Pipedrive Integration with TimelinesAI
With TimelinesAI’s Pipedrive CRM integration, you can:
- Auto-add a contact in Pipedrive when new WhatsApp chat appears
- Sync WhatsApp messages as activities in Pipedrive
- Start, read and continue WhatsApp chats via Live WhatsApp Chat view from contact or deal details page at Pipedrive
- Send WhatsApp messages using pre-defined templates with variables
This guide will walk you through simple steps to successfully use all the features of the TimelinesAI and Pipedrive CRM integration.
✅ Connecting Timelines to Pipedrive
✅ Pipedrive Integration Settings
✅ Pinning Pipedrive deal to a chat
Let’s get started 🚀
How the Integration Works?
Once the Pipedrive Ogranization and personal Pipedrive accounts are connected to TimelinesAI the system and new WhatsApp messages are sent or received the system:
- Auto-Adds Chat as New Person if no matching person was found by phone number. This feature is preference based and can be disabled. Requires organization connection only.
- Logs WhatsApp messages as custom activities to associated Contacts, Deals ( including pinned Deals) and Leads. Requires organization connection only.
- Auto-Creates a deal or a lead if no active deals/leads were found by contact's phone number. This feature is preference based and can be disabled. Requires organization connection only.
- Unlocks the Live WhatsApp Chat option within TimelinesAI widget at Pipedrive. Requires both organization and personal connection.
- Unlocks Send WhatsApp message option within TimelinesAI widget at Pipedrive. Requires both organization and personal connection.
- Unlocks the Send WhatsApp message template option within TimelinesAI widget at Pipedrive. Requires both organization and personal connection.
Contact Matching and Auto-Creation
When a new WhatsApp message is received or sent, the system first checks if the chat is already associated with a Pipedrive Person. If association exists - system will continue message sync to that Person given that Person still exists at Pipedrive.
When existing association is not found, system will attempt to match WhatsApp contact's phone number with phone numbers of contact at Pipedrive. If match is found - the WhatsApp chat is associated to matching Pipedrive person. The system also supports fuzzy matching, working with any format of phone numbers (with or without the "+" symbol).
If no matching Person exists at Pipedrive by phone number, a new Person will be automatically created (optional) using the phone number from the WhatsApp chat. This is controlled by the Auto-Add Chat as New Person configuration within integration settings.
You can always check current association and sync state for each chat using following steps:
- Open desired chat
- Unfold the Pipedrive menu from right sidebar. The menu will display:
- Currently associated Pipedrive person ( if any) - with a link to the person's profile at Pipedrive
- Currently associated or pinned Pipedrive deal ( if any) - with a link to the person's deal at Pipedrive
- Associated deal's ID ( if any)
WhatsApp Group Chats
Our integration will also synchronize group chats. Given that these chats don't have a main or specific contact phone number, we'll use a unique chat identifier known as "JID" instead.
We create a Person Profile on Pipedrive, so we can synchronize the WhatsApp Group Chat. There, we'll insert the JID within the "Phone: Other" field, so whenever you receive new messages within that group chat, our system will search for the JID and sync chats as expected.
Message Logging as Custom Activity
WhatsApp messages are logged as custom activities in the Person’s feed on Pipedrive. These activities are grouped by date and updated in real-time as new messages arrive. Each entry is created once every 24 hours, ensuring messages are organized by the relevant date.
Activities for Multiple Team Members
If there are multiple team members interacting with the same contact or, within the same group chat, then we'll create a separate activity entry for each involved member. These will show up within the activity feed on Pipedrive, so it can be easily identified when a contact or group chat interacts with multiple team members.
Deal/Lead Auto-Creation
WhatsApp messages are also synced with the associated or pinned deal or Lead feed in Pipedrive. If the Person has an active Deal/Lead or existing Pinned Deal, the messages will appear in the corresponding feed.
If no Deal or Lead is linked to the Person or pinned to a chat a new one can be automatically created. This option can be customized and disabled in the Pipedrive Integration settings on TimelinesAI.
Attachment Support
WhatsApp attachments, including voice messages, are automatically uploaded to the Files section of the Person and Deal feeds in Pipedrive. This ensures that all file-based content from the WhatsApp chats is also captured and available within your CRM.
Live WhatsApp Chat
The TimelinesAI Live WhatsApp Chat View integration lets you manage WhatsApp chats directly from Contact (Person) or Deal details pages at Pipedrive.
On Live WhatsApp chat button click system looks for person's phone number/s or JID in "Phone Numbers" field and then finds the WhatsApp chats that match those numbers from TimelinesAI.
The chats will be shown directly inside the view. You can now read WhatsApp messages within Pipedrive CRM. You can also reply to messages, including using message templates, adding attachments, and sending emojis. If no matching chats were found, you will be able to start a new chat.
All messages are sent and received in real-time. This means the conversation stays up-to-date and seamless, and you never have to leave Monday CRM to manage the chat.
