Pipedrive vs HubSpot: A No-BS Comparison for Sales Leaders

Why this guide

You already know the drill. Your team needs a CRM that helps you create and close pipeline, not a system that slows you down. After six-plus posts on cold calling, dialers, prospecting tools, outbound vs. inbound, and outsourced SDRs, it is time to pull the threads together into one straight answer: should a sales-led company pick Pipedrive or HubSpot?

At Ground Leads, we run both setups for clients across multiple clients. Some are outbound heavy and want a lean stack with tight control over booking. Others grow through content and paid search and want sales, forms, email, and reporting in one place. This guide shows where each CRM shines, where it needs help from add-ons, and what the day-to-day feels like when you are chasing meetings and revenue.

What you can expect here:

• Clear criteria that reflect real workflows: booking speed, reply coverage, no-show rescue, routing, and reporting your leaders will actually read.

• A side-by-side view of core features without fluff.

• Starter stacks you can copy for different team sizes and channels.

• Links to deeper plays from our recent articles, so you can dig in on dialers, prospecting tools, and outbound tactics when you need them.

If you are coming from our posts How to do B2B Cold Calling the Right Way, 5 Powerful Benefits of Outbound Dialing Software, 12 Sales Prospecting Tools, B2B Sales Tools, Inbound vs Outbound Sales, and Outbound Sales in 2025, think of this as the hub that helps you choose the CRM that fits how you already sell. Both platforms can win. The right pick depends on where your meetings come from, how many apps you want to connect, and how much admin time you can spare.

Affiliate disclaimer: This article may contain affiliate links to the mentioned products or services, for which - through no additional cost to you - we may receive a commission. For more information, please refer to our Disclaimer page.

Quick verdict by scenario

You want a fast answer before the deep dive. Here’s how we steer teams after seeing both tools in the wild.

• Small, outbound-led sales team (3–15 seats): Pick Pipedrive with a light stack like Lemlist, a dialer, and a calendar page. It sets up quickly, stays tidy, and keeps reps focused on next steps.

• Marketing + sales under one roof (forms, email, ads, chat): Pick HubSpot. You get capture, nurture, and deals in one place, plus clean handoff from MQL to meeting.

• B2B services firm (quotes and contracts every week): Pick Pipedrive with PandaDoc or Qwilr. Clear stage views and a tight quote-to-sign flow.

• Product-led growth (free trials, event data): Pick HubSpot. Use product events to score, route, and trigger sales follow-ups.

• Complex outbound (territories, SDR to AE): If you want flexible pipelines and quick edits, Pipedrive. If you need stricter rules, lead scoring, and built-in routing, HubSpot.

Quick Verdict by Scenario

Fast picks based on where your meetings come from and how your team works.

Outbound-led team

3–15 reps focused on cold outreach

Keep the stack lean and booking fast with simple stages and clear next actions.

Pick: Pipedrive

Marketing + Sales

Forms, email, chat, and deals in one place

Strong lead capture and nurture with handoff to sales without extra tools.

Pick: HubSpot

B2B services

Quotes and contracts every week

Clean stage views and quick quote-to-sign using PandaDoc or Qwilr.

Pick: Pipedrive

Product-led growth

Trials and product event tracking

Use product events to score, route, and trigger timely sales touches.

Pick: HubSpot

Complex outbound

Territories and SDR to AE handoff

Flexible pipelines point to Pipedrive. Strict rules and built-in routing point to HubSpot.

Pick: It depends

Need help

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What Pipedrive and HubSpot both get right

Both tools solve the same core jobs for a modern revenue team. If you are choosing between them, it helps to know where there is little daylight.

Clean pipeline control. You get clear stage views, easy drag and drop moves, and quick edits. Reps can log a call, send an email, and set the next task without hunting through menus.

Email and calendar sync. Native Gmail/Outlook sync, open and click tracking, and meeting links. You can keep conversations in one place and see them on the deal record.

Tasking that keeps reps on track. Due dates, reminders, and simple queues help reps work the right list each day.

Automations that save clicks. Stage-based rules, simple if/then actions, and templates kick in after forms, calls, or status changes. You can remove busywork without hiring an admin.

Solid app stores. Both have deep app catalogs for dialers, data, quotes, and service tools. If you use Outreach, lemlist, Readymode, Volso, LeadDesk, PandaDoc, or similar, you will find a connector.

APIs that let you wire things up. If you want custom flows or your data team loves scripts, both CRMs have stable APIs and webhooks.

Mobile apps. Log notes after meetings, scan cards, and check the day’s tasks on the go.

Permissions and data safety. Role-based access, audit history, and SSO on higher tiers keep the system clean as you grow.

If you need help choosing a stack around either tool, see our posts on Sales Prospecting Tools, B2B Sales Tools, and Outbound Sales in 2025 for real setups and playbooks you can copy.

Pipedrive and HubSpot: What both do well

Core features you can count on, whichever CRM you pick.

Pipelines

Drag, drop, done

Quick stage moves, fast edits, and clear deal views that keep reps moving.

Email & Calendar

Stay in one thread

Gmail/Outlook sync, tracking, and meeting links tied to people and deals.

Tasks

Never miss a follow-up

Simple reminders and queues that help reps work today’s list with focus.

Automation

Save clicks

Stage rules, templates, and if/then steps that remove busywork.

Apps

Connect your stack

Dialers, data tools, quoting, and service apps are a click away.

APIs

Build custom flows

Stable APIs and webhooks for routing, alerts, and lightweight ops.

Where they differ (that actually matters)

If both CRMs can run a solid pipeline, what tips the scales? Think through the day-to-day. Who sets it up, who lives in it, and what you need beyond deal stages.

Getting started. Pipedrive feels lighter. You can add stages, fields, and basic rules in minutes. HubSpot can feel bigger on day one, but that reach pays off if you plan to bring marketing and service under one roof.

