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CRM email tracking and communications

Win more prospects with smart CRM email strategy

Today’s CRM communications tools are a lot more granular and versatile than in times past. They allow companies to create optimized campaigns and address customers’ specific needs to win them over. Yet, among the various sales technologies, email still stands out as one of the most effective and affordable tools. A robust email strategy can help you connect with your target audience, nurture communication with prospects and move leads throughout the sales funnel using features like open and click tracking, sales templates and email automations.

Pipedrive’s features ensure you don’t drop the ball on your next big sale. They allow you to stay in contact with your prospects, engage with them better, build trust and brand awareness and initiate contact with leads at the perfect time for them to proceed and not a minute too early.

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Popular communication tracking features


Contact management

Your contacts are at the core of your customer communication process. Each represents an opportunity that you need to tend to and follow up with to grow your business and close more sales. Pipedrive keeps your contacts organized by dividing them into “people” and “organizations” categories. Once added, you can link your contact to deals they’re associated with.

Pipedrive also lets you look at the bigger picture by presenting a visual history of all your calls, emails and activities with any particular contact or deal, making it even easier to check last conversations before following up.


Qualify leads

Close more deals

Contacts map

See where your contacts are located with the Google Maps integration and filter them by city, state and country

Contact timeline

Use a visual representation of your activities with contacts over time for follow up

File attachments

Attach an important file to your deals or contact persons for context


Email inbox

Being affordable, accessible and quick makes email most salespeople’s channel of choice. Still, to deliver results, an email needs to be targeted, engaging and personalized. A CRM must, therefore, offer you features to help you zero in on the hottest leads, collaborate with your sales team and engage better and quicker with different target groups.

Pipedrive’s email inbox, for example, includes some nifty sales-dedicated features like

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Group email

Create email distribution groups to send emails to groups of up to 100 contacts at once

Email scheduling

Working with customers in different time zones? Send emails during your off-hours without connecting to work.

Email sync

Fully sync your Gmail, Outlook, or company email to send and receive emails directly from within Pipedrive

Email tracking

Get notified when a prospect opens your email or clicks on any link you’ve sent them



You’ve engaged with your lead and are ready to set up a call with them. While you can always send a message asking “When’s a good time for you to schedule a call,” you may very well not get a reply. Then, there’s the scheduling part. Scheduling a time that fits both parties might cost you valuable time, energy and, the worst part, risk your sale.

With Pipedrive, you can set up meetings in one take by sharing your availability and letting your invitee book a time that works for you both. Simply set your availability, share a link and invite them to book meetings that automatically sync to your calendar. You can also automatically set up video calls for scheduled meetings via Zoom, Microsoft Teams, or Google Meet.


Call contacts from your CRM

Calling your prospect is the moment of truth. Now is your time to shine and make it work! At this critical stage, it’s important to have easy access to data and record the call.

With powerful telephony integrations available on our Marketplace, you can make sales calls directly from the web for fast call tracking, recording and insights. Contact leads directly from within your CRM in just a few clicks. Hands-free calling means you can take notes, check details and talk simultaneously. Pipedrive automatically logs your calls as completed activities under deals, so you can see exactly when you contacted a prospect. You can also double-check call recordings saved under deals from previous conversations and download them as audio files if enabled by an admin.


Smart Docs

What if you could save even more time on customer communication with an add-on that expedites your document processes? Say, speed-up document creation time by 50% and quote creation by 30%?

Smart Docs is a Pipedrive toolset that streamlines and automates how sales teams create, send, manage and sign quotes, proposals and contracts – helping them to close deals faster.

You can get Smart Docs to:

  • Auto-fill documents with Pipedrive data

  • Track open documents in real-time

  • Sign documents electronically

  • Create templates and share them across the company

  • Remove the Pipedrive logo

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Google Sheets/Google Slides support

Enhance Google Sheets and Google Slides with Smart Docs functionality: set up different templates; auto-populate templates/documents with Pipedrive data; generate documents from Sheets/Slides to share with customers using a tracking link and request eSignatures

PDF support

Allow users to share PDF documents with their customers using a public sharing link that tracks when the document has been opened and requests digital signatures

eSignature notifications

Sign any of your documents electronically; no plugins needed

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Benefits of email tracking and communication

Pipedrive is designed to:

  • Support full contact management
  • Expedite email communication
  • Make sales calls and document their insights
  • Set up meetings in one take
  • Use templates for group emails
  • Use electronic signatures for documents

Pipedrive’s time-saving tools…

With Pipedrive, you leverage from a host of automations and workarounds that eliminate various customer communication tasks, like personalizing messages, scheduling meetings, scanning and printing documents and logging calls, among other things. This empowers you to get more work done and close more deals in less time.

Used by over 100,000 companies in 179 countries

In the forecast view, we look at what deals are due to close this month, next month just to make sure everyone is really honest about what they should be working on.

Carolyn PearsonFounder, Maiden Voyage

One of the favorite features within Pipedrive is the email integration. It pulls all of the clients details in, so that we don’t have to think about it.

Erin and DrewFounders, Pro Arts

As a business owner, my favorite feature in Pipedrive is the statistics and being able to look at the dashboard and use those metrics to help each individual on the team.

Lisa CoyleCEO, 360 Payments

Email and communications FAQ

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