer ongoing support after the implementation?▼
Yes. Every implementation includes two weeks of post-launch support. Many clients then move onto an ongoing retainer covering new automation builds, staff onboarding, quarterly pipeline reviews, and data hygiene. We also offer ad-hoc support hours for businesses that prefer not to commit to a retainer. The system will evolve as your business grows and having someone who knows your Pipedrive setup on hand makes that much easier.
What you end up with
A Pipedrive setup your team trusts.
And actually uses every day.
Most businesses that come to us have already tried a CRM. The problem was never the platform. It was that nobody configured it around how the business actually sells. That is what we fix — and what you end up with is a system worth trusting.
A pipeline that reflects your real sales process — not Pipedrive's default template
Clean, migrated data with no duplicates and a field structure the team actually uses
Automations handling follow-ups, reminders, and task creation so nothing depends on memory
Every conversation logged automatically via email and calendar sync
Dashboards that give leadership a real-time view of pipeline, forecast, and team activity
A trained team that knows exactly how to use the system for their specific role
Want to see what this looks like for your sector?
We'll map your current setup, identify where things are breaking down, and show you what a proper system looks like.