Sales engagement. HubSpot has native sequences with tidy throttles, snippets, and A/B tools. Pipedrive keeps email simple out of the box and leans on add-ons or connections for heavier cadences.

Marketing suite. HubSpot shines here with forms, email sends, pages, and ads. Pipedrive focuses on sales first and keeps the marketing bits lean unless you add extra apps.

Reporting. Pipedrive is quick for rep scorecards and stage moves. HubSpot pulls ahead when you want multi-source views and more complex funnels.

Automation depth. Both save clicks. HubSpot’s workflows can branch and wait on events. Pipedrive’s automations are speedy to set up and cover the common triggers well.

App connections. Both have large stores. HubSpot often has deeper native links. Pipedrive plays nicely with Zapier, Make, and friends for quick wins.

AI helpers. HubSpot offers writing aids and ChatSpot. Pipedrive’s Sales Assistant suggests next steps and flags stuck deals.

Pricing shape. Pipedrive is usually lower per seat and you add what you need. HubSpot starts free, then tiers climb once you switch on more hubs or higher limits.

Pipedrive vs HubSpot: Where they differ

A quick view of what changes your day-to-day.

Dimension	Pipedrive	HubSpot	Best fit notes
Setup & UI	Pipedrive Fast to set up. Simple fields and stages.	HubSpot Broader menus. Pays off if you plan to add more teams.	Best fit notes Pick Pipedrive for speed. Pick HubSpot for scale.
Sales engagement	Pipedrive Email basics out of the box. Heavier cadences via add-ons or apps.	HubSpot Built-in sequences, throttles, snippets, and tests.	Best fit notes HubSpot if you want native cadences. Pipedrive if you prefer a light core.
Marketing suite	Pipedrive Sales first. Add pages and forms with extra apps.	HubSpot Strong email, forms, pages, and ads.	Best fit notes Choose HubSpot if marketing will live in the same system.
Reporting	Pipedrive Clear rep scorecards and deal views.	HubSpot Richer cross-source and funnel views.	Best fit notes Pipedrive for quick sales views. HubSpot for deeper rollups.
Automation	Pipedrive Rules and triggers that are quick to add.	HubSpot Workflows with branches and waits.	Best fit notes Complex handoffs tilt toward HubSpot.
App connections	Pipedrive Big store. Easy wins with Zapier or Make.	HubSpot Large store with many deep, native links.	Best fit notes Both are strong. HubSpot often needs fewer glue apps.
AI helpers	Pipedrive Sales Assistant hints and drafting aids.	HubSpot Writing aids plus ChatSpot queries.	Best fit notes Both help. HubSpot has more breadth today.
Pricing shape	Pipedrive Lower per seat. Add features as you go.	HubSpot Starts free. Costs rise with hubs and limits.	Best fit notes Model your team count and email volume first.

Pricing you can plan for (and the gotchas to watch)

Both tools can fit a healthy sales budget. The real spread comes from how costs grow as you add people, email volume, and extras.

How Pipedrive charges

• Per seat. You choose a tier and pay per user.

• Optional add-ons for data capture, enrichment, web visitor ID, projects, and campaigns.

• Email volume comes from your inbox, so you won’t hit marketing contact tiers inside the CRM.

• Good for teams that want a predictable per-rep bill and only switch on extras they really use.

How HubSpot charges

• Mix of per seat and product hubs. Sales Hub seats plus contact tiers if you add Marketing Hub.

• Some advanced tiers include required onboarding from HubSpot or a partner.

• Email send limits and marketing contact tiers matter as you scale lists and nurture programs.

• Great when sales, marketing, and service will share one system.

Rules of thumb

• If you want sales-only and fast setup, Pipedrive usually lands lower per rep.

• If you plan to run forms, nurture, ads, and help desk in the same place, HubSpot can pay off even if the sticker price is higher.

• Run a 12-month scenario with your expected seats, email sends, and contact growth before you commit.

Pricing at a Glance: Pipedrive vs HubSpot (2025)

License shapes, common add-ons, and what tends to push the bill up.

Area	Pipedrive	HubSpot	Impact on your bill
Base model	Pipedrive Per-user tiers for sales.	HubSpot Mix of per-user seats and product hubs.	Impact on your bill HubSpot can climb faster if you add more hubs.
Marketing email	Pipedrive Sent through your connected inbox or Campaigns add-on.	HubSpot Based on marketing contacts and send limits.	Impact on your bill Large lists favor Pipedrive unless you want full marketing features.
Add-ons	Pipedrive LeadBooster, Web Visitors, Projects, Campaigns.	HubSpot Extra hubs or higher tiers for more features.	Impact on your bill Only buy what you use in Pipedrive. In HubSpot, features sit in higher tiers.
Onboarding	Pipedrive Self-serve or light partner help.	HubSpot Some tiers require paid onboarding.	Impact on your bill Budget a one-time setup if you pick HubSpot Pro or above.
Typical TCO	Pipedrive Lower for sales-only teams.	HubSpot Higher but covers more teams.	Impact on your bill Model 12 months of seats, contacts, and email volume.

Tip: If your pipeline will live in Pipedrive but your cold email runs in a sequencer like Lemlist or Outreach, keep those line items in the same spreadsheet as your CRM license. If your team prefers one vendor to cover forms, nurture, pages, and sales cadences, HubSpot can cut the number of moving parts.

Core sales features your team will touch every day

Picking a CRM is really about what reps click all day. If the pipeline view is clunky, tasks slip. If calendars and email feel glued on, follow-ups lag. Below is a quick tour of the screens that shape daily work and where each tool shines.

Pipeline and deal view

• Pipedrive: Clean, drag-and-drop boards with fast inline edits. Great for quick triage and next-step planning.

• HubSpot: Flexible boards tied to a rich record view. More fields and context on one page, which helps once you have longer cycles or more roles in the mix.

Tasks and follow-ups

• Pipedrive: Simple activity types, color-coded queues, and an “Activities” view that keeps today’s calls and emails front and center.

