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A Guide to Pipedrive Deals

Lead management is a critical activity for a successful sales organization since each lead requires unique attention and care to convert it into a paying customer.

Dedicated tools that assist with lead generation, qualifying, and prioritization help salespeople make the most of each opportunity.

Pipedrive is the go-to app for CRM sales management. Pipedrive deals feature provides sales teams with the ability to coordinate and monitor deal progression. Additionally, it offers you the option to customize the application according to your own specific needs.

In this article, we’ve explained how to use some key features of Pipedrive deals and how they can benefit your workflow. 

What is a Pipedrive deal?

In Pipedrive, the active transaction you’re conducting with a person or organization is recorded as a deal, which is pushed through your pipeline stages until it’s either won or lost.

1 pipedrive deal definition

Deals in Pipedrive represent all of the steps taken to complete a sale. The Pipedrive app will also collect all information from the person or organization with which they are affiliated, which you can find in the deal’s detailed view.

Pipedrive deal stages

There are certain steps to monitor your deal progression on Pipedrive. Pipedrive includes a basic sales pipeline that depicts a common but simple sales process. You’ll get a clear visual snapshot of where your leads are in the sales process as deals go through these stages. Here’s an example of the pipeline:

2 pipedrive deal stages

Most individuals will enjoy the default stages, but it doesn’t mean you have to continue with them. You can adjust the number of stages in your pipeline, change the names of those stages in Pipedrive or completely overhaul them. 

For example, our parent company, Railsware, uses Pipedrive for monitoring the entire hiring process. A deal in their workspace is a candidate applying for a role in a company. As a result, the deal stages in the workplace revolve around interviews, test tasks, or full-day assessments. It’s amazing how easy it is to  tailor your pipeline to your business needs.

Pipedrive deal probability

In Pipedrive, probability refers to the chance of a deal being successfully concluded and its value being added to your company’s revenue.

Based on your understanding of the contract, the Pipedrive deal probability allows you to specify the possibility of closing each unique deal. It’s very customizable, giving you the most detailed information about each deal as it’s added.

3 deal probability

You may tailor probability based on your personal insight for each deal in your pipeline and have the most detailed notion of how much income your firm is likely to receive by setting probability for each deal in your pipeline. 

Pipedrive even lets you set the probability for each stage of the deal. The stage probability is set to 100% by default.

You can adjust it by going to the pipeline view of the deal and clicking on the pen icon.

4 pipeline view

The stage menu will pop up, just change the probability of the stage you want.

5 change probability

And then click Save on the top right corner.

When the deal probability value is added, it takes precedence over the stage probability for the pipeline stage where the transaction is now located. As a result, you may want to keep an eye on the likelihood of specific deals.

6 deal probability

It’s pretty simple to adjust the probability of your deals in Pipedrive. However, you can’t change them in bulk.

How to move Pipedrive deal to a different pipeline

One of the common  questions asked by the sales team is “how does Pipedrive move deals from one pipeline to another?”

Well, to move a deal to another Pipeline, go to the Pipeline view and drag the deal you wish to transfer downwards. You should see “Move/Convert” as an option.

7 convert deal

A window will appear once you drop the deal into this box, allowing you to select the new pipeline and stage to which your deal should be relocated.

8 convert popup

You can also relocate a deal to a different pipeline directly from the deal’s detail view. A box will appear when you click on the “Pipeline/stage” name under the green bar, allowing you to select the new pipeline and stage.

9 new pipeline

You can make a bulk change in the deals tab’s listview if you wish to transfer multiple deals to a new pipeline and stage at once. 

How to import Pipedrive deals

There are two ways to import deals to Pipedrive. The first one is from spreadsheets and the second is from another software. Pipedrive allows you to import data from other CRMs such as Batchbook, Capsule CRM, Salesforce, etc. For that, it uses a third-party migration tool “Import2”. It’s also capable of importing deals, contacts, and others.

10 import data

Pipedrive allows you to efficiently import data from XLS, XLSX, and CSV spreadsheet files, enabling you to add leads, deals, organizations, people, goods, notes, and activities all at once.

It’s critical to include the fields that are required for each item to be imported properly when transferring  data to Pipedrive from a spreadsheet. Each necessary field in your spreadsheet must be in its own column and mapped to the Pipedrive field.

