KeyCRM vs Pipedrive: Which CRM Should You Choose for Your Business in 2025?

Who Are These Systems For?

KeyCRM is a Ukrainian CRM built from the ground up for the needs of online stores, marketplace sellers, e-commerce businesses, and companies dealing with physical products. The core unit here is the order. Everything revolves around it: delivery status, products, customers, warehouses, payments.

Pipedrive, on the other hand, has a deep B2B nature. It was designed as a CRM for sales departments, where pipelines, deals, and communication play a key role. Its main goal is to help sales reps move deals through all stages and never lose a single client.

In short:

Business Logic Approaches

One of the most important differences between these systems is their business logic.

In KeyCRM, the central entity is the order. It triggers the entire cycle. Orders come from marketplaces (e.g., Rozetka), and are then enriched with customer data, products, delivery method, payment, stock deduction, waybill creation, and shipping status. There’s no traditional “sales funnel” — instead, there are order statuses that update as the order progresses. This approach is highly intuitive for e-commerce businesses.

In Pipedrive, everything starts with a deal. A deal is created when there is a potential client and goes through pipeline stages: “new lead”, “contacted”, “demo”, “proposal sent”, “waiting for decision”, “won/lost”. All communication — calls, emails, tasks — is attached to the deal. This is ideal for businesses with long sales cycles where client interaction can span weeks or months.

Functional Differences: What Each System Can Do

KeyCRM covers typical e-commerce tasks. It connects to your sales sources — Rozetka, Prom.ua, Shopify, Instagram, your website — and gathers all orders in one interface. Managers work in a single dashboard where they can instantly see order status, payment, and delivery info. You can generate Nova Poshta shipping labels directly from the CRM, track deliveries, monitor warehouse stock, and get product analytics. Mass client messaging (SMS, Viber), basic financial reports (income, expenses, returns), and even ERP-lite features are available.

Pipedrive is more about structure, analytics, and sales rep management. It allows you to create custom sales pipelines and build complex automations. For example, if a deal moves to a new stage — send an email, create a task, assign a new owner. It offers email templates, open tracking, calendar/Zoom/PandaDoc integrations, and powerful analytics: which reps perform best, where deals get stuck, how much revenue is in progress. It scales well — great for startups and international B2B teams.

Automation: Which One Does It Better?

Pipedrive shines in automation. Its built-in workflow builder lets you create "if → then" logic. For example, if a deal is created with a specific amount — set a reminder; if a client hasn’t responded — send a follow-up in 2 days. Integration with Zapier and Make (Integromat) lets you connect Pipedrive to almost any external tool.

KeyCRM offers automation mainly around order status changes. For instance, changing an order status can trigger waybill generation or notify the client. Integration with Make is available, but the logic is less flexible than in Pipedrive. Still, this level of automation is usually enough for online stores.

Analytics: Operational vs Strategic

KeyCRM focuses on operational metrics: how many orders were processed, which products are most popular, which managers processed the most, which sales channel performs best. It allows daily oversight — are deliveries on track, payments made, stock available?

Pipedrive provides strategic-level analytics. You’ll see the total potential revenue in your pipeline, how many deals were lost at each stage, and conversion rates from first contact to closing. For a sales manager, this is a powerful decision-making tool.

Support, Localization, and UX

KeyCRM is a Ukrainian system with convenient local support via Telegram, chat, or email. All interfaces are in Ukrainian, and the documentation is adapted to local realities (Nova Poshta, Prom, Rozetka). Staff training is minimal — the system is intuitive.

Pipedrive offers excellent 24/7 English-speaking support, comprehensive documentation, and a rich academy. However, if your team doesn’t speak English, there may be a barrier. The interface supports Ukrainian and 20+ other languages.

Pricing: How Much Does It Cost?

KeyCRM has a loyal pricing model — $19 (~795 UAH) per month with unlimited users. This includes 200 orders, 2000 leads, 20,000 chat messages. If you go beyond that, an additional $9 is charged for every extra 200 orders, 2000 leads, or 20,000 messages within the same month.

Pipedrive starts at €14 (~670 UAH) per user per month. For small businesses, every hryvnia counts — so it’s important to consider not only functionality but also ROI.

Final Verdict: Which CRM Is Right for You?

If your business revolves around order processing, working with products and deliveries, and you sell on Rozetka, Prom, Shopify — KeyCRM is the most convenient, practical, and budget-friendly option.

If you work in B2B, handle complex sales with long cycles, need a team-centric approach and pipeline control — Pipedrive is the best tool for growth and scaling.

Need Help Choosing or Implementing a CRM?

We implement CRM systems daily — fully customized to your business model, with team training and support.

If you’re hesitating between KeyCRM and Pipedrive, contact us and we’ll help you choose the best solution for your company.