• HubSpot: Task queues with email and call steps, due dates, and the ability to work a queue from one screen.

Email, tracking, and templates

• Both connect to Gmail and Outlook, log threads to the right deals, and support templates and tracking.

• HubSpot adds stronger template libraries, snippets, and document tracking at higher tiers.

• Pipedrive keeps it lighter and quick, which many small teams prefer.

Sequences and meeting links

• HubSpot: Sales sequences for timed email and task steps, plus meeting links that auto-book to the rep’s calendar.

• Pipedrive: Campaigns add-on for simple sends, plus scheduler links. If you need full sales cadences, pair with a sequencer like Lemlist, then sync outcomes back to deals.

Calling and notes

• Both offer built-in calling on select plans with call logging and recordings.

• Notes, @mentions, and file uploads work well in both, with HubSpot adding playbooks and guided call notes on upper tiers.

Docs, quotes, and e-sign

• Pipedrive: Smart Docs add-on creates quotes and contracts from deal data with e-sign.

• HubSpot: Quotes, product catalog, e-sign, and payment links on Sales Hub tiers, helpful if finance wants everything tied to one system.

Reporting you can act on

• Pipedrive: Visual, fast dashboards focused on deals, stage flow, and rep activity.

• HubSpot: Deeper cross-team reports when you also run forms and campaigns here.

Mobile

• Both have solid iOS and Android apps for quick updates, calls, and voice notes after meetings.

If your reps need speed and clarity, Pipedrive’s board and activity views are hard to beat. If you want cadences, meeting links, content tracking, and marketing in the same place, HubSpot gives you a wider set of built-ins.

Core Sales Features at a Glance

The daily screens reps live in, compared side by side.

Feature	Pipedrive	HubSpot	Notes
Pipeline boards	Pipedrive Fast drag-and-drop, quick edits.	HubSpot Boards with deeper record panels.	Notes Choose speed vs all context on one screen.
Tasks & queues	Pipedrive Clear “Activities” view for today.	HubSpot Task queues with email or call steps.	Notes Both keep reps on a steady rhythm.
Email and tracking	Pipedrive Gmail/Outlook sync, tracking, templates.	HubSpot Richer templates, snippets, doc tracking.	Notes HubSpot wins for larger libraries.
Cadences	Pipedrive Light, often paired with a sequencer.	HubSpot Sales sequences out of the box.	Notes If cadences are core, HubSpot fits better.
Meeting links	Pipedrive Scheduler links for reps.	HubSpot Meeting links with round-robin options.	Notes Both shorten the back-and-forth.
Calling	Pipedrive Built-in caller on select plans.	HubSpot Calling with logging and recordings.	Notes Check minutes and plan limits.
Docs & quotes	Pipedrive Smart Docs add-on with e-sign.	HubSpot Quotes, product catalog, payments.	Notes Finance often favors HubSpot once deals need billing.
Reporting	Pipedrive Clean, quick sales dashboards.	HubSpot Deeper cross-team reports.	Notes Pick by scope and who needs to read the charts.
Mobile	Pipedrive Fast updates, voice notes.	HubSpot Full record access and tasks.	Notes Both are road-friendly.

Reporting, workflows, and marketing fit

Picking a CRM is also a choice about visibility. Do you want quick sales dashboards and simple activity views, or a fuller picture that includes site visits, marketing emails, and ads?

Pipedrive gives reps clean, fast dashboards. Deal velocity, stage conversion, and activity tracking are easy to set up. If you need form fills, newsletter sends, or ad touches in the same view, you usually add a few apps and keep the scope squarely on sales. Many small teams like this because it stays focused and light.

HubSpot shines when sales and marketing sit under one roof. The contact timeline shows emails, calls, pages visited, forms, documents, and meetings in one place. Sales workflows handle reminders and handoffs. If you already run your content and email marketing here, reporting feels stitched together by default. It is more powerful, and it also takes a bit more care to set up well.

If you are still weighing inbound and outbound, hop over to our guides on Inbound vs Outbound Sales and Outbound Sales in 2025. Both explain how reporting changes when you run paid, content, email, calls, and sequences side by side.

Reporting & Workflows at a Glance

What you can see, automate, and act on with each platform.

Area	Pipedrive	HubSpot	Notes
Dashboards	Pipedrive Deal flow, activities, win rates. Quick to set up.	HubSpot Sales, email, site, and ads on shared boards.	Notes Pick speed vs breadth.
Contact timeline	Pipedrive Emails, calls, notes, files.	HubSpot Emails, calls, notes, files, pages, forms, ads.	Notes Helpful if marketing is in the same tool.
Workflows	Pipedrive Task and stage updates, simple rules.	HubSpot Branching rules, sequences, lead routing.	Notes HubSpot goes deeper for handoffs.
Email marketing	Pipedrive Campaigns add-on for simple sends.	HubSpot Full email studio with lists and scoring.	Notes Great if you run nurture here too.
Attribution	Pipedrive Deal-focused reports.	HubSpot Multi-touch models on higher tiers.	Notes Useful once you split budget by channel.
Apps & connections	Pipedrive Large app store, light to connect.	HubSpot Large app store with tight native links.	Notes Both pair well with tools like Lemlist and Readymode.
Permissions	Pipedrive Team and field rights, simple sets.	HubSpot Granular rights across hubs.	Notes Matters once you add more roles.

Sales engagement and dialer options

If your reps live in email and on the phone, the “sales engagement” layer matters a lot. Here is how each platform handles sequences, calling, and the tools that plug in around them.

Pipedrive keeps engagement lightweight in the core app: strong email templates, tasks, and a native click-to-call “Caller” on many plans. You can log calls, record in supported regions, and push notes straight to the deal. For true multistep outreach, most teams add a specialist tool such as Lemlist, Outreach, Salesloft, or Apollo. Dialers like Aircall, JustCall, CloudTalk, Readymode, Volso, and LeadDesk connect cleanly through the marketplace.

