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Pipedrive and Mailchimp

Frans Leys

Syncing Pipedrive with MailChimp

Are you using Pipedrive & Mailchimp side by side? Did you wish they play nice with each other? You’re not alone.

PieSync’s sync engine helps you create an intelligent connection between Pipedrive and Mailchimp… and nearly 200 other cloud-based apps in real time.

Didn’t Pipedrive already offer a built in integration?

True. Pipedrive offers a built-in integration with MailChimp. Unfortunately, it can only accomplish so much.

You push data, only from Pipedrive into MailChimp, so the integration works one-way.

It’s possible to set up clever filters inside Pipedrive to facilitate in syncing that data to Mailchimp, which is good, but again these can just be set up in one direction.

Crucially, you cannot sync new or existing subscribers that you collect or have collected through Mailchimp's awesome landing pages into Pipedrive.

Some other limitations include not being able to control whatsoever 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 & name. What about all the custom field data?

After you have this integration setup, Pipedrives interface also doesn’t show you which contacts have successfully moved into Mailchimp - you just have to assume it’s worked for certain contacts, while others may still be in limbo somewhere if they didn’t sync successfully.

How does PieSync help?

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. Then, according to the sync rules you specify, PieSync will truly match up your Pipedrive’s database with the lists in Mailchimp. Furthermore, it’s not a one time thing. Contacts evolve constantly. PieSync keeps them in sync moving forward.

PieSync’s easy setup comes with a complete mapping interface to translate Pipedrive properties to Mailchimp fields & tags. Manage group membership in Mailchimp, change labels or custom fields in Pipedrive based on Mailchimp behavior, etc.

“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.”

This means you won’t have to worry about manually import/export data ever again or about having duplicates or outdated data!

How to setup PieSync?

Click on the following link to set up the sync, or choose the two apps of your choice in the PieSync app.

A one time operation involves authorizing both apps at this stage, which is super easy. A popup will open inside PieSync and you just log in to both platforms respectively. For MailChimp, you have to set up a sync one list at a time. This brings you to the sync setup, where you can leave everything to its default settings, or really dial in some custom syncs.

The connection can be adjusted in several ways. The default setting of a sync is always a 2-way sync. This means you allow PieSync to transfer changes you make to contacts in Pipedrive as well as in MailChimp. We recommend you to keep this 2-way setting. However 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 contacts or leads who don’t want to receive email marketing.
  • 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 those unwanted scenarios, use the filters, or you can turn off any of these two rules if they don't fit your workflow.

What are filters & actions?

Filters & actions allow you to really dial in the sync settings. For instance, consider the following example where contacts with a Pipedrive label are matched up to a tag in MailChimp:

There is a toggle at the bottom of this rule meaning you can also consider the rule in the other way around. Depending on the tag in MailChimp, some contacts will be synced to Pipedrive, and others will be kept out of scope. These IF-THEN rules are easy to create and the above is just an example. There are endless possibilities.

Sync Pipedrive automatically into Mailchimp

Link custom fields to Mailchimp tags

Cleverly respect opt-in & opt-out #GDPR

Making the sync into your Mailchimp audience dependent from a custom field

Specifically for the European audiences, if you truly want some help in obtaining GDPR compliancy, check out the following example rule. As your signup forms include different GDPR boxes, you can start capturing these in your sync to have them update a label, or a custom field in Pipedrive. The opposite is true as well - if you happen to capture GDPR opt in through a different system, you can have PieSync set set up the permission properly for your subscribers in Mailchimp.

Link Pipedrive owners 2-way with Mailchimp groups

Routing Mailchimp leads into Pipedrive

Keeping track of unsubscribes through labels

Tracking bounced emails

Note: this can also be accomplished through field mappings - see below.

Complete custom mapping

Tracking core activity metrics & subscriber status (subscribed, unsubscribed, cleaned)

Capture form responses directly into Pipedrive fields

What about Zapier?

Zapier is a well known web automation app often used to hook up Pipedrive to Mailchimp. Compared to Hubspot’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.

For instance, a very straightforward zap could be one where when somebody fills out a form in Pipedrive, the zap subscribes that person to a list. Or in the other way round, when someone subscribes to a list in Mailchimp, a new contact is created in Pipedrive.

Yet, here too, 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.

“We often realize that getting simple scenarios built out in Zapier is less than straightforward.”

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 what lead status they are 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 round!

Zapier may be flexible, but it takes a lot of trial & 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 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. Thereby, also the custom fields you made are copied into MailChimp. These can be used to make campaigns with specific data from custom fields. Because of the use of a Pipedrive ID into MailChimp, the customer's action is synchronized back into the right contact in Pipedrive.

Updates in Pipedrive are automatically detected and added or updated in MailChimp. Next, Pipechimp scans email campaigns according to what you normally see in MailChimp.  An optional choice in Pipechimp is to add certain notes about sent campaigns, such as clicks, opens etcetera. Another optional choice is to make deals in Pipedrive from your contact clicks in MailChimp.

But, 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 into the other app, so there’s no way of merging data.

Finally, at the time of this writing, it is mid 2019 but their website's last update is from early 2018 and mentions a big update in 2018...


PieSyncPipeChimpBuilt-in integrationZapier
No code solutionYesYesYesAlmost
Set-up in minutesYesYesYesNo
Rule engineYesNoNoYes
Smart merging and matchingYesNoNoNo
Full 2-way syncYesNoNoNo
Amount of supported applications180+ supported appsOnly Pipedrive + MailChimpOnly Pipedrive & MailChimp1000+ supported apps
UpdatesEvery 5 minutesEvery 15 minutes, but later on, every 2hManualEvery 5-15 minutes (depending on your plan)

Still have a question?

Combined Shape

You can find more information about Mailchimp and Pipedrive on their respective support articles. Read the blog article 'Do More With Pipedrive CRM Through Google Contacts and MailChimp'. Or you can read other interesting blogposts like Optimizing syncing with Mailchimp and '4 Awesome PieSync Syncs'

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