Pipedrive CRM Specialist for Nonprofit Setup

This project is for a public policy nonprofit/think tank that needs to design and implement a sustainable Pipedrive CRM. They work with several types of stakeholders—corporate partners, foundations, individual donors, legislators, and a broader “friends” network—and they host regular events that drive much of their relationship-building and revenue. We already have a detailed requirements document; we’re looking for a Pipedrive specialist who can turn that into a practical, maintainable CRM setup, and advise where to simplify or lean on native features instead of heavy custom builds.

The core goals are to centralize relationship data (people, organizations, and deals), support multiple pipelines (corporate partnerships and grants as a minimum), track event attendance in a structured way, and implement sensible automations for things like legislator engagement tiers, giving rollups, renewals, and follow-up tasks. We also want role-based dashboards that leadership and staff can actually use: executives for revenue and forecasts, development for donors and grants, partnerships for corporate pipeline health, programs for event ROI, and finance for read-only revenue views. Finally, we need light but clear documentation and training so the internal team can own the system long term.

We’d like you to scope and price three levels of implementation—Essentials, Enhanced, and Full Build—based on the deliverables below.

• CRM Architecture & Configuration
• Configure core Pipedrive objects: People, Organizations, Deals, Leads, Activities (including an Event Attendance pattern).
• Create and map key custom fields for:
• Constituency, Policy Interests, State/Region, Source, Email Opt-in/Status, Relationship Owner.
• Corporate partners: Partnership Tier, Total Given to Date, Event Attendance Count, Sponsorships, Renewal Month, Decision Maker(s).
• Foundations: Grant Type, Cycle, Grant Term, Reporting Dates, Total Granted to Date.
• Donors: Cumulative Giving to Date, Last Gift Date/Amount, Giving Capacity.
• Friends: Friend Type, Introduced By.
• Legislators: Legislator Tier (derived), Chamber/Role, Committees, District/State, Event Attendance Count.
• Pipelines
• Set up at least two primary pipelines:
• Corporate Partnerships pipeline (from Targeted through Closed–Won/Closed–Lost).
• Foundations/Grants pipeline (from Prospecting through Awarded/Declined).
• Optional: Donor pipeline OR a streamlined “Donation” deal type and process.
• Event Tracking
• Design and implement an Event Attendance tracking approach using Activities:
• Activity type(s) and naming/date conventions that capture Event Name, Type, and Role (attendee/speaker/host).
• A workflow for importing RSVP lists (CSV or via event platform integration) to create Event Attendance activities linked to People/Orgs.
• Automations & Logic
• Set up core automations using Pipedrive Automations and/or Make/Zapier, including:
• Incrementing Event Attendance counts on People and Organizations.
• Revenue rollups:
• Corporate: Total Given to Date at the Organization level.
• Donors: Cumulative Giving + Last Gift Date/Amount at the Person level.
• Foundations: Total Granted to Date at the Organization level.
• Deal stage change → automatic creation of next follow-up task/activity (with SLA-type due dates).
• Closed–Won (Corporate) → set Organization Partnership Tier and schedule renewal reminders.
• Integrations
• Configure and/or advise on:
• Google Workspace integrations (Gmail and Calendar sync for key users).
• Email marketing connection: either Pipedrive Campaigns or another tool (e.g., Mailchimp) with synced audiences and campaign activity.
• Event platform integration (e.g., RSVP system → Event Attendance activities).
• Optional: Accounting/payment integrations (e.g., Stripe/QuickBooks/Xero) and data enrichment tools (e.g., Clearbit, Clay).
• Reporting & Dashboards
• Build role-based dashboards and reports for:
• Executive leadership (revenue YTD vs goals; forecasts by pipeline and stage).
• Partnerships/corporate relations (pipeline health, stage aging, renewals).
• Development/grants (donor giving ladder, recency/frequency, grant cycle stages, reporting deadlines).
• Programs/events (attendance by constituency/state, event ROI, top repeat legislators by tier).
• Finance (read-only view of Won deals and revenue summaries).
• Data Migration & Data Quality
• Review and advise on data sources: existing spreadsheets, RSVP lists, donation logs, and partnership invoices.
• Prepare and assist with imports to Pipedrive, including:
• People, Organizations, Deals, and Activities (Event Attendance).
• Implement deduplication rules and required fields:
• People dedupe by primary email; Organizations dedupe by domain + name.
• Required fields on creation for contacts and deals; clear naming conventions for deals.
• Documentation & Training
• Produce lightweight but clear documentation:
• Admin configuration guide (fields, pipelines, automations, integrations).
• User playbook (step-by-step for adding/updating contacts, logging events, working deals).
• Brief data dictionary (field names, types, allowed values).
• Provide short recorded walkthrough(s) or a live training session for the internal team.
• Tiered Proposal (Essentials / Enhanced / Full Build)
• Break down your scope and pricing into:
• Essentials: core setup, minimal pipelines/fields, basic dashboards, light automations, basic training.
• Enhanced: full corporate + foundations pipelines, event attendance tracking with imports, core automations (tiers, rollups, renewals), more robust dashboards and documentation.
• Full Build: everything in Enhanced plus wider integrations (events, email, accounting where feasible), advanced segmentation and reporting, and more comprehensive documentation/training.