Learn more about Pipedrive ** **Live WhatsApp Chat in this article
Sending WhatsApp Messages via dedicated "Send message" button
If you don't want to load a Live WhatsApp Chat view, you can send a single message using the special button. To learn more on how to reply or start a new WhatsApp chat from Pipedrive, watch this demo
Sending WhatsApp Templates from Pipedrive
Sending WhatsApp message templates from Pipedrive allows you to quickly send predefined messages while personalizing them with data from your Pipedrive records. By using the TimelinesAI WhatsApp Integration, you can select a template, and any variables within it, such as a person's name or deal details, will be automatically replaced with the corresponding information from Pipedrive. How to Create and Use Templates on TimelinesAI
Auto-Creation and Message sync Settings
The Pipedrive integration in TimelinesAI lets you customize how WhatsApp messages are synced with your Pipedrive account. You can control how new chats are managed, and ensure messages are linked to the correct contacts, deals, and leads.
Settings | Description |
|---|---|
Auto-Add Chat as New Person | When enabled, a new Person will be auto-created when new messages arrive in a chat without a matching Person a Pipedrive ( matched by phone number) |
Import messages from Groups | When enabled, a Person will be created using the WhatsApp Group's name, and all messages will be imported to that Person. For this function to work correctly “Auto-Add Chat as New Person” must be enabled as well. |
Action on New Chat | When a WhatsApp message is sent or received, TimelinesAI matches the contact with a Person in Pipedrive using their phone number. Based on the settings below, you can select what to do when matched person doesn't have any associated deals/leads OR when deals exists but have been marked as won or lost |
| Choose what the system should do when a new message is received in a chat without any associated Deals or Leads for the matched Person: Create new Deal in selected Pipeline, Create new Lead or Do nothing |
| Choose what the system should do when a new message is received or sent in a chat with associated closed ( won or lost) deal for the matched Person: Create new Deal in selected Pipeline, Continue sync. into closed deal, Re-open last closed deal then continue sync |
Auto-Assign ownership for WhatsApp Contacts in Pipedrive
If your team connects multiple WhatsApp numbers to TimelinesAI, you can synchronize these numbers into Pipedrive while preserving the ownership of the contacts linked to each number. This is particularly useful when your salespeople want to keep ownership of the contacts synced from their individual WhatsApp numbers to Pipedrive's Persons, Leads, and Deals.
TimelinesAI allows you to assign ownership of WhatsApp contacts in Pipedrive automatically. For this feature to work, the email addresses on both the TimelinesAI and Pipedrive user profiles must match, and the team member's WhatsApp account should remain connected to TimelinesAI.
Once these conditions are met, all WhatsApp contacts synced from that team member’s WhatsApp number will be automatically assigned to them as the Owner of Pipedrive.
Frequently Asked Questions
1. Does the integration work with regular WhatsApp numbers and/or WhatsApp Business numbers?
Yes, the WhatsApp-Pipedrive Integration works with both regular and WhatsApp Business accounts.
2. Does it require WhatsApp API?
No, it works with the WhatsApp Web connection on your device.
3. How do I disable WhatsApp messages showing up as activities on my Calendar?
Go to Pipedrive Settings > Calendar Sync and uncheck the "WhatsApp chat" activity. For more details, refer to the help section.
4. Does the integration support file attachments (documents, voice messages, etc.)?
Yes, attachments will be automatically uploaded to the "Files" section of the associated Person or Deal in Pipedrive.
5. How does TimelinesAI match WhatsApp contacts in Pipedrive? Will my contact number format cause any issues?
When a new WhatsApp message is received, TimelinesAI tries to find a matching contact (Person) in Pipedrive using the sender's phone number.
We check both international numbers (starting with “+”) and local formats (without country code), so it doesn’t matter how the number is saved in your Pipedrive – we’ll still try to find a match.
If a match is found, the message is linked to that Person in Pipedrive.
If no match is found, a new Person is automatically created using the phone number from WhatsApp.
We also handle cases where phone number formats may differ slightly between WhatsApp and your Pipedrive region settings, using a smart matching method based on the last few digits of the number (up to 8 digits) to find possible matches.
6. Can I reply to WhatsApp messages from Pipedrive using this integration?
Yes, you can reply using the "Send WhatsApp Message" or "Live WhatsApp Chat" buttons in the Person or Deal section, as long as the contact has at least one phone number saved.
7. What happens if my device goes offline? Will the integration catch up when I reconnect?
Yes, TimelinesAI will automatically upload any missed WhatsApp messages and documents into Pipedrive when you reconnect.
8. Can I try the WhatsApp-Pipedrive Integration for free?
Yes, you can try it free for 10 days with full functionality. Setting up the integration takes about 5 minutes, with no business or WhatsApp API approval required.
9. How can I sync chats/messages from only one specific WhatsApp number to Pipedrive?
To sync messages from only certain numbers, create separate TimelinesAI workspaces. One workspace can sync messages to Pipedrive, while another can exclude Pipedrive integration.
Updated on: 04/07/2025
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