The WhatsApp-Pipedrive integration with TimelinesAI simplifies communication by syncing WhatsApp messages from TimelinesAI directly into your Pipedrive workspace.
With this integration, you can start new WhatsApp chats and send messages directly from your Pipedrive workspace. It also keeps your CRM updated by automatically creating Contacts and Deals or Leads when a new chat is started, ensuring seamless tracking and organization.
This guide explains how to set up and use the WhatsApp-Pipedrive integration for syncing accounts, managing messages, and handling campaigns.
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How the Integration Works?
Once the integration is set up, the system automatically syncs WhatsApp messages with Pipedrive based on the contact's phone number. Here's how it works:
Contact Matching and Auto-Creation
When a new WhatsApp message is received, the system first checks if the contact's phone number is already associated with an existing Person in Pipedrive. If a match is found, the message is linked to that contact.
If no matching Person exists, a new Person is automatically created using the phone number from the WhatsApp message. The system also supports fuzzy matching, working with any format of phone numbers (with or without the "+" sign or country code).
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.
Syncing with Deals & Leads
WhatsApp messages are also synced with the associated Deal or Lead feed in Pipedrive. If the Person has an active Deal or Lead, the messages will appear in the corresponding feed.
If no Deal or Lead is linked to the Person, a new one is 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.
The integration creates a new custom Activity in Pipedrive. To prevent WhatsApp messages from appearing on your calendar, simply disable the WhatsApp messages (https://help.timelines.ai/en/article/disable-whatsapp-messages-from-creating-an-activity-in-your-pipedrive-calendar-khcvfs/) from creating an Activity in your Pipedrive calendar.
Prerequisites
To integrate TimelinesAI with Pipedrive, ensure you have the following prerequisites:
A registered TimelinesAI account. If you don’t have one, sign up on their platform.
An active Pipedrive account with admin-level access.
Ensure you have a functional WhatsApp account for linking to TimelinesAI.
Use the same email address for both your TimelinesAI and Pipedrive accounts to ensure seamless integration.
Installing Timelines in Pipedrive
To begin with the Timelines and Pipedrive integration, you must install the TimelinesAI app in your Pipedrive account. This can be achieved through two different methods as outlined below:
Method I. Pipedrive Marketplace
In this method, you can directly integrate TimelinesAI from within your Pipedrive workspace. This allows you to access all TimelinesAI features, such as automated messaging and customer tracking, without leaving Pipedrive.
To learn more on how to integrate TimelinesAI directly from your Pipedrive workspace, watch this demo
📹 Pipedrive Marketplace
Click the button below to view this interactive demo in Arcade:
Method II. TimelinesAI Integration
In this method, you can set up the integration by accessing the TimelinesAI dashboard and linking it to your Pipedrive account. This method provides an easy way to connect and manage your integration settings from the TimelinesAI interface.
To learn more on how to integrate Pipedrive with TimelinesAI directly from the TimelinesAI workspace, watch this demo
📹 TimelinesAI Integration
Click the button below to view this interactive demo in Arcade:
Test Integration
Once your integration is set up, test the integration to verify it by sending a WhatsApp message to TimelinesAI support from your connected account. The message will be automatically imported into Pipedrive, and a Deal or Lead will be created to confirm that the integration is working correctly.
To learn more on how to test integration, watch this demo
📹 Test Integration
Click the button below to view this interactive demo in Arcade:
Configuring Pipedrive Integration Settings
TimelinesAI provides flexible options for managing your Pipedrive integration settings. These settings allow you to control how WhatsApp communication is synchronized with your Pipedrive account, giving you full control over the data flow.
Disconnect
The Disconnect button allows you to terminate the integration with Pipedrive at any time. If you decide to stop synchronizing WhatsApp messages within Pipedrive, simply click Disconnect to halt the data transfer immediately.
Integration 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.
