Comprehensive Pipedrive CRM Build & Integration

Pipedrive CRM Expert Needed – Complete Build, Automation, Smart Docs & monday.com Integration

Freelancer job description

We are launching a new Australian property development advisory business, The Residential Developer, and are looking for an experienced Pipedrive CRM implementation specialist to build our complete sales CRM from the ground up.

This is not a CRM strategy project.

We have already designed the complete system and have a detailed 58-page Pipedrive CRM, Sales & Growth System – Final Go-Live Build Specification covering the required pipelines, fields, lead qualification, automations, sequences, forms, scheduler, products, Smart Docs proposals, dashboards, reporting and integration with monday.com.

We need an experienced specialist who can take our specification and build, test and commission the complete system inside our Pipedrive account so it is ready for our team to use immediately.

ABOUT THE BUSINESS

The Residential Developer is a specialist residential property development advisory business.

Our sales model is deliberately lean.

There will initially be two users operating Pipedrive:

Nathan – Director / Sales

Conducts qualified Development Fit Calls
Determines the appropriate service
Approves scope and fees
Handles substantive proposal discussions
Negotiates and closes opportunities

Dawn – VA / Sales Administration & Qualification

Receives new enquiries
Qualifies prospects before they reach Nathan
Manages CRM administration and data quality
Manages booking administration
Prepares proposals from approved templates
Manages follow-up administration and nurture
Completes Won Deal handover QA

Our delivery team operates in monday.com, not Pipedrive.

Once a Deal is Won, the engagement must be handed over automatically/securely into the correct monday.com workflow.

THE THREE SERVICES

The CRM will sell three primary services:

Development Diagnostic
Development Acquisition
Development Advisory

Each service has its own sales pipeline, Products, proposal template, sales process and monday.com delivery handover.

SCOPE OF WORK

The successful freelancer will be responsible for implementing the complete specification, including:

Pipedrive Premium configuration
Leads Inbox
Person and Organisation configuration
Custom fields and controlled dropdown values
Lead qualification workflow
A/B/C/D lead qualification system
Fit Call Eligibility Gate
Three separate sales pipelines
Deal stages and probabilities
Pipedrive Products
One-time, instalment and recurring revenue configuration where applicable
Deal scoring and prioritisation
Activities and outcomes
Sales automations
Sales Sequences
Lead nurture workflows
Web Forms
Source attribution
UTM/source capture where technically available
Private Pipedrive Scheduler configuration
Gmail / Google Workspace email integration
Google Calendar integration
Google Drive / Smart Docs integration
Email templates
Smart Docs proposal templates
eSignature workflow
Proposal versioning and follow-up workflow
Required/important fields
Won/Lost processes
Nathan sales dashboard
Dawn sales administration/qualification dashboard
Sales forecasting
Revenue reporting
Conversion reporting
Source-to-revenue reporting
Product/service reporting
Cross-sell reporting
Data-quality exception views
User permissions
Security configuration
monday.com integration
Error handling and duplicate protection
Complete UAT/testing
User/admin SOPs
Training
System documentation
SMART DOCS / FEE PROPOSALS

A major component of this project is building our proposal system inside Pipedrive.

We have already written the proposal structure and copy.

You will build branded Smart Docs templates for:

FP01 – Development Diagnostic Fee Proposal & Engagement

FP02 – Development Acquisition Fee Proposal & Engagement

FP03 – Development Advisory Fee Proposal & Engagement

FP04 – Additional Scope / Fee Variation

The proposal system must populate appropriate information from Pipedrive Deal, Person, Organisation and Product data.

The workflow will broadly be:

Qualified opportunity → Product and pricing attached → Smart Docs proposal generated → internal approval → proposal sent → tracked → follow-up → eSignature/acceptance → Won Gate → monday.com handover.

WEBSITE → PIPEDRIVE

Website visitors will not book directly into the Director's calendar.

The intended journey is:

Website enquiry
→ Pipedrive Lead
→ Dawn reviews
→ Dawn contacts prospect
→ Dawn qualifies prospect
→ Fit Call Eligible
→ private Nathan booking link
→ Development Fit Call
→ appropriate sales pipeline.

We already have the required qualification questions, scripts, email copy, form structure and scheduler copy documented.

