Connect Pipedrive

What the integration does

When a chatbot conversation qualifies as a lead, AIChatVault finds or creates the Person and Organization in Pipedrive, creates a Lead or a Deal, adds a note that summarizes the conversation and schedules a follow-up activity for your salesperson. When your team later changes the deal in Pipedrive, the new status, stage, value and owner appear in the AIChatVault inbox next to the conversation.

It works with every channel where AIChatVault captures a lead: website chat, WhatsApp, Instagram, Messenger, email and Slack.

• •Sends only qualified leads, decided by a 0 to 100 lead score and your sync rule.
• •Matches existing people and organizations before creating anything, and never overwrites details your team entered.
• •Creates a contact, a lead or a deal, by the mode and thresholds you choose.
• •Adds a summary note and a follow-up activity, and appends later notes when the conversation ends or the customer asks for a person.
• •Receives deal changes from Pipedrive through webhooks, with an hourly check as a safety net.
• •Shows the deal in the inbox, marks leads with badges, offers a staff-only customer lookup and keeps an activity log.
• •Sends optional Slack alerts when a deal is won or lost.

Prerequisites

• •A Pipedrive account and a user who is allowed to approve apps (usually an admin) and the requested permissions.
• •An AIChatVault chatbot with lead capture set up, so that visitors can share their name and contact details. Leads also arrive from WhatsApp, Instagram, Messenger, email and Slack when those channels are connected.
• •For deals: at least one Pipedrive pipeline with stages.
• •Optional: Slack connected to the same chatbot, for deal won and lost alerts.
• •Optional: custom Person fields in Pipedrive (Settings, Data fields, Person) if you want to send extra details.

Connect the account

• •Open the chatbot in AIChatVault, go to Integrations, then Pipedrive.
• •Select Connect Pipedrive and approve access in Pipedrive.
• •You return to the Pipedrive page in AIChatVault, which shows your Pipedrive company and the connected user.
• •Select Test connection. It makes a read-only check and reports who you are connected as and how many pipelines were found.
• •Each chatbot connects one Pipedrive account. If Pipedrive revokes access, the page shows "needs reconnect" with a Reconnect link; approve access again and syncing resumes.

Settings reference

• •Sync enabled or paused: pausing stops new leads from being sent. It applies when you select Save settings.
• •What should be created: Contact only, Lead, or Lead or deal.
• •Minimum lead score to sync: 0 to 100, default 50. Leads below it are not sent.
• •Who can be synced: every qualified lead, only visitors who agreed to CRM sharing, or only conversations that reached a human.
• •Minimum score for a deal (Lead or deal mode): default 75. Conversations at or above it become deals; the rest become leads.
• •Pipeline and stage (deals): required for Lead or deal mode. Choose the pipeline first, then the stage.
• •Assign to (owner): optional. Without one, Pipedrive assigns the connected user.
• •Attach a conversation summary: adds the summary note.
• •Create a follow-up activity: choose the type (call, meeting, task, email, deadline or lunch) and how many days from now it is due (0 to 30).
• •Keep the record up to date: adds a note when the conversation ends and when the customer asks for a person.
• •Copy name and phone changes back to AIChatVault: optional, needs real-time sync. Email addresses are never overwritten.
• •Send extra details to Person fields: up to 10 mappings (see below).
• •Real-time sync: turns on the Pipedrive webhooks.

How a lead is scored

Each lead gets a score from 0 to 100. Points are added for what the visitor shared and how the conversation went: email address 25, phone number 20, name 10, company 10, a message of 40 or more characters 10, buying-intent words such as demo, pricing or quote 15, a request for a person 10 and three or more customer messages 5. The total is capped at 100.

A conversation is sent to Pipedrive only when its score reaches the minimum you set. Skipped leads are recorded in the activity list with the reason, for example "Lead score 15 is below the minimum of 30".

