The purpose of business is to create and keep customers. The purpose of customer relationship management (CRM) software is to make this process efficient. With that in mind, both small and large business owners include a CRM system in their toolbox and Pipedrive is one of those. It provides an extensive list of features for managing your sales pipeline. However, Pipedrive has a limited reporting functionality.
That’s why you should choose Google Sheets for reporting, which gives you lots of opportunities to visualize and process your data. For this you will first need to synchronize data between both tools. In this article, we’ll show you the most efficient way to do this. As a bonus, you’ll discover a template for a spreadsheets-based dashboard to work with your Pipedrive database.
Why export from Pipedrive to Google Sheets
Pipedrive acts as your personal sales manager with numerous out-of-the-box features to automate flow. Google Sheets can’t do that. However, spreadsheets still have many data-centered capabilities that you may just need.
Pipedrive does not let you calculate anything, but provides already calculated metrics, such as Conversion to next stage, Lost from this stage, and so on. For more complex calculations, Google Sheets is quite the tool. Check out some useful metrics for which you may need syncing Pipedrive and Google Sheets:
- Leads segmentation (by geography, company size, source, etc.)
- Average order value
- Number of leads over a certain period
Sales team performance metrics
- Contact within 24 hours
- Average time until making a contact
- Average time from making a contact to converting it into a won deal
- Velocity of booked meetings
- Activity-related metrics (calls, emails, meetings, etc.)
Data visualization and analytics
In Pipedrive, you can visualize your data within preset patterns, while Google Sheets lets you go beyond them to customize your analytics. You can build versatile charts, dashboards, pivot tables, and other custom reporting.
How to quickly export data from Pipedrive to Google Sheets
No coding or magic skills are required. A Google Sheets add-on, Coupler.io, will do the job. Currently, it is a closed beta version of the product and is available for free!
Install Coupler.io from G Suite Marketplace via this link.
Click Install, then choose your Google account and grant Coupler.io the rights required to enable data importing from Pipedrive:
For more information about the add-on and available integrations, please visit the Coupler.io home page.
Setting up an importer
An importer is an integration that connects Google Sheets to a specific app. In our case, this is Pipedrive, so you will need to add a Pipedrive importer.
Open Coupler.io in the Add-ons tab:
On the right side of your spreadsheet, you’ll see the Coupler.io dashboard with the Add Importer button readily noticeable.
Click on it and set up the importer by filling in the required fields:
Title – The name of your data source. For example, Pipedrive Deals, Contacts, etc.
Sheet Name – The name of a sheet where you will import your data. Coupler.io will generate a random name here, such as “
pipedrive-deals k4lcjqhc,” but you can specify any name you would like.
Note: If you specify the name of an existing sheet, the data will be imported to it.
Re-import automatically – Pick the schedule that you want to use for Coupler.io to update data in your spreadsheet:
- 1 hour
- 3 hours
- 6 hours
- 12 hours
If you choose ‘Never,’ you’ll turn it off. In this case, you’ll have to run the importer manually every time you want to update your data.
Importing Entity – Pick a Pipedrive entity (Deals, Persons, or Organizations) about which the information will be imported.
The Settings field allows you to choose a data import mode: replace or append. For more on this, refer to the Coupler.io knowledge base.
Once you’ve filled in all the required fields, click Connect to connect your Pipedrive account (data source) to Coupler.io.
A new window will pop up with a request to log in to Pipedrive.
Once you’ve logged in, Pipedrive will ask you to grant read-only permissions to enable data importing from your account. Click Allow and Install.
With all the required permissions granted and fields filled in, click on the Add Importer button.
We’re almost done. The last step is to run your Pipedrive importer, which will move your data to Google Sheets:
What types of data you can export
By default, you can export data from Pipedrive to CSV and Excel only. This includes six categories of data: Deals, Organizations, People, Products, Activities, and Notes.
Coupler.io allows you to export the following three categories of data from Pipedrive to Google Sheets: Deals, Organizations, and People.
Note: Google Sheets does not detect the date format automatically. After the import, you’ll have to highlight time-related columns, such as add_time, and apply the date format manually (Format => Number => Date).
A real life use case: Get data from Pipedrive and visualize it in Google Sheets.
Let’s say your Pipedrive database counts 2,814 deals within four years. With the power of Google Sheets, and Coupler.io as your connection, you can build an advanced performance monitor like the following:
The core substance of this dashboard is data. Follow the aforementioned instructions and import your Deals from Pipedrive to Google Sheets. Don’t forget to apply the date format to time-related columns:
add_time, close_time, lost_time, update_time, won_time, first_won_time, next_activity_date. Let’s name our sheet with the database ‘Deals’. Our performance dashboard will be in a separate sheet titled ‘Dashboard’. Now, let’s do some formulas!
We will validate our data by ‘Country’ and ‘Year’.
- For ‘Country’, use the
org_id.addresscolumn for the criteria range in the data validation window. For more on data validation, check out this video tutorial by Railsware.
- For ‘Year’, you will need to create a separate column (CN) and apply a formula that will convert data from the
add_timecolumn into the number format:
Once created, use this column (CN) as a criteria range in the data validation window.
Now, let’s arrange the metrics we will track on the sheet and use some conditional formatting to build a good-looking dashboard. Feel free to turn on your imagination. Ours resulted in the following:
Download the dashboard template for free and check out the formulas for core and dependent metrics. You can also adjust the performance monitor to your requirements. Enjoy!
To wrap up
Coupler.io lets you sync Pipedrive and Google Sheets within literally five minutes. However, the core benefit of this integration lies in an ability to perform complex analysis and processing of sales and outreach data.
After the very first import you can schedule re-import to update your data automatically, so you can forget about manual copying and pasting. Professionals like you will definitely opt for time efficiency that can be achieved with Coupler.io.