How to sync Pipedrive and Mailchimp

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August 23, 2019

Pipedrive-Mailchimp

Are you using Pipedrive and Mailchimp side by side? Do you wish these two could communicate with each other? You’re not alone. PieSync helps you create an intelligent connection between Pipedrive and Mailchimp… and nearly 200 other cloud-based apps in real time.

Doesn’t Pipedrive already offer a built-in integration?

Pipedrive offers a built-in integration with Mailchimp. However, it can only accomplish so much.

These are some limitations of this integration:

  1. You push data only from Pipedrive into Mailchimp, so the integration only works one-way. Crucially, you cannot sync new or existing subscribers that you collect or have collected through Mailchimp into Pipedrive.
  2. You cannot control how fields will sync from Pipedrive into Mailchimp. When a contact is sent over from Pipedrive, it just copies the default contact fields, which are email and name. What about all the custom field data?
  3. After you have this integration setup, the Pipedrive interface doesn’t show you which contacts have successfully moved into Mailchimp - you just have to assume it has worked for certain contacts.

Why PieSync?

Unlike Pipedrive’s built-in integration, PieSync will check several things prior to moving contacts from one side to the other:

  • Who is in the Pipedrive database?
  • Who is on which Mailchimp list?
  • Who is in both apps?
  • Who should be subscribed? Who shouldn’t be subscribed at all?

This scan is needed so the sync can also act on historical data.

Furthermore, it’s not a one-time thing. As contacts evolve constantly, PieSync keeps them in sync moving forward. This means you won’t have to worry about manually importing and exporting data ever again, nor about having duplicates or outdated data.

“PieSync will update both databases when you have a new subscriber in either system, and it will constantly check for updates to overwrite the information whenever a change is made.”

Let’s get started!

Setting up a sync between Pipedrive and Mailchimp is easy: click here to set up the sync, or choose both apps in your PieSync dashboard.

A popup will open inside PieSync, so just log in to both platforms respectively. This brings you to the sync setup, where you can leave everything in its default settings or create some custom syncs.

The default setting of a sync is always a two-way sync. This means you allow PieSync to transfer changes you make to contacts in Mailchimp as well as in Pipedrive.

We recommend you keep this two-way setting. Make sure you understand the two rules that you start off with by default:

  • All contacts in Pipedrive will go into Mailchimp, so that may include personal contacts.
  • All contacts in Mailchimp will go into Pipedrive, so you’re running the risk of making this sync very heavy depending on your database.

To avoid unwanted scenarios, you can apply filters or turn off any of these two rules if they don’t fit your workflow.

Sync these two apps

Filters and actions explained

Filters and actions allow you to customize the sync settings. Here are a few examples:

  1. It is very easy to sync specific custom fields in Pipedrive with the correspondent tags in Mailchimp, as you want to create a logic sync between your CRM app and Mailchimp. Pipedrive-Mailchimp
  2. If you have contacts in Pipedrive marked as ‘do not contact’, it is important that this information is given to Mailchimp for GDPR compliance.
    GDPR Of course, this has to work the other way around too, so that the opt-in and opt-out information collected by Mailchimp reaches Pipedrive.
    GDPR Mailchimp-Pipedrive
  3. When different owners are assigned to different clients, this information can easily be transmitted to Mailchimp. Owners pipedrive-Mailchimp
  4. Collecting the information of subscribed/unsubscribed customers is important in Mailchimp, but also in Pipedrive. So PieSync updates Pipedrive when the customers’ labels change. subscribes:unsubscribed
  5. Tracking bounced emails is crucial in your CRM application. When the status is cleaned in Mailchimp, as the customer doesn’t receive your emails anymore, your CRM application will be updated. bounced mails

What about Zapier?

Zapier is a well-known automation app often used to hook up Pipedrive to Mailchimp. Compared to Pipedrive’s native integration, Zapier does indeed provide more flexibility. In Zapier you can set up tasks based on any kind of trigger happening either in Pipedrive or in Mailchimp.

However, these zaps only work one-way, and if you need a straightforward connection, it may do the trick. But if you need various workflows, it gets convoluted.

Ever had these requirements?

  • Certain contacts need to go on one Mailchimp list, others should go to a different list.
  • Mailchimp groups need to be set according to their lead status in Pipedrive
  • Tags in Mailchimp need to be pulled from a custom attribute in Pipedrive
  • Unsubscribes in Pipedrive need to sync to Mailchimp… but also the other way around!

Zapier may be flexible, but it takes a lot of trial and error to set up your zaps the right way.

Again, like the native integration, Zapier will only work for new contacts or new subscribers… so anyone that’s already in either system won’t be part of the automation you’ve setup.

What about Pipechimp?

There are actually some other dedicated solutions out there that, if they fit your requirements, will work really well. An example is Pipechimp.

Pipechimp is an app which copies your Pipedrive contacts into Mailchimp, so your email marketing lists are up-to-date. The custom fields you made are also copied into Mailchimp. These can be used to make campaigns with specific data from custom fields.

However, Pipechimp is not a bidirectional sync, and there’s no rule engine which you can use to specify your needs. In addition, the data is just pushed from Pipedrive to Mailchimp, so there’s no way of merging data.

Need some help?

We hope you’re all set in your syncs! If you have any further questions, please don’t hesitate to reach out to us at our help center.

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About Frans Leys

Frans helps various companies set up their data syncs, collecting all kinds of customer feedback to drive the PieSync platform forward. He started his career in corporate finance and switched four years ago to work with exciting software startups as a solutions engineer for SMEs.