Pipedrive
29 Jul 2026

How a Commercial Solar Provider Cut Deal Admin by 55% with Pipedrive Automation

55%

Less Deal Admin :
Automated task creation, quote generation, and follow-ups removed the daily data entry load from the sales team.

65%

Faster Quote Turnaround :
Templated documents and synced pricing data helped reps send accurate proposals within hours instead of days.

Project Overview

Project Name

Pipedrive Automation, Pipeline Restructuring, and Integration Setup for a Commercial Solar Provider.

Project Scope

Full Pipedrive audit and pipeline redesign, workflow automation build, Smart Docs quoting setup, and integrations with Xero, Aircall, Slack, and website forms, supported by custom Insights dashboards and team training.

Industry

Renewable Energy and Commercial Solar

Work Duration

9 weeks

Resource Used

2 Pipedrive specialists
1 CRM automation engineer
1 RevOps consultant
1 Data cleanup specialist
1 QA

Technologies

Country

United Kingdom

Our Capabilities

Pipedrive Setup and Structure

Pipedrive Pipeline Design
Custom Field Rationalization
Deal Stage Mapping
Lead Inbox Configuration
Data Cleanup and Deduplication

Sales Process Automation

Workflow Automation Build
Automated Task and Activity Creation
Quote and Document Automation
Follow-up Sequence Setup
Deal Rotting and Alert Rules

Integration and Reporting

Accounting System Sync
Call Logging Integration
Slack Notification Routing
Custom Insights Dashboards
Team Enablement and Handover

Client Overview

The client designs and installs commercial solar systems for warehouses, factories, and retail parks across the UK. Their deals are large, technical, and slow to close. A single project can involve a site survey, an engineering review, a finance discussion, and several rounds of revised pricing.

The company had used Pipedrive for four years. It started as a simple contact list for two salespeople. By the time they came to us, fourteen people were working in it, including sales, survey coordinators, and the finance team. Nobody had ever gone back to redesign the account for that size of team.

The result was a CRM that everyone opened, but nobody trusted. Deals sat in stages that no longer matched how the business actually sold. Quotes were built in spreadsheets outside the system. Managers built their forecasts by asking reps directly instead of pulling a report.

They did not want to replace Pipedrive. They liked the tool. They wanted it to finally work the way their business worked. That is where TRooInbound came in as their CRM and RevOps partner.

Their Challenges

The pipeline no longer matched the sales process: One pipeline covered every deal type, from a small rooftop install to a multi-site contract. Stages were vague, so two reps could look at the same deal and put it in different places. Forecasting was guesswork.
Custom fields had grown out of control: The account held 94 custom fields. Many were duplicates created by different team members over the years. Reps skipped most of them, which meant the data behind every report was incomplete.
Quoting happened outside the CRM: Every proposal was built manually in a spreadsheet, then exported and emailed. Pricing errors slipped through. Version control was a constant problem, and finished quotes were rarely attached back to the deal record.
Nothing connected to anything else: Calls were logged by hand or not at all. Website enquiries arrived in a shared inbox and were copied into Pipedrive later, sometimes days later. Invoices lived in Xero with no link back to the deal that produced them.
Follow-ups depended on memory: There were no automated reminders. If a rep forgot to chase a survey booking, the deal simply went quiet. Leadership had no way to spot a stalled deal until the month-end review.
Reporting was manual and slow: Building a single pipeline report took the operations manager most of a day, and the numbers were out of date by the time they reached the leadership meeting.

Our Strategies

We began with a two-week audit of the Pipedrive account and a working session with each team. We mapped how deals actually moved, not how the pipeline said they moved. That gap became the blueprint for the rebuild.

Split one pipeline into three

Separate pipelines were created for standard installs, large multi-site projects, and maintenance renewals. Each pipeline got its own stages with clear exit criteria written into the stage description, so every rep knew exactly what had to be true before a deal moved forward.

Cut the field clutter

Of the 94 custom fields, 38 were archived, and 21 were merged. The remaining fields were grouped and set as required at the specific stage where the information is actually known. Reps now fill in less, and what they fill in is reliable.

Cleaned the data before automating anything

Duplicate organizations and contacts were merged. Dormant deals older than eighteen months were archived with a clear tag so historical reporting stayed intact. Automating a messy database only spreads the mess faster, so this step came first.

Built the automation layer

Workflow automations now create the survey task the moment a deal enters the qualification stage, assign it to the right coordinator by region, and notify that coordinator in Slack. When a proposal is sent, a follow-up activity is scheduled automatically. Deal rotting rules flag anything untouched for ten days.

Moved quoting into Pipedrive

Smart Docs templates were built for each system size and finance option. Pricing pulls directly from deal fields, so a quote is generated in a few clicks and saved against the deal record. Signature tracking tells reps the moment a document is opened.

Connected the surrounding tools

Aircall was integrated, so calls log against the right contact automatically. Website forms feed straight into the Leads Inbox with source tracking attached. Xero was linked through Make, so a won deal creates a draft invoice and payment status flows back to the deal.

Our Planned Solutions

Beyond the build, our team focused on making the system stick.

Custom Insights dashboards were created for three audiences. Reps see their own activity and open deals. Managers see stage conversion and rotting deals. Leadership sees a live forecast split by pipeline and region.

We ran role-based training sessions rather than one large group session, so each team learned only what applied to their work. Short reference guides were left behind for new starters.

We also agreed a simple governance rule with the client. New custom fields and new automations now go through a single owner. This stops the account drifting back into the clutter it started with.

The Result

The rebuild delivered clear gains across sales speed, data quality, and visibility.

55% Reduction in Deal Admin: Automated tasks, logging, and follow-ups removed most manual updates from the rep workday.
65% Faster Quote Turnaround: Smart Docs templates replaced spreadsheet quoting and cut proposal time from days to hours.
40% Fewer Custom Fields: Field cleanup improved data completeness and made records far easier to read.
3x Faster Reporting: Live dashboards replaced a full day of manual report building each week.
30% Improvement in Forecast Accuracy: Clear stage criteria and split pipelines gave leadership numbers they could act on.
100% Call and Enquiry Capture: Aircall and web form integrations ensured no activity or lead went unrecorded.
25% Increase in Follow-up Completion: Automated activities and routing alerts stopped deals going quiet unnoticed.
90% Team Adoption Within 6 Weeks: Role-based training and a simpler interface drove quick, lasting uptake.

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