Pipedrive

Connect your Pipedrive account to send your MailInApp contacts, their engagement scores, and your deals to Pipedrive automatically. Your sales team works in Pipedrive as usual. MailInApp keeps it up to date with who's engaging with your emails and where each deal stands.

Sync is one way only. MailInApp sends contacts and deals to Pipedrive and never reads them back. A change made in Pipedrive, like a new phone number or a deal moved to another stage, stays in Pipedrive and doesn't change anything in MailInApp.

Before you start

• You need to be the owner of your MailInApp account. Editors and viewers don't see the CRM sync settings.
• You need your Pipedrive API token. In Pipedrive, open your profile menu and go to Personal preferences → API. Everything MailInApp sends is created under the Pipedrive user whose token you use, so consider a dedicated integration user.
• For deals, set up your pipeline in MailInApp first (Pipeline in the sidebar). A deal is only sent once its pipeline is matched to a Pipedrive pipeline.

Connect Pipedrive

1. In MailInApp, go to Settings → Integrations and find CRM sync.
2. Paste your API token on the Pipedrive row and click Connect. You may be asked to sign in to MailInApp again first, because connecting stores a credential.
3. MailInApp checks the token with Pipedrive. If Pipedrive accepts it, the row shows your company name and Syncing.

Your token is encrypted when it's saved and never shown again. To use a different one, click Replace token. If you regenerate the token in Pipedrive, the old one stops working, and the row shows Access revoked until you paste the new one.

Nothing is sent until you choose what to sync.

Choose what to sync

Under What to sync, on the Pipedrive row:

1. Contacts lists: tick each MailInApp contacts list you want in Pipedrive.
2. Deal pipelines: for each MailInApp pipeline you want to sync, pick a Pipedrive pipeline. MailInApp suggests a Pipedrive stage for each of your open stages, in order. Change any you like. A stage set to Not sent keeps its deals out of Pipedrive.
3. Click Save, then Sync now to send everything right away instead of waiting for the next automatic sync.

Your Won and Lost stages don't need a match: Pipedrive closes a deal by marking it won or lost, and it keeps the stage it was in.

Untick Sync is on at any time to pause without losing your choices.

What gets sent

Contacts

Each contact in a chosen list becomes one Pipedrive person, found by email address. If the same person is in several of your lists, they're still one Pipedrive person.

Column names are matched loosely: "First Name", "first_name" and "firstname" all work. Contacts who signed up through a double opt-in form but haven't confirmed yet aren't sent.

Email and phone are only set when MailInApp creates the person. Pipedrive replaces a person's whole email and phone list on every update, so MailInApp leaves them alone afterwards. Addresses and numbers your team adds in Pipedrive are never overwritten.

The engagement score is MailInApp's recency-weighted measure of how much a contact interacts with your emails. Sort or filter people on it, or use it in a Pipedrive automation to alert a sales rep when it climbs.

Deals

Each deal in a matched pipeline becomes a Pipedrive deal, linked to its person. If that contact isn't in one of your synced lists, it's sent anyway, so the deal always has someone attached.

How often it syncs

• Every few minutes, MailInApp sends whatever changed since the last sync: new or edited contacts, and new or moved deals. This includes changes from imports, signup forms, journeys, enrichment, bookings, and checkout.
• Once a day, it checks everything again, so engagement scores stay current as they rise and fade.
• Sync now runs a sync immediately.

A contact or deal that hasn't changed isn't sent again. The settings card shows the last sync: how many contacts and deals were sent, and anything Pipedrive refused or that couldn't be placed.

Pipedrive limits how many API requests each account can make per day. A very large first sync can reach that limit; MailInApp then pauses and carries on automatically once Pipedrive allows it again.

What doesn't sync

• Nothing comes back from Pipedrive. MailInApp only reads your Pipedrive pipeline and stage names, so you can match them.
• Deletes. Deleting a contact or deal in MailInApp doesn't delete it in Pipedrive. If you delete a synced deal in Pipedrive, MailInApp doesn't recreate it.
• Other person fields, like job title or city. Pipedrive has no standard fields for them.
• Deals in pipelines you didn't match, and deals in a stage set to Not sent.

Troubleshooting

Disconnect

Click Disconnect on the Pipedrive row. MailInApp deletes your stored token and your sync choices. Everything already sent stays in Pipedrive.

MailInApp keeps a note of which Pipedrive record each of your contacts and deals became, so you can connect again later without creating duplicates:

• The same Pipedrive company: choose what to sync again. People and deals already in Pipedrive are updated, not created a second time, and only what changed while you were disconnected is sent.
• A different Pipedrive company: MailInApp forgets the first company's records and sends everything you choose to the new one.

Those notes hold only Pipedrive's record IDs, never contact data. They're deleted when you connect a different Pipedrive company or delete your MailInApp account.