HubSpot bakes more of this in. Sales Hub Professional includes Sequences for 1-to-1 emails plus auto-tasks, templates, snippets, and meeting links. There is built-in calling with pooled minutes, plus call recording and transcription on higher tiers. If you want power dialing or advanced call routing, tools like Aircall, Dialpad, JustCall, Readymode, Volso, and LeadDesk slot right in. Because marketing lives in the same suite, you also see how nurtures, pages, and ads interact with rep outreach.

If outbound calling is a key motion for you, pair this section with our guides on B2B cold calling done right and the benefits of outbound dialers. For a wider tool stack, see 12 Sales Prospecting Tools and the Outbound Sales Playbook.

Sales Engagement & Dialers at a Glance

What comes built-in and when to add a specialist tool.

Area	Pipedrive	HubSpot	Notes
1-to-1 email sequences	Pipedrive Add-on via tools like Lemlist, Outreach, Salesloft, Apollo.	HubSpot Built in (Sales Hub Pro+).	Notes HubSpot wins if you want native sequences.
Calling inside CRM	Pipedrive Native Caller, call logs, recording in supported regions.	HubSpot Built-in calling, pooled minutes, recording on higher tiers.	Notes Both pair well with Aircall, JustCall, Dialpad.
Power dialer	Pipedrive Partner Readymode, Volso, LeadDesk.	HubSpot Partner Readymode, Volso, LeadDesk.	Notes Use a specialist for high-volume calling.
Templates, snippets, tasks	Pipedrive Email templates, task automations, easy logging.	HubSpot Templates, snippets, auto-tasks, meeting links.	Notes Both cover the basics well.
Conversation intelligence	Pipedrive Partner Gong, Chorus, Claap, others.	HubSpot Native transcripts on higher tiers or partner tools.	Notes Pick native or your preferred CI vendor.
Outbound add-ons	Pipedrive Lemlist Outreach Salesloft	HubSpot Sequences + same partners	Notes Both ecosystems are mature.

Marketing, automation, and CMS

This is where the two platforms stop being similar. Pipedrive is a sales-first CRM with a simple email marketing add-on and lots of partner apps to round things out. HubSpot is a full go-to-market suite that covers email, forms, landing pages, blog, SEO tools, ads, live chat, chatbots, and rich visual workflows for nurture and lead scoring. If inbound is a core growth lever, HubSpot saves you from stitching together five different tools. If your website and marketing stack already live elsewhere and you mainly need a clean sales hub, Pipedrive stays lighter and cheaper.

A few practical checkpoints:

• Email + nurture: Pipedrive’s Campaigns add-on handles broadcasts and basic drips. HubSpot’s Marketing Hub supports branching workflows, behavior triggers, and deep segmentation out of the box.

• Forms and landing pages: Pipedrive leans on embedded forms or third-party builders. HubSpot lets you build pages, pop-ups, and progressive forms with native analytics.

• ABM: HubSpot has target account lists, buying roles, and ads audiences. With Pipedrive you can mimic this with filters plus enrichment tools, but it is more manual.

• CMS: HubSpot’s CMS Hub gives you themes, membership, staging, and built-in A/B testing for pages. Pipedrive does not try to be your website.

If you’re evaluating this section, pair it with our inbound guides: SEO & Lead Generation and Inbound vs Outbound Sales. And if you want someone to wire the whole thing together while your reps stay on the phones, our team at Ground Leads can run both inbound and outbound under one roof.

Marketing & Inbound: What You Get

Email, pages, forms, nurture, ABM, and website options at a glance.

Area	Pipedrive	HubSpot	Notes
Email marketing	Pipedrive Campaigns add-on broadcasts + simple drips	HubSpot Built in with rich segmentation	Notes For heavier email, HubSpot is stronger.
Workflows & nurture	Pipedrive Basic automations or partner tools	HubSpot Visual workflows with triggers and branches	Notes Good fit if you score and route leads often.
Forms & pop-ups	Pipedrive Embeds or third-party forms	HubSpot Built in forms, pop-ups, progressive fields	Notes HubSpot tracks form fills to deals by default.
Landing pages	Pipedrive Use your CMS or a builder like Unbounce/Webflow	HubSpot Built in with A/B and personalization	Notes Fewer tools to manage with HubSpot pages.
CMS / Website	Pipedrive No CMS	HubSpot CMS Hub themes, blog, SEO tools	Notes Use if you want marketing + site together.
ABM features	Pipedrive Filters + tags; partners for depth	HubSpot Target accounts, buying roles, ads audiences	Notes Handy for account-based motions.
Chat & bots	Pipedrive Via partners	HubSpot Live chat and bot builder	Notes Connects straight to CRM and Sequences.

Quick take: If your growth plan leans on content, SEO, ads, and nurture, HubSpot gives you the lot in one place. If you already have a website stack you like and you just want a fast, focused deal pipeline, Pipedrive fits well and can borrow what it needs from partners.

App ecosystem and connections

Both CRMs play well with other tools, but they play in different leagues. Pipedrive’s marketplace covers the everyday sales stack and leans on partners for anything outside core CRM. HubSpot’s App Marketplace is larger, with deeper native syncs to marketing, service, and ads. If your go-to stack is already set and you just need clean handoffs to email, calls, and billing, Pipedrive is plenty. If you want one hub that ties together ads, site, chat, service desk, and revenue ops, HubSpot has more out of the box.

A few buying notes:

• Email and calendar: Both connect to Google and Microsoft. HubSpot adds meeting links with round-robin and routing rules at higher tiers.

• Calling and meeting capture: Both connect to dialers like Aircall and Zoom. HubSpot can auto-log recordings and transcripts into records on the higher plans.

• Data and enrichment: Pipedrive often pairs with Apollo, Clearbit, or Cognism. HubSpot has native company data plus strong partner options.