Which conversations are sent

• •Every qualified lead: anything that reaches the minimum score.
• •Only visitors who agreed to CRM sharing: the visitor must also have ticked the CRM consent box in the lead form. Turn that checkbox on in the chatbot’s lead capture settings first, otherwise no lead from that chatbot can have consent. Skipped leads are logged as "CRM consent was not given".
• •Only conversations that reached a human: the conversation must have been handed to your team at some point. Skipped leads are logged as "Conversation never reached human handoff".
• •Each conversation that qualifies creates its own lead (or note on an existing open deal). The person and organization are matched and shared across conversations.

What is created in Pipedrive

• •Organization: from the company name, matched by name first.
• •Person: name, email and phone, with the organization and owner. Matched by email, then by phone.
• •Lead or deal, per your mode: a lead appears in the Leads Inbox; a deal appears in the pipeline stage you chose. The title is "Company – AIChatVault enquiry".
• •Note: the source channel, the page visited, the lead score, a summary and a link back to the conversation.
• •Activity: a follow-up of the type and due date you chose, assigned to the owner. It is linked to the person and to the deal or lead.
• •Contact only mode creates the person, the organization and the note, without a lead, deal or activity.

No duplicate records

• •The person is matched by email, then by phone number. The organization is matched by company name.
• •If the person already has an open deal, the summary is added to that deal and no second deal is created.
• •Details your team already entered in Pipedrive are never overwritten. Only empty fields (such as a missing phone or organization) are filled in.
• •Every record created is remembered, so a retry never creates it twice. Temporary errors are retried automatically; if Pipedrive asks for a pause, AIChatVault waits; permanent errors stop and are logged.

Notes and follow-ups that keep the record current

• •Conversation ended: one note with the last messages of the conversation and a link to it.
• •Customer asked for a person: one note with the reason. This works with the website chat’s human handoff, where the visitor is put in the support queue and sees their place and the estimated wait.
• •Each kind of note is added once per lead, and only if the lead already reached Pipedrive.

Send extra details to Person fields

Map the customer’s message, the page visited, the lead score, the source channel or the conversation link onto your own custom Person fields (text or number fields). Create the fields in Pipedrive first (Settings, Data fields, Person), then reload the list on the Pipedrive page.

The fields are filled in when a new person is created. People who already exist are never changed. Mapping to Deal fields is not available yet.

Real-time sync (two-way)

Select Turn on real-time sync to subscribe to four Pipedrive webhooks: deal changed, deal deleted, person changed and activity changed. The webhook address contains a secret that only your connection knows. The Pipedrive app must have the "Webhooks: Full access" permission; if it does not, the page tells you to add it in the Pipedrive Developer Hub and reconnect.

When a linked deal changes, AIChatVault stores its status (open, won, lost or deleted), stage, value, owner, next activity, expected close date, lost reason and the lost comment. If a webhook is missed, linked deals are re-read every hour. Updates arrive when Pipedrive reports them, so a short delay is normal.

Optional: copy name and phone changes made in Pipedrive back to the lead and to the inbox conversation. Email addresses are never overwritten.

About the lost comment: Pipedrive saves the comment typed in the "Mark as lost" box as a note on the deal. AIChatVault finds it, ignoring its own notes.

In AIChatVault: inbox, badges, lookup and activity log

• •Inbox sidebar: open a conversation whose lead reached Pipedrive to see the deal status, stage, value, owner and next activity. Refresh reads the current state from Pipedrive, and Open takes you to the deal.
• •Inbox list badges: "Lead captured" shows that the visitor submitted their details. A second badge shows what happened in Pipedrive: Deal with its stage, Deal won, Deal lost, Lead, Contact, Skipped (hover to see why) or Failed.
• •Leads only: a filter chip in the inbox that shows only conversations that produced a lead.
• •Customer lookup: on the Pipedrive page, enter a customer email to see their person record and open, won and lost deals with stage, value, owner and next activity, read live from Pipedrive.
• •Activity log: on the Pipedrive page, everything sent to Pipedrive and everything that came back is listed with the lead’s name. Lines are tagged "To Pipedrive" or "From Pipedrive", and include stage, status, owner and value changes, lost comments, contact updates, skipped leads and failures.
• •All of this is visible to signed-in members of your organization only. Website visitors never see CRM data.

