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Pipedrive deployment - How to avoid the pitfalls?

Pipedrive is an easy CRM software in the sense that anyone can sign up for it, pay for it with a credit card and start using it immediately. Deployment can be done independently and it doesn’t take more than ten minutes for an initial set up.

If Pipedrive is so easy to deploy, why don’t we recommend the ten minute set up? Because it usually means headaches later. We have found that companies who do not invest sufficient time and effort in deploying the CRM system are missing out on crucial benefits Pipedrive has to offer. With the help of a Zimple deployment we guarantee you a better service experience for your clients, a crisply outlined sales pipeline and receiving meaningful data in the form of reports.

At Zimple, we have helped over 50 clients commence the use of Pipedrive and clean up as well as effectivisize their current CRM. Our experience has brought great perspective on the do’s and don’ts during deployment to get the most out of Pipedrive. Here are some thoughts on the subject.

Set up of basic settings

It’s tempting to set up  all of the flashy features and tools to see what you can accomplish. From our experience it is an easy way to lose focus on the most important features that help your team in day-to-day work.

The most important issue to figure out at first, is what you want to control with Pipedrive. The foundations of Pipedrive are handling of sales processes, data structure (meaning when and where the information is recorded into the data fields) and workflow (how your deals are progressing, how they are moving to production, what automations and activities are needed).

These need to be in order before we can even think about anything else. If the sales pipeline and information details are not set up systematically and with care, you are most likely in trouble later. By focusing on your sales process and gathering the right type of data about your prospects and clients, Pipedrive can be molded to fit your team needs. That leads us to the next topic:

The system needs to cater to you, not the other way around

Whichever CRM you use, the system needs to support your process and needs. It is not efficient to adapt your way of working to the requirements of the software, but rather set up the software in a way to help you reach your goals.

In that sense Pipedrive is an outstanding system: it is flexible and adaptive, and does not require a degree in computer science to modify. But there is also a downside to a flexible system. If you do not work systematically and consistently with Pipedrive, your data might become disorganized.

The foundation, meaning the sales process and data structure needs to be solid to prevent us from making changes to the software every second minute. By always making modifications we end up with a confusing platform which is not pleasant for users. That leads to data not being recorded, which means you can not trust the data and therefore make the right assumptions about what is happening.

Think carefully what kind of features are crucial for your business - and which features are in the category of “nice to have”. Move on to the “nice to have” features after the foundation is set up with care to avoid taking on too much at once and confusing the users. If the users consider the CRM as annoying and hard to use there is risk that the system won’t be used at all.

The motto for the implementation should be “get it right at once” - by planning a system that is set up to cater the user, not vice versa.

Read more about Zimple Deployment.

Learn to use the system

One thing an implementation professional can’t do for a user, is to learn how to use the system. Pipedrive is not hard to use, in fact it has been awarded prizes for being the easiest CRM to use on the market. However easy it is to use, you first have to get to know the software and understand its logic. If every user uses a day or two to get to know different features for themselves, a considerable amount of resources are wasted.

The same applies to the administrator, who often is the sales manager or sales director. Reading instructions, learning to use the system, finding best practices, learning workflow and being able to create, implement and figure out what’s important… Implementation takes time and you can’t be certain if you have missed something.

It’s not a bad idea to bring in a partner who can help you by letting you know what should be considered at once and which tasks can be put aside for later set up. A partner who can teach both the user and administrator to use the system in an efficient way from the very start.

Reporting enables analyzing and planning for the future

When the foundation and data structure are set up correctly and the users are taught to use the system as it is set up to be used, we can reap the benefits of a well functioning CRM. In this case we are talking about reports that tell you exactly what you are selling, in what time, who you are selling to, and most importantly what you are NOT selling, why and in what phase of your process are your deals lost. This data is usually not accessible through excel-sheets or ERP systems, and by identifying challenges in your sales process you can take charge and develop as a sales organization.

With the correct use of Pipedrive, reporting is easy and provides vital information about the status of your sales and can even give you realistic forecasts. And by the way, letting a professional help you out setting up your reports will probably save you a lot of hassle. 


The technical simplicity of the implementation does not mean that it should be done hastily. Setting up your system carefully to match your organization's needs is the only way to ensure that the use of your CRM is useful and motivating for your salespeople and ultimately shows as a better experience for your customers. With the help of an experienced partner you will be able to easily find the right way of setting up your system and keeping the salespeople and sales managers happy.

At its best a CRM system is not only a powerful tool for salespeople, but also gathers invaluable information about your customers to help you with marketing and production. Every organization and industry have different needs that need to be taken into account when implementing the system to cater your organization. Here is where we really can help you, since we have experience having set up the system for a large array of companies working in different industries. Don’t hesitate to contact us if you are thinking about deploying Pipedrive for your company. Let’s discuss how we can put Pipedrive into work for you!

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