Categories / Admin & Back-Office
Inquiry and order intake with Zapier
Home decor web store · at least two days of work saved a week
- Task
- stop managing inquiries, custom orders and order processing through email threads
- Result
- at least two full days of work saved each week at current levels
- Tools
- Pipedrive (custom fields, pipelines, automations); Zapier; Shopify; Google Cloud Functions; website forms
- Setup
- website form submissions create deals in a customer-inquiry pipeline → Zapier pushes Shopify orders into Pipedrive → a custom-order pipeline auto-creates the deal and its later stages → Google Cloud Functions handle custom logic between systems
Send this to your AI
A ready-to-send prompt built from this card. Your AI will ask a few questions about your business, then give you a beginner setup plan.
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Help me set this up for my business: "Inquiry and order intake with Zapier".
Example business: UK online store for custom and ready-made curtain poles (small team; previously ran…. Task: stop managing inquiries, custom orders and order processing through email threads.
Reported result: at least two full days of work saved each week at current levels
Tools: Pipedrive (custom fields, pipelines, automations); Zapier; Shopify; Google Cloud Functions; website forms
Setup outline:
1. website form submissions create deals in a customer-inquiry pipeline → Zapier pushes Shopify orders into…
Starter prompt from the guide (use it as a base):
List the Shopify order fields I should push into a CRM deal for a made-to-measure product (customer, items, size, price, notes) and propose matching custom field names and types.
First, ask me up to 5 questions about my business and tools. Then give me a beginner step-by-step setup plan, plus copy-paste prompts/templates I can use. Plain English, and tell me if any step needs a tech helper.
via autopilotbusiness.ai/use-case/curtain-pole-online-store-pipedrive-zapier-google-cloud-functions-web/Step-by-step setup guide
> Cost: Paid. Pipedrive starts at $14 per user per month (annual billing); automations need Growth ($39) or higher, and LeadBooster and Smart Docs come with Premium ($59) or as add-ons on lower plans.
Honest note: Rules, not AI. The "two days a week" is the owner's estimate. The story also used custom Google Cloud Functions code, which this guide leaves out.
Prerequisites
- A Pipedrive account on the plan the steps below need (they say which).
- Admin rights, because pipelines, automations and web forms are admin-only.
Step-by-step setup
Step 1. Add the custom fields you need. Go to Company settings → Data fields, pick the type (deal, person or organization) and add fields for what you want to filter and report on. Choose a field type (single option works best for anything you want to count later).
Step 2. Capture web inquiries with a form. Go to Leads → Web Forms → New Web Form, pick a template, click Create form, style it, and choose whether submissions save as a Lead or a Deal. Then Share and embed → Copy to clipboard and paste the code into your site. Web Forms are part of LeadBooster (Premium and up, or an add-on). Creating one needs deals admin rights.
Step 3. Connect Zapier. In Zapier go to Apps → + Add connection, search Pipedrive, sign in, accept the access request and pick your Pipedrive company. Make a Zap with a trigger from one app and an action from the other (for example Calendly booking → update the deal), test it, and turn it on.
Step 4. Make a custom-order pipeline. Create a second pipeline for custom orders (pipeline edit screen, pencil icon). In Zapier, send Shopify orders tagged custom to it.
Easier: let your AI do it
Pipedrive has an official MCP server, a secure plug that lets an AI chat like Claude look up and update your deals with your permission.
- In Claude, open Customize → Connectors, click +, then Add custom connector. Name it "Pipedrive MCP", paste
https://mcp.pipedrive.ai/mcpand click Add (Claude's free plan allows one custom connector). Pipedrive is also in Claude's connector directory. - Sign in to Pipedrive and click Allow and install.
- Try: "Show me deals that haven't had an activity in 14 days, grouped by owner."
What success looks like
Inquiries and orders live in one place, not an inbox.
Common issues & fixes
- An automation did not fire: importing data does not trigger event-triggered automations (only date triggers and lead updates), so test with a record you create by hand.
- Feature missing from your menu: check your plan; several items here are add-ons on Lite and Growth.
- Duplicate deals: make the Zap look for an existing person first.
Optional: Maintenance
- Monthly: review Zap errors.
Copy-paste prompt
Use this with any AI chat. It helps you map Shopify fields.
List the Shopify order fields I should push into a CRM deal for a made-to-measure product (customer, items, size, price, notes) and propose matching custom field names and types.Sources
- Case: Pipedrive case study (curtain pole store). Credit: the store's owner (vendor-published).
- Pipedrive Help: Workflow automation
- Pipedrive Help: Pipedrive MCP with Claude
- Pipedrive pricing
- Pipedrive Help: Zapier: what it is and how to use it
- Pipedrive Help: Web Forms
Industries: AI automation for E-commerce & Shopify Stores · AI automation for Retail Shops
Results as reported by the source; not independently verified. Community-sourced from public sites and attributed to the source platform. Original author? Ask us to correct or remove it. Read the disclaimer.