Replay Webinar : Discovering the project add-on from Pipedrive

🧩 A module that has become much more useful

The Projects add-on has been available in Pipedrive since 2021. At first, it was quite basic, but Pipedrive has recently improved it with several useful features.

The main idea is simple: once a deal is won, the team can create a project directly in Pipedrive and manage the delivery process from there.

This makes Projects useful for companies that want to connect their sales process with their operational or delivery process, without leaving the CRM.

🔁 From won deal to project

One of the most useful features is the ability to create a project from a won deal. When a deal is marked as won, Pipedrive can either let the user create a project manually or trigger an automation to create it automatically.

The project can be linked to:

• the deal;
• the contact person;
• the organization;
• the project owner;
• a specific project board;
• a project template.

This helps teams avoid losing context between sales and delivery.

🧱 Project boards, phases and templates

Projects work with boards, similar to pipelines in deals. Each board can have its own phases, depending on the process you want to follow.

For example, a company could create boards for customer onboarding, training delivery, implementation projects or internal tasks.

Templates are especially useful because they allow teams to predefine tasks, activities, subtasks and milestones. When a new project is created, the right structure is already in place.

✅ Tasks, activities and subtasks

A key distinction explained during the webinar is the difference between tasks and activities.

A task exists inside the Projects module and is mainly used as a project to-do item. An activity, on the other hand, can appear in the Pipedrive activity calendar and can sync with tools like Outlook or Google Calendar.

Projects now also support subtasks, which makes it easier to break a project step into smaller actions. Tasks can also be assigned to one or several people, which is useful when multiple team members are involved.

🎯 Milestones and progress tracking

Pipedrive now allows users to define milestones inside projects. A milestone can represent the completion of an important phase, such as finishing an audit, validating a delivery step or completing a first project stage.

The project also includes a progress bar, showing how many tasks have been completed. This gives teams a quick overview of how far the project has advanced.

📊 Gantt view and project visibility

One of the newer features shown during the webinar is the Gantt view. It gives a more visual way to follow project phases, tasks and deadlines.

The feature is still improving. Alex and Luca mention that it would be useful to have a broader Gantt view across multiple projects, not only inside one project. Still, it is already a helpful addition for planning and visibility.

⚙️ Custom fields and automations

Pipedrive has also improved custom fields for Projects. Users can now create project-specific fields, group them and use them in automations.

Automations can create a project when a deal is won, assign the right owner, select a template, link the deal and organization, and set a start date.

This makes Projects much more scalable, especially for companies with repeatable delivery processes.

📄 Documents, notes and collaboration

Projects now integrate better with Pipedrive’s document features. Users can create documents from templates and include project variables such as start date, end date or project information.

The webinar also highlights collaboration features, such as adding notes and tagging colleagues directly in projects or activities. This helps sales and delivery teams stay aligned.

📈 Insights and project reporting

Projects can now be used in Pipedrive Insights. This means teams can create reports to track open, completed or canceled projects.

This is useful for monitoring delivery activity, understanding project volume and keeping a clearer view of operational performance.

⚠️ Current limits of the Projects add-on

The module is improving quickly, but it is not yet a full replacement for dedicated project management tools.

Some limitations mentioned include:

• no native time tracking;
• the Gantt view is still basic;
• some UX elements could be improved;
• dependencies between tasks and subtasks are still limited;
• project permissions are still not as advanced as deal permissions.

Even with these limits, Projects is becoming more relevant for many Pipedrive users.