• Automation bridges: Both support Zapier, Make, and webhooks. HubSpot’s API surface is broader if you plan custom apps.

App Ecosystem & Connections

Email, calendar, dialers, data, forms, and APIs at a glance.

Area	Pipedrive	HubSpot	Notes
Marketplace size	Pipedrive Hundreds sales-focused apps	HubSpot Thousand+ sales, marketing, service	Notes HubSpot is broader across teams.
Email & calendar	Pipedrive Google & Microsoft sync, meeting links	HubSpot Google & Microsoft sync, round-robin routing	Notes Both cover the basics well.
Dialers & meetings	Pipedrive Aircall, CloudTalk, Zoom, Teams	HubSpot Aircall, Zoom, Teams, native call logging	Notes Deeper call data in HubSpot at higher tiers.
Data providers	Pipedrive Apollo, Cognism, Clearbit, Kaspr	HubSpot Company data native, plus Apollo, Cognism, Clearbit	Notes Both pair well with enrichment tools.
Forms & pages	Pipedrive Embeds, Webflow, Unbounce, Typeform	HubSpot Native forms and pages, plus Typeform, Webflow	Notes HubSpot removes extra builders if you want.
Automation bridges	Pipedrive Zapier, Make, webhooks	HubSpot Zapier, Make, webhooks, private apps	Notes API surface is wider in HubSpot.
Support & helpdesk	Pipedrive Freshdesk, Zendesk, Intercom	HubSpot HubSpot Service Hub, Zendesk, Intercom	Notes Service Hub ties tickets to deals natively.
Billing & quotes	Pipedrive PandaDoc, DocuSign, Stripe	HubSpot Quotes, payments, PandaDoc, DocuSign, Stripe	Notes HubSpot has native quotes and payments.
API basics	Pipedrive REST, webhooks, custom fields	HubSpot REST, webhooks, custom objects and fields	Notes Custom objects give HubSpot extra modeling power.

Data model and customization

How your CRM stores and shapes data decides what you can report on, automate, and control. Pipedrive keeps it simple: deals, contacts, companies, activities, a few add-ons, and custom fields on top. HubSpot goes further with custom objects, flexible associations, and more control over layouts and permissions. If your team wants a fast setup with clear pipelines, Pipedrive feels light. If you plan complex handoffs, multi-product motions, or heavy reporting across custom records, HubSpot gives you room to grow.

A few quick realities:

• Custom fields: Both handle them well for deals, people, and companies.

• Custom objects: HubSpot supports fully custom records. Pipedrive does not.

• Layouts and views: Pipedrive is streamlined and fast. HubSpot lets you tailor record views by team.

• Permissions: Both have role and field controls. HubSpot’s granularity goes deeper on higher tiers.

• Automation targets: More record types in HubSpot means more places to trigger and update.

Data Model & Customization

Fields, objects, layouts, and control at a glance.

Area	Pipedrive	HubSpot	Notes
Core records	Pipedrive Deals, People, Organizations, Activities	HubSpot Deals, Contacts, Companies, Tickets, more	Notes HubSpot covers sales and service natively.
Custom fields	Pipedrive Yes on core records	HubSpot Yes on all standard and custom	Notes Both support dropdowns, numbers, dates, etc.
Custom objects	Pipedrive Not available	HubSpot Available with full associations	Notes Useful for subscriptions, assets, or partners.
Record layouts	Pipedrive Simple, fixed structure with sections	HubSpot Configurable sections, tabs, conditional view by team	Notes More tailoring in HubSpot at higher tiers.
Permissions	Pipedrive Roles, visibility, field-level on higher plans	HubSpot Granular roles, teams, field and object rights	Notes Stronger control if you split teams by region or unit.
Automation targets	Pipedrive Deals, activities, people, companies	HubSpot All record types, including custom	Notes Wider trigger options in HubSpot.
Data quality	Pipedrive Required fields, duplicates, basic rules	HubSpot Required fields, duplicates, validation rules	Notes Both can keep reps honest with required inputs.

Pipeline management and forecasting

Both tools can show a clean, step-by-step pipeline and let reps drag deals from stage to stage. The difference shows up once you add quotas, regions, and leaders who want a forward view of revenue, not just a list of open deals.

Pipedrive is activity-first. You get fast kanban boards, multiple pipelines, color-coded activities, and “rotting” alerts when deals sit too long. Forecasts are simple and clear: expected close date, value, probability, and a goal tracker. If your team loves living in a board view and running tight follow-ups, Pipedrive feels right at home.

HubSpot layers on more control. You can build separate pipelines per segment, define stage properties, add forecast categories, set team and rep goals, and roll everything up for weekly calls. Revenue can be tied to products, split across months, and grouped by business unit. If finance needs a clean forecast and sales ops wants guardrails, HubSpot fits that need.

Quick guidance

• Running a lean, founder-led team that books straight to one pipeline: start with Pipedrive.

• Managing multiple teams, products, or regions with a formal forecast call: lean to HubSpot.

• Either way, keep stages crisp, define exit criteria, and enforce next steps on every deal.

Pipeline & Forecasting

Boards, goals, and forecast control compared side by side.

Area	Pipedrive	HubSpot	Notes
Pipeline views	Pipedrive Fast kanban with drag-and-drop; multiple pipelines	HubSpot Kanban and table; separate pipelines per team or unit	Notes Both are smooth for daily use.
Stage rules	Pipedrive Simple stage setup with rotting alerts	HubSpot Required fields, stage exit rules, team-based views	Notes More guardrails in HubSpot.
Forecasting	Pipedrive Weighted totals, goals, expected close dates	HubSpot Forecast categories, rollups by rep and team, quota views	Notes Leaders get more structure in HubSpot.
Products & revenue	Pipedrive Deal value, basic products add-on	HubSpot Line items, recurring revenue, revenue schedule	Notes Helpful for multi-year or subscription sales.
Activities & follow-up	Pipedrive Strong activity planning and reminders	HubSpot Tasks tied to stage rules and playbooks	Notes Pipedrive shines for rep focus.
Leadership views	Pipedrive Simple forecast and goal tracker	HubSpot Team dashboards for pipeline health and commits	Notes Cleaner weekly forecast calls in HubSpot.

