How to Track Client Projects After the Sale in Pipedrive

Post-Sale Project Tracking in Pipedrive

Option 1: Use Pipedrive's Built-in Features

Create a "Delivery" Pipeline:

1. Go to Settings → Pipelines
2. Create new pipeline called "Project Delivery"
3. Add stages:
   • Onboarding
   • Discovery & Planning
   • In Progress
   • Client Review
   • Revisions
   • Completed
   • Maintenance (if applicable)

Automate Deal Transfer:

When deal is won in sales pipeline → Automatically create deal in delivery pipeline

Use Activities for Tasks:

• Calls: Client check-ins
• Meetings: Project kickoffs, reviews
• Tasks: Individual project milestones
• Deadlines: Project deliverables

Pros:

• ✅ Everything in one system
• ✅ See full customer journey (sale → delivery)
• ✅ No additional cost
• ✅ Client communication history preserved

Cons:

• ❌ Limited task management features
• ❌ No Gantt charts or timelines
• ❌ Not ideal for complex projects with many subtasks
• ❌ Can't assign multiple people to same deal easily

Option 2: Integrate with Project Management Tool

Recommended Tools:

Asana (Best Overall)

• Integration: Zapier or native sync
• When deal won in Pipedrive → Create project in Asana
• Features: Subtasks, dependencies, templates, time tracking
• Cost: Free for basic, $10.99/user/month for Premium

Monday.com

• Integration: Built-in Pipedrive connector
• Features: Visual boards, automation, time tracking
• Cost: $9/user/month

ClickUp

• Integration: Zapier
• Features: All-in-one (tasks, docs, goals, time tracking)
• Cost: Free tier available, $7/user/month for Unlimited

Integration Setup (Pipedrive → Asana via Zapier):

Zap 1: Create Project When Deal Won
Trigger: Deal updated in Pipedrive
Condition: Status = "Won"
Action 1: Create Project in Asana
  - Project name: Deal title
  - Add team members from deal owner
Action 2: Create tasks from template:
  - Kickoff meeting
  - Requirements gathering
  - Design phase
  - Development
  - Testing
  - Launch
Action 3: Update Pipedrive deal
  - Add custom field "Asana Project URL"
  - Add note "Project created in Asana"

Option 3: Hybrid Approach (Recommended)

Use Pipedrive for:

• Client relationship management
• High-level project status
• Communication tracking
• Billing and payments (if using Pipedrive billing)

Use PM Tool (Asana/Monday) for:

• Detailed task management
• Internal team collaboration
• Timeline and dependencies
• Resource allocation

Best Practices:

1. Create Project Templates

Standardize your delivery process:

• Website Design Project Template
• Consulting Engagement Template
• Software Implementation Template

2. Set Up Automation

• Auto-create project when deal won
• Auto-assign team members based on service type
• Auto-send kickoff email to client
• Auto-create invoice when project completed

3. Track Key Metrics

• On-time delivery rate
• Project profitability (budgeted hours vs actual)
• Client satisfaction scores
• Revenue per project type

Custom Fields for Project Tracking in Pipedrive:

• Project Status (Dropdown): On Track, At Risk, Delayed
• Estimated Hours (Number)
• Hours Used (Number)
• Project Start Date (Date)
• Expected Completion (Date)
• Actual Completion (Date)
• Project Manager (Person)
• Budget (Number)
• Costs to Date (Number)
• Profitability (Formula: Budget - Costs)

Pro Tip: For most small teams (< 10 people), start with just Pipedrive using a delivery pipeline. Only add a PM tool when you're managing 10+ simultaneous projects or have complex dependencies.

Very helpful thanks!