Sr no. | Settings | Description |
1 | Auto-Add Chat as New Person | Automatically creates a new contact (Person) in Pipedrive for each new WhatsApp chat, linking messages to contacts. |
2 | Action on New Chat | Define what happens when a new WhatsApp chat starts, such as creating a new deal or lead for the person, or doing nothing. |
3 | Choose a Pipeline for New Deals | Selects the pipeline where new deals from WhatsApp conversations will be placed in Pipedrive. |
4 | Import Messages from Groups | Enables the synchronization of messages from WhatsApp groups, importing them into Pipedrive for tracking. |
The "Choose a Pipeline for new Deals" option appears only if you select "Create new Deal" in the "Action on New Chat" setting. |
Manage WhatsApp Communication in Pipedrive
Managing WhatsApp communication in Pipedrive allows you to integrate messaging with your CRM, making it easier to stay organized. This setup helps you keep track of client interactions, manage leads more effectively, and maintain consistent communication, all while ensuring your sales data remains up to date.
Auto Management of Persons and Deals/Leads for New WhatsApp Contacts
When a new WhatsApp contact starts a chat and doesn’t match an existing Person in Pipedrive, a new Person and an associated Deal or Lead are automatically created. You can decide how the new WhatsApp conversation is organized within Pipedrive based on the Deals associated with that contact.
Once the integration is set up, there is a setting “Action on New Chat” from where you can determine how the new chat is organized and linked to existing records in Pipedrive. This setting provides you with three options to manage the chat linkage:
Create New Deal
This option automatically creates a new Deal and links the chat to it when a new WhatsApp contact starts a conversation. The chat is organized based on the following conditions:
If there are no existing Deals, a new Deal is created.
If there are active Deals, the chat is linked to the most recent one.
If only closed Deals exist, the chat is linked to the most recent closed Deal.
Create New Lead
This option creates or links the chat to a Lead, depending on the available leads in the system:
If there are non-archived leads, the chat links to the most recent lead.
If only archived leads exist, it links to the most recent archived lead.
If there are no leads, a new lead is created.
Do Nothing
This setting links the chat to the most recent Deal (either active or closed):
If there's no deal / lead, a new deal/lead won't be auto-created.
Sync Multiple WhatsApp Accounts into Pipedrive
Your team can connect multiple WhatsApp numbers to collaborate on contacts. This is helpful if salespeople or different departments use separate numbers. To connect more numbers, invite a team member to TimelinesAI and connect multiple WhatsApp numbers to your workspace.
Each user can connect one number, but multiple users can connect up to 50 or 100 numbers. If Pipedrive Integration is active, all contacts and messages will sync automatically.
Send WhatsApp Campaigns to Client Segments in Pipedrive
TimelinesAI offers a powerful "Bulk Reply" feature that enables you to efficiently create and send messaging campaigns to hundreds or even thousands of WhatsApp recipients at once. With this feature, you can easily manage large-scale communication campaigns for marketing, customer support, or other business needs.
For more information on how to send WhatsApp campaigns to client segments in Pipedrive, refer to the Sending Broadcast/Bulk Replies On WhatsApp document.
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.
Setting up an individual connection
To enable seamless WhatsApp messaging in Pipedrive, you need to set up an individual connection. This connection is designed for team members to link their own Pipedrive accounts (within your Pipedrive Organization) to TimelinesAI. This allows team members to link their Pipedrive accounts to TimelinesAI and send messages or templates directly from the Pipedrive interface.
To learn more on how to set up an individual connection in Pipedrive. Watch this demo
📹 Setting up an individual connection
Click the button below to view this interactive demo in Arcade:
Reply or Start New WhatsApp Chats from Pipedrive
This feature lets you manage all your WhatsApp communications from within the Pipedrive interface, whether responding to existing conversations or reaching out to new contacts. It ensures that your communication stays organized and streamlined without switching between apps.
To learn more on how to reply or start a new WhatsApp chat from Pipedrive, watch this demo
📹 Reply or Start New WhatsApp Chats from Pipedrive
Click the button below to view this interactive demo in Arcade:
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
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" widget 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.