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14.04.2025
7 minutes
Author: Artem Tykhonov
Email Automation in Pipedrive: What It Is and How to Use It
Is your sales team spending too much time writing repetitive emails? Missed follow-ups and delayed responses lowering your conversion rates? Email automation in Pipedrive can help streamline communication with clients, reduce routine tasks, and boost your team’s productivity. In this article, we’ll cover how it works, what processes can be automated, and which tools are best for the job.
What Is Email Automation in Pipedrive?
Email automation is a set of features that allow you to automatically send emails at various stages of the sales funnel. It enables you to create personalized messages that are sent based on specific triggers, such as:
After the first contact with a client
When a deal’s status changes
After a deal is closed
With automation, sales managers can focus on more strategic tasks while letting the CRM handle routine communication.
Top 5 Types of Email Automation in Pipedrive
Email automation in Pipedrive simplifies client interaction and improves business efficiency. Here are the most common types:
Welcome Emails
Automatically send an initial email after a form submission or registration. This helps establish contact right after the client's first interaction with your company. You can personalize these emails to include helpful links, offers, or instructions to make a strong first impression.
Reminders and Next Steps
Automated emails can help manage client interactions, prevent missed opportunities, and prepare clients for collaboration. In Pipedrive, you can set up messages that:
Remind clients about upcoming calls, meetings, or deadlines, helping keep communication smooth and timely.
Include follow-up content before meetings, such as materials or key discussion points, so clients come prepared and the conversation is more productive.
Automated Replies
Respond quickly to client inquiries using email templates. This is especially useful for support or standard requests. Based on incoming messages, auto-replies can be sent instantly, reducing wait time and improving customer service.
Personalized Email Campaigns
Segment your contact base and send relevant offers based on client behavior. This helps you run more effective marketing campaigns by offering customers exactly what they need. Examples include post-purchase campaigns or reminders for unused services.
Post-Deal Emails
Automatically send thank-you messages, feedback requests, or cross-sell offers after closing a deal. This demonstrates professionalism and helps maintain long-term client relationships. These emails can also encourage repeat purchases based on previous interactions.
Automating communication can significantly ease the handling of inquiries and complaints. Use templates to provide quick responses to FAQs, ensuring smoother and more efficient customer support.
By implementing these automations, you’ll save time, reduce workload, and improve customer engagement.
What Tools Can You Use?
Built-in Pipedrive Features
Pipedrive offers several options for automating and managing email communication. Depending on your needs, you can use:
1. Group Email Sending
Send emails to up to 100 contacts at once.
Use templates or write custom messages.
Ideal for manual batch sends to small client groups.
2. Scheduled Sending (Send Later)
Set the date and time for email delivery, similar to Gmail.
Great for prepping messages in advance or sending outside work hours.
3. Pipedrive Automations
Automate email sending based on triggers (e.g., stage change, activity added).
Supports templates or plain text messages.
Best for smaller-scale automation — note there may be limits on volume.
You can create email sequences (e.g., send one immediately, another in 3 days, a third in a week).
4. Campaigns
Used for mass mailings like promos, announcements, newsletters, or subscriptions.
Send emails to a large number of recipients at once.
Comes with a template editor and performance analytics.
5. Automated Campaigns
Perfect for large-scale automated emails.
Set up email journeys triggered by user behavior or events.
Ideal for full-scale marketing campaigns with multiple communication steps.
Additional Tools:
Email Templates – Save reusable text blocks for common messages.
Automation Triggers – Send emails based on specific conditions (e.g., deal status changes, new contact added).
Examples of automation templates:
External Email Automation Tools
If Pipedrive’s built-in tools aren’t enough—especially for mass mailings, complex email funnels, or advanced analytics—you can integrate with external email marketing services.
These integrations allow you to:
Automatically or manually transfer contacts from Pipedrive
Segment your contact list directly in the CRM and sync it with campaigns
Trigger email workflows in external platforms based on Pipedrive data
Sync email engagement data (like opens or clicks) back into Pipedrive
This lets you keep Pipedrive as your central CRM while using external platforms for advanced, scalable email marketing.
Marketing Tools Available via Pipedrive Marketplace
Mailchimp – A popular platform for email campaigns. You can auto-sync contacts from Pipedrive to Mailchimp and run campaigns based on CRM data.
Marketing Tools Available via Pipedrive Marketplace
Mailchimp – A popular platform for email campaigns. You can auto-sync contacts from Pipedrive to Mailchimp and run campaigns based on CRM data.
ActiveCampaign – A more advanced tool for building complex automation workflows. For example, trigger a series of emails based on actions in Pipedrive.
ActiveCampaign – A more advanced tool for building complex automation workflows. For example, trigger a series of emails based on actions in Pipedrive.
Outfunnel – Designed specifically for deep Pipedrive and email marketing integration. Helps align sales and marketing with easy campaign setup and CRM analytics.
Woodpecker – Great for B2B sales. Create automated email sequences tailored for cold outreach directly from your CRM.
These tools let you manage your entire contact base in Pipedrive while using external services for more robust and scalable email automation and analytics.
Woodpecker – Great for B2B sales. Create automated email sequences tailored for cold outreach directly from your CRM.
These tools let you manage your entire contact base in Pipedrive while using external services for more robust and scalable email automation and analytics.
Conclusion
Email automation in Pipedrive is a powerful way to reduce manual tasks, speed up communication, and build stronger relationships with clients. By using Pipedrive’s built-in tools or integrating external platforms, you can optimize your sales team’s workflow, improve client interactions, and increase conversions through timely, personalized messages.
Want to set up automated email campaigns in Pipedrive but not sure where to start? We can help integrate and optimize your CRM, set up effective email triggers, and boost your sales. Contact us for a free consultation!
Olena Melnychuk
Chief Operating Officer
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