Automation, sequences, and email

Both CRMs let you sync inboxes, send tracked emails, and set up follow-up steps that fire without manual work. The split comes down to depth and control.

Pipedrive keeps it simple. Workflow Automation can create activities, move deals, update fields, send emails from templates, and notify owners. Sequences are basic but easy to set up. If you want reps to live in one screen, tick off tasks, and keep deals moving, it works well.

HubSpot goes deeper. Sales Sequences handle multi-step outreach with auto unenroll on reply. Workflows can branch on conditions, update any object, call webhooks, and hand off between teams. If you want rules that mirror your sales playbook and reduce admin for large teams, HubSpot gives you more headroom.

Quick guidance

• Solo sellers and small teams: Pipedrive’s built-in automation covers the 80 percent you need fast.

• Growing teams with handoffs and SLAs: HubSpot’s Sequences and Workflows keep steps tight and consistent.

• If outbound is a priority, pair your CRM with a dedicated sequencer. See our picks in 12 Sales Prospecting Tools That Save Time and Triple Your Conversion Rates and our dialing guide in 5 Powerful Benefits of Outbound Dialing Software.

Automation, Sequences & Email

Compare the outreach and workflow muscle you get in each CRM.

Area	Pipedrive	HubSpot	Notes
Email sync & tracking	Pipedrive Two-way sync, opens, clicks, templates	HubSpot Two-way sync, opens, clicks, templates, snippets	Notes Both cover the basics for rep inboxes.
Sales sequences	Pipedrive Simple sequences with tasks and emails	HubSpot Multi-step Sequences, unenroll on reply, auto tasks	Notes HubSpot gives tighter control at scale.
Workflow depth	Pipedrive Create activities, move deals, update fields	HubSpot If/then branches, object updates, webhooks, handoffs	Notes Better for cross-team flows in HubSpot.
Send windows	Pipedrive Schedule sends by time and day	HubSpot Per-step timing, business hours, throttling	Notes Helps with reply coverage and respect for time zones.
Template library	Pipedrive Shared team templates	HubSpot Team templates with folders and permissions	Notes Both support a shared voice for reps.
Who it fits	Pipedrive Lean teams Founder-led sales	HubSpot Multi-team Sales + CS handoffs	Notes Pick based on team size and control needs.

Reporting and dashboards

If your leaders live in dashboards, this is where the two CRMs separate. Pipedrive covers core deal tracking with clear visuals, goals, and activity views. It shines when you want quick answers like “How many demos next week?” or “Which rep needs help today?” HubSpot stretches further across contacts, companies, deals, tickets, and marketing touchpoints. You can build cross-object views, funnel charts, cohort trends, and revenue attribution in one place.

When Pipedrive fits: sales-first teams that want fast, visual tracking without heavy setup.
When HubSpot fits: teams that need board-ready views, multi-team handoffs, and attribution from first touch to closed won.

Reporting & Dashboards

What sales leaders and RevOps get out of each platform.

Area	Pipedrive	HubSpot	Notes
Out-of-the-box views	Pipedrive Pipeline, activities, goals, forecast	HubSpot Full-funnel dashboards across sales, service, and marketing	Notes Pipedrive is fast for daily standups; HubSpot covers board decks.
Custom reports	Pipedrive Build reports on deals, activities, products	HubSpot Build across contacts, companies, deals, tickets, revenue, and more	Notes Cross-object reporting is a HubSpot strength.
Attribution	Pipedrive Basic source tracking for deals	HubSpot Multi-touch attribution and funnel reporting	Notes Helpful when sales and marketing run in one system.
Forecasting	Pipedrive Weighted pipeline and team targets	HubSpot Forecast categories, commit tracking, rollups	Notes Both support targets; HubSpot adds more control for managers.
Dashboards & sharing	Pipedrive Multiple dashboards, easy filters	HubSpot Scheduled emails, permissions, large screen modes	Notes Useful for weekly exec updates in HubSpot.
Who it fits	Pipedrive SMBs Sales-first	HubSpot Multi-team orgs Attribution needs	Notes Pick based on how many teams need to see the data together.

Data model and contact/company hygiene

Clean data makes follow-ups, reports, and handoffs work. Pipedrive keeps things simple with a deal-first model and easy custom fields. It’s quick to set up and fine for teams that mostly work one pipeline and one owner per account. HubSpot maps the full picture across contacts, companies, deals, tickets, products, and custom objects. You can set association labels, require fields at each stage, and catch duplicates before they spread.

When Pipedrive fits: you want a lean setup, one main pipeline, and light enrichment.
When HubSpot fits: you need account hierarchies, marketing-to-sales context in one place, and stronger guardrails for data entry.

Data model and hygiene

Objects, dedupe controls, and entry rules that keep your CRM clean.

Area	Pipedrive	HubSpot	Notes
Objects	Pipedrive People, Organizations, Deals, Activities, Products; custom fields	HubSpot Contacts, Companies, Deals, Tickets, Products, Quotes, custom objects	Notes HubSpot maps more of the customer record in one place.
Associations	Pipedrive Link people, orgs, and deals; simple structure	HubSpot Many-to-many with association labels and rules	Notes Helpful for multi-stakeholder deals.
Duplicates	Pipedrive Email-based merge tools and basic suggestions	HubSpot Duplicate management by email, name, domain, plus review queues	Notes Lower cleanup time at scale in HubSpot.
Entry rules	Pipedrive Required fields on stages, dropdowns, validation hints	HubSpot Required fields by team or pipeline, field formatting, conditional logic	Notes Stronger guardrails for large teams in HubSpot.
Data helpers	Pipedrive Import wizard, labels, basic enrichment via apps	HubSpot Data quality tool, property history, company domain auto-linking	Notes Less manual effort when contacts flood in.
Who it fits	Pipedrive SMB Single pipeline	HubSpot Multi-team ABM	Notes Pick based on handoffs and number of owners per account.