Slack alerts for won and lost deals

If the same chatbot is connected to Slack, open Integrations, then Slack, add a rule and choose Pipedrive deal won or Pipedrive deal lost as the event. Pick the channel and the details to include (customer information, the original enquiry, the source channel, a link to the conversation).

The alert shows the deal name, value, stage and owner and an Open in Pipedrive button. Lost deals also show the lost reason and the comment, so the lost alert is sent about 30 seconds after the loss. A deal that is re-opened within those 30 seconds sends no lost alert. Each deal outcome alerts once per rule. This needs real-time sync, or the hourly check, to be on.

How Pipedrive works end to end

1. 01
   A customer shares their details

   Your lead capture collects the name, email, phone and conversation context from any connected channel.

2. 02
   AIChatVault scores and checks the rules

   The lead score, your minimum and the sync rule decide whether the conversation qualifies. Skipped leads are logged with the reason.

3. 03
   Pipedrive records are matched or created

   The person and organization are matched first. Then a lead or a deal is created, with a summary note and a follow-up activity.

4. 04
   Your team works in Pipedrive

   The owner follows up from the activity. Won, lost and stage changes are sent back to AIChatVault by webhook.

5. 05
   AIChatVault shows the outcome

   The inbox panel and badges show the deal, the activity log lists every change, and Slack is alerted if you set up a rule.

Pause, disconnect and reconnect

• •Pause syncing at any time and resume later. Records already in Pipedrive stay there.
• •Disconnect removes the stored tokens and deletes the webhook subscriptions from Pipedrive. The confirmation tells you how many subscriptions were removed. Records already created in Pipedrive stay there.
• •After reconnecting, turn on real-time sync again and check your settings.

Security and permissions

• •The connection uses Pipedrive OAuth 2.0. AIChatVault never sees your Pipedrive password.
• •Access and refresh tokens are stored encrypted and are renewed automatically before they expire.
• •Webhooks use a secret address that only your connection knows, plus HTTP basic authentication.
• •Permissions requested: contacts (full access) for people and organizations, leads (full), deals (full), activities (full), users (read only) to show and choose owners, and webhooks (full) for real-time sync. It does not read your other Pipedrive data.

Limits and what is not included

• •One Pipedrive account per chatbot.
• •Only qualified leads are sent. Leads captured before you connected Pipedrive are not sent retroactively.
• •Custom field mapping applies to Person fields on new people only, not to Deal fields.
• •Deals created directly in Pipedrive do not appear as leads in AIChatVault.
• •There are no routing rules yet, such as a different pipeline per country.
• •Sync does not use AI credits, although the chatbot’s AI answers do.
• •AIChatVault is an independent integration and is not a listing in the Pipedrive Marketplace.

Troubleshooting

• •A lead did not reach Pipedrive: open Recent activity on the Pipedrive page. "Skipped" lines give the reason (score below the minimum, consent not given, or the conversation never reached a human). "Failed" lines show Pipedrive’s message.
• •Pipedrive shows "needs reconnect": select Reconnect and approve access again.
• •Real-time sync says the Pipedrive app is missing the "Webhooks: Full access" permission: add it to the app’s scopes in the Pipedrive Developer Hub, then disconnect and connect again.
• •No deal status updates in the inbox: confirm real-time sync is on. Without it, linked deals refresh hourly. Press Refresh in the inbox panel to read the deal now.
• •A Slack alert for a won or lost deal did not arrive: check that the chatbot has Slack connected, that a rule with that event is active and has a channel, and that real-time sync is on. Lost alerts arrive about 30 seconds after the loss.
• •The Person field list is empty: Pipedrive has no custom Person fields yet. Create one under Data fields, Person, then reload the list. Fields created under Deals or Organizations are not offered.
• •Test connection fails: reconnect Pipedrive and confirm the connected user can see your pipelines.