MACVAD · Pipedrive Onboarding

What was built

MACVAD's challenge was a cluttered Pipedrive setup with multiple overlapping pipelines, fragmented deal data, and manual processes scattered across spreadsheets. The sales team lacked visibility into leads and activities, email management was ad-hoc, and there was no clear structure for handling multi-region operations or the transition from lead to order management.

Metawork restructured Pipedrive from the ground up:

CRM foundation: Consolidated multiple pipelines into a single "New Sales" pipeline with refined deal stages. Implemented a lead inbox to separate incoming prospects from active deals, paired with activity-based workflow to track follow-ups and touchpoints.

Data architecture: Designed organization and deal fields to capture the full sales context: store type, payment terms, VAT %, invoice tracking, purchase orders, and preferred carriers. Set up product variants (singles and packs) with regional pricing in EUR, GBP, AUD, NZD.

Email system: Built role-based email accounts for sales reps and a dedicated team inbox for order management. Configured inbox syncing for multi-rep territories so team members have shared visibility. Set up email forwarding from legacy domains (e.g., [email protected]) to ensure continuity during transition.

Lead capture: Created regional web forms with source tracking and activity auto-logging to connect inbound leads directly to Pipedrive.

Automation: Implemented currency auto-assignment based on organization country to reduce manual data entry. Set up activity tracking for email follow-ups and meeting scheduling.

Reporting: Built Insights dashboards and activity reports to give the team real-time visibility into pipeline health and deal progress.

Integration foundation: Discovered and documented the Business Central integration pattern to sync customer creation, invoicing, and payment status. Designed a Zapier-based approach for Phase 2 automation.