Reporting and forecasting

Leaders live in dashboards. Reps live in their pipeline. Your CRM needs to make both feel easy.

Pipedrive keeps things straightforward: visual sales dashboards, goal tracking, simple revenue forecasts by pipeline, and “deal rotting” that flags inactivity. You can set targets by user or team and see progress without poking through menus. It’s quick to spin up boardroom-ready snapshots for most SMB scenarios.

HubSpot goes deeper. You get custom dashboards with cross-object filters, team and rep-level forecasts, probability weighting by stage, and robust attribution if you pair with Marketing Hub. Enterprise tiers unlock custom datasets, advanced permissions on reports, and forecast categories that match how finance wants to see the quarter. If you need multi-view forecasting across regions or lines of business, HubSpot has the edge.

Pick Pipedrive if you want fast set-up, weekly pipeline reviews, and basic forecast rollups.
Pick HubSpot if you report to a leadership team that wants cohort cuts, product splits, and consistent quarter snapshots.

Reporting & forecasting

Dashboards, forecast views, and pipeline health you can trust.

Area	Pipedrive	HubSpot	Good to know
Dashboards	Pipedrive Prebuilt sales views, custom widgets, easy filters	HubSpot Multi-object dashboards, cross-team filters, scheduled emails	Good to know HubSpot is better for mixed sales and marketing boards.
Forecasting	Pipedrive Weighted pipeline totals and goals by user or team	HubSpot Rep and team forecasts, categories, snapshots, sandboxes at higher tiers	Good to know Finance-friendly views land faster in HubSpot.
Attribution	Pipedrive Basic source fields via custom setup or apps	HubSpot Attribution reports when paired with Marketing Hub	Good to know If you blend inbound with outbound, HubSpot wins.
Pipeline health	Pipedrive Deal rotting, idle alerts, activity views	HubSpot Deal change history, stage velocity, time-in-stage	Good to know Better coaching data in HubSpot for longer cycles.
Sharing	Pipedrive Share links and export PDF/CSV	HubSpot Scheduled dashboard emails and role-based access	Good to know Cleaner distribution options in HubSpot.
Who it fits	Pipedrive SMB weekly reviews	HubSpot Multi-region forecasts Board packs	Good to know Match the tool to how you report up.

Apps and marketplace

CRMs rarely live alone. You will connect your stack for email, calendars, calling, enrichment, scheduling, billing, chat, and BI. The question is how deep those connections go and how fast you can wire them without a consultant.

Pipedrive: A focused marketplace with the essentials for SMB and mid-market. Gmail/Outlook, Zoom, Readymode, Aircall, JustCall, Calendly, PandaDoc, QuickBooks, Make, Zapier, and Webhooks cover most sales-led use cases. Setup is quick, fields map cleanly, and you can keep data tidy without heavy admin.

HubSpot: A giant app store plus native Hubs. Sales pairs tightly with Marketing, Service, CMS, and Ops. The app gallery includes Salesforce, Gong, Chili Piper, Outreach, Salesloft, Aircall, RingCentral, Snowflake, BigQuery, Slack, Stripe, and hundreds more. If you plan to centralize sales and marketing under one roof, HubSpot has more native depth and more advanced connectors.

Pick Pipedrive if you want fast, reliable hookups for a lean sales stack.
Pick HubSpot if your GTM spans sales, marketing, and service, and you want most pieces under one login.

Apps & marketplace

Key connections your team will likely need, with notes on depth and fit.

Category	Pipedrive	HubSpot	Notes
Email & calendar	Pipedrive GmailOutlookZoom	HubSpot GmailOutlookZoom	Notes Both sync mail and meetings. HubSpot adds sequence-level engagement across Hubs.
Dialers & voice	Pipedrive AircallJustCallReadymode	HubSpot AircallRingCentralDialpad	Notes Both cover call logging and click-to-call. HubSpot has more call coaching add-ons.
Sequencing	Pipedrive lemlistMailshake	HubSpot HubSpot SequencesOutreachSalesloft	Notes Pipedrive pairs well with third-party tools. HubSpot includes native steps.
Data & enrichment	Pipedrive CognismClearbitApollo	HubSpot CognismClearbitZoomInfo	Notes Similar coverage. HubSpot can enrich into contacts and companies across Hubs.
Scheduling	Pipedrive CalendlyYouCanBook.me	HubSpot HubSpot MeetingsCalendly	Notes HubSpot’s built-in pages help with calendar-first flows from email and site.
Docs & e-sign	Pipedrive PandaDocDocuSign	HubSpot PandaDocDocuSignQuotes	Notes HubSpot Quotes ties pricing, products, and approvals to deals.
Marketing & ads	Pipedrive Zapier to ad platforms	HubSpot Marketing HubAdsCMS	Notes Sales-only teams are fine on Pipedrive. Blended GTM favors HubSpot.
BI & warehousing	Pipedrive Google SheetsLooker Studio	HubSpot SnowflakeBigQueryDatabricks	Notes Basic exports vs. deeper data feeds for RevOps teams.

If you want a clean, low-lift setup, Pipedrive connects fast to a lean stack. If you run sales, marketing, and support in one go, HubSpot gives you more native depth. Either way, Ground Leads can wire the apps, build calendar-first pages, and run outbound coverage across every time zone so your stack feeds real bookings.

Data model and scalability

CRMs age with your process. The structure you pick today should still work when you add reps, segments, and products next quarter. Here is how each platform handles objects, fields, and growth.