To importMandatory Fields
Deals– Any deal field
– Person name OR organization name
– Deal title (recommended)
Product– Product name
People– Person name
Note: email and phone recommended to avoid duplicates
Organization– Organization name
Note: address recommended to avoid duplicates
Leads– Lead title
– Person name OR organization name

You can begin your import once you have a good understanding of how Pipedrive data works and have properly organized your spreadsheet. Here’s an example of a spreadsheet ready for Leads import:

11 leads import

Step 1: Upload the file

In the navigation menu, click “…” (More) and then select Import data. Then, choose From a spreadsheet.

14 import from spreadsheet

Select the file you want to import by clicking “Upload file.” Excel (.xls and.xlsx) and.csv files are supported by Pipedrive.

Step 2: Mapping

You must map each column in your spreadsheet with the appropriate icon and field in the mapping phase in order to accurately transfer your data to Pipedrive. In Pipedrive, you can hover your mouse over the icon to see what type of data it corresponds to.

The auto-recognition tool will match the column headers to the fields in Pipedrive, but if some of the fields aren’t recognized, you’ll have to drag the Pipedrive fields (right) to their proper spreadsheet columns (left). You can search for the Pipedrive field name to discover them more simply.

15 data mapping

If you have data in your spreadsheet that isn’t a default field in Pipedrive, you can add custom fields directly by clicking the “+Add custom fields” button next to your Pipedrive data fields.

16 add custom field

Click Next once you’ve completed mapping.

Step 3: Review and complete

The third stage of importing Pipedrive deals is reviewing the data and then completing the import process.

You can pick what to do if duplicates are identified in your spreadsheet in the following window. Pipedrive will merge duplicate records in your spreadsheet or Pipedrive data into a single entry if it identifies them.

17 merge duplicates

After you’ve completed this step, you can go over the mapping again. This screen displays how your data will look once the import is finished.

18 preview imported data

After you’ve seen how your import will look, click “Start import” on the bottom right.

You’ll see a confirmation page with a summary of the data that was imported into your Pipedrive account after your import.

20 import finished

How to export deals with Pipedrive API?

It requires some time and technical know-how/background but you can retrieve many types of data from Pipedrive using the API – leads, contacts, organizations, and so on. It’s the same for deals that may be found using the /v1/deals endpoint. For further information, see the API reference and check our article on Pipedrive API

Furthermore, a number of integrations developed on top of the Pipedrive API enable automated deal exports without the need for coding. is one such app, which can automatically export all your data from Pipedrive directly to Excel, Google Sheets, or BigQuery.

You can customize the data that you want to export. For example, if you want to export Pipedrive deals and contacts you can select only those and export them automatically. Additionally, can automatically update your info by regularly fetching the refreshed Pipedrive data to your destination file. Furthermore, the tool allows you to set a custom schedule for the updates. 

Pipedrive: How to delete deals?

You may need to eliminate deals in Pipedrive in a variety of methods depending on the situation. To accommodate any situation, Pipedrive provides a couple of different approaches. Let’s see how to use the Pipedrive delete deal option.

To delete a deal from the detailed view in Pipedrive, first, navigate to the detailed view of the deal. Click the “…” button in the Pipedrive app’s upper right corner.

21 deal settings

There, select the Delete option and confirm your intent.

pipedrive deal delete

To simply delete a deal from your deals tab’s pipeline view, follow these steps:

Navigate to the deals tab and select the pipeline view. Click and drag the deal you want to delete to the bottom of your screen.

24 drag deal to delete

Release your mouse-click when hovering over the garbage can icon and a deal will be deleted.

How to restore deleted deals?

Pipedrive provides you with the option to recover deleted deals. For situations such as when you accidentally delete a deal or when you wish to restore a previous deal.

To simply recover a single deleted deal:

Open a detailed view of the deal. Click the “Reopen” button in the upper right corner.

25 restore deal

This will bring the deal back to the exact state it was in before it was designated as deleted.

And If you want to restore deleted Pipedrive deals in bulk:

Start with filtering your Pipedrive account to discover deleted deals.

26 all deleted deals

Then utilize the bulk edit feature to pick all of the deals you want to restore. Change the status of the deals to “Open” and click edit deals.

27 bulk delete

To save these status changes, click the Confirm button.

28 confirm changes

How to merge Pipedrive deals

In case you want to merge deals, Pipedrive includes a manual Merging function. This option can be used to combine deals, persons, and organizations. Let’s look at how to use this option.

Open the detailed view of the deal you want to merge. In this example, we’re looking to merge “Jim Deal”.

