How does Whatsapp Pipedrive integration work on TimelinesAI?

How to automatically sync Whatsapp to Pipedrive and send Whatsapp messages from Pipedrive interface

How to integrate Whatsapp with Pipedrive

  1. Install TimelinesAI Whatsapp to Pipedrive integration on Pipedrive Marketplace;
  2. Register a TimelinesAI profile if you don’t have it already;
  3. Connect your Whatsapp account to TimelinesAI. Open the Whatsapp tab, and scan the QR code with your Whatsapp mobile application. It works with regular and business Whatsapp accounts;
  4. Invite your team members. Your team members will be able to see the messaging history with your clients, start new chats and send messages to Whatsapp from Pipedrive.

Note: the integration creates a new type of custom Activity on Pipedrive. To prevent the Whatsapp messaging from showing up on your calendar, on Pipedrive, open Settings > Calendar sync and uncheck the activity named “Whatsapp chat”.

How PipeDrive integration works

How Whatsapp Pipedrive integration works on TimelinesAI

  • Contacts are matched automatically with Persons on Pipedrive based on their Whatsapp number. If there is no Person with such number yet, it will be created automatically. The fuzzy matching works with all ways you may be saving numbers (with our without plus/country code/etc.).
  • Whatsapp messages are inserted as a custom Activity on the Person`s feed. The Activity entry is created once per 24 hours, so the messaging will be grouped by meaningful blocks. As the synchronization happens in real-time, new messages in the Activity will be updated automatically.
  • Whatsapp messaging is displayed in a Deal feed as well. If there is a Deal connected to the Person, Whatsapp messages will appear in the Deal’s feed. If there is no Deal connected to the Person, it will be created automatically – it is a custom option that can be disabled in the PipeDrive integration Settings on TimelinesAI.
  • Supports attachments. Attachments sent in Whatsapp communication with your contacts are automatically uploaded into the Files on Person`s and Deal`s feed. The integration supports all kinds of attachments from Whatsapp, including voice messages.

Note: the integration creates a new type of custom Activity on Pipedrive. To prevent the Whatsapp messaging from showing up on your calendar, on Pipedrive, open Settings > Calendar sync and uncheck the activity named “Whatsapp chat”.

How to synchronize multiple Whatsapp accounts into Pipedrive

Your team can connect multiple Whatsapp numbers and collaborate on all contacts that come through these numbers. It may be useful in case your salespeople use individual numbers, or if you have several departments using Whatsapp for different purposes (sales, customer support, evaluating leads, etc.)

To connect additional Whatsapp numbers, you just need to invite the team member into TimelinesAI and ask them to scan the QR code on the Whatsapp tab with their Whatsapp application. One user profile can connect a single Whatsapp number, but all users in your workspace can do it. Technically, it’s possible to connect 50 or 100 Whatsapp numbers this way.

If you have the Pipedrive integration active in this workspace, all the contacts and messaging will be seamlessly synchronized just like in the case with one number.

Automatic creation of Persons and Deals on Pipedrive for new contacts from Whatsapp

If TimelinesAI doesn’t find a match in existing Persons or Deals, it creates a new one automatically.

Since the only information that is known about the new contact is their Whatsapp number, the number is inserted as the Person’s and Deal`s name. The Deal for new contacts will have the next format: “Whatsapp Deal + contact number in brackets”, e.g. “Whatsapp Deal (+498963648018)”. But once the contact is renamed on Whatsapp or TimelinesAI, it will be automatically renamed with a proper name on Pipedrive too.

How to reply or start new chats to Whatsapp from Pipedrive

Send Whatsapp message multiple senders
Send Whatsapp message action panel

Send Whatsapp message” action panel. TimelinesAI extension for Pipedrive adds an app panel on the Person and Deal sections of your contacts. It displays:

  • The most recent messages from the communication with a contact (if there is a messaging history with the contact)
  • To (a recipient’s number). It is prefilled automatically from the phone field of your contact. If there are multiple phone numbers, you will be able to select the relevant number from the dropdown.
  • Country code. This is an optional field displayed for contacts that don’t have the country code in the phone body. The country code will be automatically suggested based on the country code of the number that you choose as a Sender. You may choose any other country code from the dropdown.
  • From. This field displays the number of a sender. It is automatically pre-filled with the number that had the last contact with the recipient. If there are multiple numbers connected to TimelinesAI, you will be able to select from these numbers via dropdown.
  • Attachment. You can add an attachment to your message and send it to Whatsapp right from Pipedrive interface. For the attachment to appear in the dropdown, it should be uploaded to the “Files” section of the Person/Deal first. All the types of Whatsapp attachments are supported (documents, images, videos, etc.). The size limitations apply.
  • Message. This is a message body, enter your text here.
  • Send button. By pressing send your message will be sent to Whatsapp. The history of your communication is saved in the “Whatsapp chat” activity. If your recipient replies, the activity field will be updated with an answer.

This panel enables you to quickly send a Whatsapp message right from the Pipedrive interface. If there was no previous communication on Whatsapp with this contact yet, the new chat will be started automatically once you send a message.

If there was some communication with this contact, the most recent messages will be displayed on top of the widget. Your message will be sent into the existing Whatsapp chat with this contact.

If you wish to review the full history of communication with a contact in a more convenient way, use the shortlink to the Whatsapp chat on TimelinesAI.

