How to Choose Pipedrive or Trello Using Zapier Workflows

When you compare tools like Pipedrive and Trello, Zapier can help you turn that decision into a clear, automated workflow that matches how you actually work. This how-to guide walks you through choosing the right app and connecting it to your other tools.

The steps below are based on the comparison in the original article about Pipedrive and Trello on the Zapier blog, and focus on turning those insights into a practical process you can follow.

Step 1: Understand the Core Difference Before Using Zapier

Before you build any automation with Zapier, you need to be clear on what each app is designed to do. The original comparison highlights that these tools are not direct competitors, but are built for different problems.

Pipedrive overview

Pipedrive is a sales CRM centered around the pipeline. It is built to help sales teams move deals from initial contact to close.

Key traits include:

• Deal- and pipeline-focused interface
• Contact and company records
• Email and communication tracking
• Forecasting and reporting

Trello overview

Trello is a kanban-style project management and collaboration tool. It centers on boards, lists, and cards.

Key traits include:

• Visual boards for tasks and projects
• Lists representing stages or categories
• Cards for individual tasks or work items
• Flexible use cases beyond sales

Once you understand these fundamentals, you can decide how Zapier should support either a sales-focused or project-focused workflow.

Step 2: Decide Whether You Need a CRM or a Project Tool With Zapier

The original comparison suggests that your choice depends primarily on your main business need. Zapier then connects that core tool to everything else.

When Pipedrive is the better choice for Zapier workflows

Choose Pipedrive if your primary goal is managing a structured sales process.

Typical signs include:

• You track leads and deals across stages like Prospect, Qualified, Proposal, and Won.
• You need revenue forecasting and sales reports.
• You rely on email tracking and deal histories.
• You work with multiple reps who share a pipeline.

In this case, Zapier should revolve around keeping your Pipedrive deals, contacts, and activities up to date across forms, email, and other apps.

When Trello is the better choice for Zapier workflows

Choose Trello if your main challenge is organizing tasks, projects, or collaboration, not strict sales processes.

Typical signs include:

• You manage content calendars or creative projects.
• You run operations or internal process boards.
• You need a flexible, visual task manager.
• Your “sales” work is light and informal.

In this case, Zapier should center on automatically creating and updating Trello cards as work moves through your business.

Step 3: Map Your Process Before Automating With Zapier

The article emphasizes that Pipedrive and Trello each organize work into stages. To use Zapier effectively, translate your existing process into one of those structures.

Map a sales process for Pipedrive + Zapier

Write down the main stages of your sales pipeline. For example:

1. New lead
2. Qualified
3. Meeting scheduled
4. Proposal sent
5. Negotiation
6. Won or lost

Then identify where each stage starts and ends. Zapier can later trigger when a deal changes stage or when a new deal is added.

Map a project process for Trello + Zapier

Write down the main stages of your workflow. For example:

1. Backlog
2. Ready
3. In progress
4. Review
5. Done

Each stage becomes a Trello list. Cards then represent tasks or work items that move across lists. Zapier can later create cards when new work appears in another system.

Step 4: Choose Triggers and Actions for Your Zapier Automations

Once you know your process, you can decide what events matter most. The Zapier blog’s comparison shows how both tools use stages; triggers and actions should reflect that.

Common Pipedrive + Zapier trigger ideas

Examples of events you might track:

• New deal created in a specific pipeline
• Deal updated to a particular stage
• New person or organization added
• Activity (like a call or meeting) completed

Possible Zapier actions for those triggers include:

• Create a new task in a project tool
• Send notification emails or messages
• Update a spreadsheet for reporting
• Create follow-up activities in Pipedrive

Common Trello + Zapier trigger ideas

Examples of events you might track:

• New card added to a board
• Card moved to a specific list (such as Done)
• Checklist item completed
• New comment added to a card

Possible Zapier actions for those triggers include:

• Create tasks in another tool when a Trello card is created
• Log completed work in a time-tracking or reporting tool
• Post updates to chat tools when cards reach key lists
• Create calendar events from Trello due dates

Step 5: Set Up Your First Automation in Zapier

With your tool chosen and process mapped, you can now build a simple automation. The exact steps in Zapier are similar whether you pick Pipedrive or Trello.

Create a basic Pipedrive automation in Zapier

1. Sign in to Zapier. Create an account or log in.
2. Click to create a new Zap. Choose Pipedrive as the trigger app.
3. Select a trigger event. For example, “New Deal” or “Updated Deal Stage.”
4. Connect your Pipedrive account. Authorize access when Zapier prompts you.
5. Add an action step. Choose another app (like email, chat, or a spreadsheet) and set what should happen when the trigger fires.
6. Test and turn on the Zap. Verify the data flows correctly, then enable it.

Create a basic Trello automation in Zapier

1. Sign in to Zapier. Use your existing account.
2. Create a new Zap. Choose Trello as the trigger app.
3. Select a trigger event. For example, “New Card” or “Card Moved to List.”
4. Connect your Trello account. Authorize Zapier to access your boards.
5. Add an action step. Pick the app that should receive or update information when Trello changes.
6. Test and activate. Confirm everything works, and then turn the Zap on.

Step 6: Refine Your Setup Using Insights From the Zapier Blog Comparison

The original article at Zapier’s Pipedrive vs. Trello comparison points out that the best solution is often to use both tools where appropriate. Zapier can link them together so each app does what it is best at.

Example hybrid workflow with Zapier

One practical approach is:

1. Use Pipedrive as the single source of truth for deals and revenue.
2. Use Trello to manage deliverables after a deal is won.
3. Use Zapier to create a Trello card automatically when a deal moves to the Won stage in Pipedrive.
4. Use another Zap to update Pipedrive or a reporting sheet when the Trello card reaches Done.

This way, your sales team works in Pipedrive while your operations team stays in Trello, and Zapier coordinates data between them.

Step 7: Review, Report, and Optimize With Zapier

As you run these workflows, keep an eye on performance and data quality. The comparison article stresses clarity of stages; your automations should support that clarity, not hide it.

Tips to keep improving:

• Regularly review which Zaps are still useful.
• Consolidate redundant automations.
• Adjust pipeline or board stages as your process evolves.
• Add filters and conditions in Zapier to reduce noise.

You can also explore additional best practices and automation ideas from specialist resources such as Consultevo, then implement them with Zapier for your own stack.

Next Steps With Zapier, Pipedrive, and Trello

To summarize the how-to process:

1. Clarify whether you primarily need a CRM or a project tool.
2. Map your stages as pipelines (Pipedrive) or lists (Trello).
3. Choose a few high-impact triggers and actions.
4. Build one simple Zapier automation at a time.
5. Iterate based on the data and feedback from your team.

By following the structure outlined in the Zapier blog’s Pipedrive vs. Trello comparison and translating it into concrete steps, you can design an automation system that fits your business, instead of forcing your business into a tool. Zapier simply becomes the bridge that keeps everything connected.

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