Click More (…) in the main menu and pick Merge from the Detail view of the deal.

29 merge deal

This will bring up the Merge menu. Enter the name of the deal or contact you wish to merge in the top right corner’s search bar.

30 enter deal name

The information for both items will be presented once you select the deal or contact to merge.

31 merge deals view

On the bottom banner, select which information to keep in case of a conflict. Select Preview, double check your details as you can’t undo the changes made and then merge if everything appears good.

32 confirm merge

Pipedrive – Frequently Asked Questions

Let’s look at some of the common questions asked related to Pipedrive deals and how to perform some basic functions.

How to see the history of a deal in Pipedrive?

You can see the entire history of the deal in Pipedrive by going to the detailed view of the deal. 

33 deal history

Then scroll down and you’ll see the history of the deal. 

34 detailed history

How to link email to Pipedrive deals?

Pipedrive offers two ways to manage your email exchanges with your clients: Email Sync and Smart Email BCC. Whichever you choose, the platform will automatically attempt to link the email messages with the respective deals, leads, or contacts. If it fails to do so, you can link messages manually to existing records or create new ones from within the Mail section.

To do so, open a message in question in your Pipedrive mailbox. To the right, you’ll have two deal-related options:

  • To link a message to an existing deal
  • To create a new deal, and assign a message there
35 link email to deal

There are three main reasons why a message may not be linked to contact:

  • A deal is not open. Pipedrive doesn’t automatically assign emails with statuses other than “open” – for example, “won” or “lost”. You can, however, still assign such messages manually.
  • A contact has two or more open deals. A message can’t be assigned to more than one deal at a time and Pipedrive can’t figure out the proper assignment. When that happens, all matching deals will be displayed in the menu to the right and you’ll be able to choose the right one.
  • An email has two or more recipients and none of them has an open deal. When that occurs, the conversation also won’t be assigned and you’ll need to fix it manually.

Note: If an email message has multiple recipients but only one has an open deal, an email will be assigned to it correctly.

If the assignments don’t happen and none of the reasons above are to blame, you’re encouraged to contact Pipedrive support so they can investigate it further.

How to upload multiple deals to Pipedrive?

If you already have Contacts or Organizations saved in your company’s Pipedrive account and want to add multiple deals for them, we recommend importing a spreadsheet with the Pipedrive System ID feature.

We recommend going to the List View and using the gear icon to make the appropriate Pipedrive System ID field accessible. 

36 upload multiple deals

Now you may create a spreadsheet with the required Person or Organization IDs

Once that field is displayed, export the filter results to a spreadsheet, fill in the transaction details, then re-import the file into your Pipedrive account. We’ve explained the process of importing data from spreadsheets earlier.

How to attach multiple Pipedrive contacts to deal?

You may find that you want to link a deal with multiple people or organizations in your Pipedrive account.

We recommend introducing a new custom field – of the person or organization type, depending on your needs – to permit for that data reference in cases where a deal involves more than one associated person or organization.

To do so, click on your profile icon in the top-right corner of the screen and select Company settings -> Data fields.

Once the Data fields menu opens, click on “Add custom field’ in the top right corner. Select the field type you want to add to the account. 

39 person field

In this case, based on your needs, we recommend selecting an organization or person field type. We’ll use a person-type field in this example.

40 person type field

To finish creating the field, give it a name and then press “Save.” We’ve called this field “Contact 2” in this example.

41 new field

Go to the detailed view of one of your Pipedrive accounts’ deals.

Find that newly-created custom field in the DETAILS area of the deal’s detail view.

42 new contact field

Fill in the name of the second contact you want to be associated with this deal. This deal is associated with “Jim” in this scenario.

43 new field value

This contact will now be linked with this deal after it has been established.

 Pipedrive deals – Recap

As businesses consider the various ways in which they may use a CRM, they look for the ability to customize it to help them run their sales operations more efficiently. You don’t have to get caught in outdated and cumbersome solutions that force you to work harder than necessary.

Pipedrive CRM increases your company’s sales efficiency. Additionally, you can optimize your sales team and review their activities more effectively with deal stages. Furthermore, in combination with you can produce creative insightful reports by exporting data from Pipedrive and other sources of your business. Combine data from many sources and share it with other departments in the manner that you desire. Integrate Pipedrive with Google Sheets, filter and process your data, and then use reporting tools to display your sales activities.

  • Sabha Munir

    Marketing Executive at MENA FINTECH ASSOCIATION

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