The shortlink to the Whatsapp chat with a contact on TimelinesAI. The Whatsapp Pipedrive integration creates a custom field on your Person’s and Deals Details. This field is called “Whatsapp chat link”. It contains a link to Whatsapp chat with your contact on TimelinesAI.

Anyone from your team can open this link, review the full history of communication with your contact, and write a message to the contact on Whatsapp. For them to be able to do so, invite your team members to collaborate on TimelinesAI Team tab.

Your team members will also be able to start chats with new contacts on Whatsapp, set up and use Quick Reply templates, send bulk messaging campaigns on Whatsapp, and more.

How to send Whatsapp messaging campaigns to custom segments of your clients on Pipedrive

TimelinesAI provides users with the “Bulk reply” feature that enables you to create messaging campaigns with hundreds, or even thousands of recipients on Whatsapp. Here is the guide that will tell you how to create a mass messaging campaign on Whatsapp using TimelinesAI Filters and Bulk Reply.

We are also working on the option to enable you to upload a CSV list with your contacts and their numbers to send mass Whatsapp campaigns this way. Stay tuned!

How to automate Whatsapp messaging on Pipedrive

Sending a message from Pipedrive automatically
Sending a message from Pipedrive automatically when the pipeline stage is changed

One of the most popular use cases with using Pipedrive and Whatsapp is to automate some routine Whatsapp messages send to prospects or clients.

TimelinesAI doesn’t have a bot, but there is an option to set up flexible automation using webhooks and Zapier.

For example, you can send a pre-defined message to a person whenever new contact information is submitted into PipeDrive via your website, or when the contact moves to the next stage of your Pipeline.

Basically, you can automate anything about Pipedrive and Whatsapp (via TimelinesAI) if it’s available on Zapier.  

I’m interested to set up a Whatsapp automation for my team. How can I do it?

There are two options.

First, you may set up automation yourself or with the help of the developer. You will be able to use:

  • Outbound webhooks (for syncing WA messages into external systems),
  • Inbound webhooks (for sending messages from external system like Pipedrive into Whatsapp automatically).

Second, you may contact us. We may clarify your use case and set up an automation for you. This option is available for the customers of our Whatsapp integration plan. 

Automatic ownership assignment for Whatsapp contacts on Pipedrive

It will be useful in case your team connects more than 1 WA number to synchronize into Pipedrive. For example, if your salespeople want to preserve ownership of the contacts that are synced from their Whatsapp numbers to Pipedrive Persons and Deals.

It is possible to automatically assign the ownership of the Whatsapp contacts on Pipedrive. For this to work, the email on TimelinesAI and Pipedrive user profiles should be similar, and the Whatsapp number should be connected under the profile of the person who wants to maintain ownership of their contacts. In such a case, the contacts that come through the Whatsapp number of a given profile on TimelinesAI will be assigned an Owner in Pipedrive.

For example, you invite a salesperson named Alex as a user to TimelinesAI. Alex connects their Whatsapp number to TimelinesAI. The email that Alex uses for TimelinesAI and Pipedrive are the same. Alex will be automatically assigned as an Owner of all Whatsapp contacts that sync from his number on Pipedrive.


Does the integration work with regular Whatsapp numbers? Whatsapp business numbers?

TimelinesAI – Whatsapp Pipedrive integration works with any type of Whatsapp accounts. Simply connect your Whatsapp account by scanning the system-generated QR code, and your contacts and messaging from Whatsapp will be synchronized into Pipedrive automatically.

Does it require Whatsapp API?

No, it works with the Whatsapp Web connection of your device.

I get Whatsapp messages showing up as activites on my Calendar. How to disable it?

On PipeDrive, open Settings > Calendar sync and uncheck the activity named “Whatsapp chat”.

Does this Whatsapp Pipedrive integration support attachment files (documents, voice messages, etc.)?

Yes. The attachments will be automatically uploaded into the Files tab of the Person or connected Deal on Pipedrive.

How does TimelinesAI match contacts from Whatsapp in Pipedrive? Will there be a problem with how we are used to formatting contact numbers? (e.g. including +, country code, etc.)

TimelinesAI matches contact numbers in several steps. First, we try the exact match in a full international format with leading “+”. If there is no match, we start truncating characters from the left side of the number (as a character string) and fuzzy matching against the number saved in Pipedrive. We stop, when there are 7 characters left (too few for an accurate match) and consider this as no-match. In this case, a new contact (Person) will be created automatically.

In other words, there will generally be no problem with whatever way you’re using to save your contact numbers.

Can I reply to Whatsapp from Pipedrive with your integration?

Yes. Use the “Send Whatsapp message” widget in the Person or Deal section of Pipedrive. For this to work, the contact must have at least 1 phone number saved.

What happens if my device goes offline? Will the integration catch up on the Whatsapp communication when I reconnect?

Yes. TimelinesAI will automatically catch up and upload the Whatsapp messages and documents sent by you or your contacts into PipeDrive.

Can I try the Whatsapp to Pipedrive integration for free?

Yes. Register a profile on TimelinesAI, and you will get 10 days of a fully functional free trial. The connection of the number and PipeDrive is instant and the whole setup takes up to 5 minutes.

No business or Whatsapp API approval is required.


I wear many hats at TimelinesAI in order to hear from our users and help the development team choose the right direction

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