The successful freelancer will configure this inside Pipedrive and provide the required Web Form/embed information to our web developer.

PIPEDRIVE → MONDAY.COM INTEGRATION

This is an important part of the project.

When a Deal becomes Won, the appropriate client/service information must be transferred into monday.com and routed to the correct service delivery workflow.

The integration must include:

Correct service/project creation
Pipedrive Deal ID as unique external identifier
Required client/project/commercial data
Links to relevant documents
Correct service template/routing
Duplicate protection
Error/retry handling
Confirmation of successful handover
monday.com project/item link returned or recorded in Pipedrive where technically appropriate

We do not want a fragile integration that silently fails.

If the standard Pipedrive/monday.com integration cannot support the required data flow, you must be experienced with Pipedrive Automations/Webhooks, monday.com API and/or appropriate integration middleware.

Any additional paid middleware or Marketplace application must be approved by us before implementation.

IMPORTANT – WE ALREADY HAVE THE SYSTEM DESIGNED

We are not looking for someone to redesign our sales process.

A detailed Final Go-Live Build Specification will be supplied to shortlisted candidates.

Your role is to:

Build → Configure → Integrate → Test → Document → Train → Commission.

If something in our specification cannot be achieved natively in Pipedrive, we expect you to identify the limitation and recommend the simplest reliable alternative before changing the design.

REQUIRED EXPERIENCE

Please only apply if you have strong practical experience with:

Pipedrive CRM implementation
Pipedrive Premium
Leads Inbox
Custom fields
Multiple pipelines
Products
Recurring Products / instalments
Automations
Sequences
Scheduler
Web Forms / LeadBooster
Smart Docs
eSignatures
Email sync
Google Calendar
Google Drive
Insights / dashboards / reporting
Permissions and CRM administration
Pipedrive Webhooks/API
monday.com integrations/API

Experience building CRM systems for professional services, consulting, property, real estate, development, financial services or other high-value sales businesses would be highly regarded.

DELIVERABLES

We expect the final project to include:

Fully configured live Pipedrive account
All fields/pipelines/products/automations
All supplied copy/templates loaded
Smart Docs proposal system
Website forms ready for embedding
Scheduler configured
Email/calendar integration
monday.com integration
Dashboards and reporting
Data-quality controls
User permissions
Complete testing/UAT
Automation register
Field/data dictionary
Pipeline/Product documentation
Integration documentation
Nathan user SOP
Dawn admin/qualification SOP
Recorded training session
Handover of all credentials/configuration
Removal of freelancer access after completion
Post-launch defect/tuning support
PROJECT ACCEPTANCE

The project will not be considered complete simply because Pipedrive has been configured.

Before final payment we will conduct an end-to-end live test:

Website enquiry
→ Pipedrive Lead
→ Dawn qualification
→ Fit Call eligibility
→ Nathan booking
→ Fit Call
→ Deal
→ Product/pricing
→ Smart Docs proposal
→ acceptance/signature
→ Won
→ monday.com handover.

We will also test exception scenarios including nurture, disqualification, no response, no-show, proposal revision, Lost Deals, repeat clients, cross-sell, failed integration and duplicate handover.

The system must be ready for our team to start using immediately after commissioning.

WHEN APPLYING

Please start your proposal with the words:

“TRD PIPEDRIVE BUILD”

Then answer these questions:

How many complete Pipedrive implementations have you personally built?
Are you experienced with Pipedrive Premium, Products, Smart Docs, Automations, Sequences and LeadBooster?
Have you built a Pipedrive → monday.com integration before? Please explain how.
Are you comfortable working from a detailed functional specification rather than redesigning the CRM?
Can you build and test Web Forms → Leads → qualification → Deals → Smart Docs → Won → monday.com end to end?
What Pipedrive API/webhook/integration experience do you have?
Please provide examples/screenshots/case studies of Pipedrive systems you have personally implemented.
What would you need from us before commencing?
What timeframe would you estimate for a build of this scope?
Do you provide post-launch support after commissioning?

Please do not send a generic CRM proposal.

We are looking for a senior Pipedrive implementation specialist who can demonstrate that they understand the brief, build accurately from documentation and deliver a reliable production-ready system.