Pipedrive
Built around deals, people, organizations, and activities. You get custom fields on all core objects, multiple pipelines, products, and simple permissions. The shape is easy to grasp and hard to break. API access is clean for exports and light sync jobs. Great for teams that want speed over layers of configuration and do not need complex ownership rules.

HubSpot
Full CRM with contacts, companies, deals, tickets, quotes, products, and custom objects. Strong rules for teams, record partitions, field-level permissions, and audit history on higher tiers. Sandboxes help you test changes before they reach the live database. Suits multi-brand or multi-region setups that need stricter data guardrails.

Pick Pipedrive if you want a tidy schema, fast edits, and you rarely need custom objects.
Pick HubSpot if you expect many teams, stricter access rules, and cross-hub reporting on shared data.

Data model & scalability

Core objects, room to grow, and controls that keep your CRM clean as the team scales.

Area	Pipedrive	HubSpot	Notes
Core objects	Pipedrive DealsPeopleOrgsActivitiesProducts	HubSpot ContactsCompaniesDealsTicketsQuotesProducts	Notes Both cover sales basics. HubSpot adds service and quoting objects.
Custom objects	Pipedrive Not supported	HubSpot Available on higher tiers	Notes Needed for partner records, assets, or multi-entity models.
Custom fields	Pipedrive Yes on all core objects	HubSpot Yes on all objects	Notes Both handle extra data points and picklists easily.
Pipelines	Pipedrive Multiple pipelines with stage-level settings	HubSpot Multiple pipelines with rules and stage-based actions	Notes HubSpot supports stricter stage rules at scale.
Permissions	Pipedrive Simple team and visibility rules	HubSpot Teams, partitions, field-level controls	Notes Helpful when many regions or brands share one CRM.
Change safety	Pipedrive Basic change history	HubSpot Audit history and sandboxes on higher tiers	Notes Safer for large edits and testing in HubSpot.
API & sync	Pipedrive REST API for exports and light jobs	HubSpot Rich APIs and data feeds to warehouses	Notes HubSpot suits RevOps teams with heavier data needs.
Best fit	Pipedrive 1–100 seats. Lean stack. Fast changes.	HubSpot 5–500+ seats. Multi-hub setup. Stricter rules.	Notes Choose based on team size and control needs.

Security, permissions, and compliance

You want control without red tape. Here is how each platform protects data and keeps the right people in the right records.

Pipedrive
Clean, practical controls. Two-factor auth, SSO on top plans, and simple visibility rules by team or owner. Role sets are easy to grasp. You can export, edit, or delete records to meet GDPR requests. Best for small to midsize teams that need guardrails, not a policy maze.

HubSpot
Built for bigger orgs that split access by region, brand, or function. Strong role and team rules, record partitions, permission sets that reach field level on higher tiers, plus audit trails and sandboxes for safer changes. Consent tools and preference centers help with GDPR and CAN-SPAM work.

Pick Pipedrive if you value quick setup and straightforward rules.
Pick HubSpot if you need fine-grained access, stronger audit history, and privacy controls tied to marketing email tools.

Security & permissions at a glance

Access controls, audit safety, and privacy tools that keep data protected as you grow.

Area	Pipedrive	HubSpot	Notes
Login security	Pipedrive 2FASSO on top plans	HubSpot 2FASSO on higher tiers	Notes Both support stronger sign-in on select plans.
Permissions depth	Pipedrive Roles, team visibility, owner-based access	HubSpot Teams, partitions, record and field controls	Notes HubSpot fits larger org charts and stricter access rules.
Audit & change safety	Pipedrive Basic change history	HubSpot Audit history and sandboxes on upper tiers	Notes Safer for big edits and testing in HubSpot.
Privacy tools	Pipedrive Export/delete for GDPR requests	HubSpot Consent tracking, subscription types, preference center	Notes Email compliance work is stronger inside HubSpot’s marketing tools.
Data residency	Pipedrive Vendor-managed hosting	HubSpot Vendor-managed hosting, regional options on select plans	Notes Check plan and region needs during purchase.
Best fit	Pipedrive Small to midsize teams with simple rules	HubSpot Growing orgs that split access by region or brand	Notes Pick controls that match your org chart today and next year.

Pricing, limits, and total cost

Sticker price is only part of the story. Seats, add-ons, limits, and the ops time to keep things tidy all add up. Here is the short version:

• Pipedrive starts lower and stays predictable. Most sales features live inside the core product, with optional add-ons for docs, projects, and lead capture. Good if your team wants clear per-seat costs and light admin.

• HubSpot has a generous free tier, then jumps once you need sequences, custom permissions, and deeper reporting. You also gain tight ties to marketing and service. Great if you plan to run your revenue stack in one place.

Watch the “hidden” items: sequence access by role, calling minutes, API limits on automation-heavy setups, number of dashboards, and the time your team spends connecting tools.

Pricing & total cost at a glance

What you pay for seats, where the extras hide, and who each model fits.

Area	Pipedrive	HubSpot	Notes
Base seats	Pipedrive Lower entry price, clear per-user billing	HubSpot Free CRM to start, higher jump on sales tiers	Notes Pipedrive feels steady as you add reps. HubSpot ramps as you unlock sales features.
Sequences & automation	Pipedrive Included on mid tiers with limits	HubSpot Requires Sales Hub Pro or above	Notes Check who can use sequences and how many enrollments you get.
Calling & minutes	Pipedrive Basic dial from CRM, add minutes or use a dialer	HubSpot Calling on paid tiers, often paired with integrations	Notes Heavy dialing usually leans on third-party tools in both stacks.
Docs & quotes	Pipedrive Smart Docs add-on for quotes and proposals	HubSpot Quotes and payments in Sales Hub tiers	Notes If you send many quotes, model the cost at your volume.
Reporting	Pipedrive Custom dashboards on most plans	HubSpot Strong funnel and revenue views on higher tiers	Notes Advanced multi-pipeline or team views tilt to HubSpot.
Limits to watch	Pipedrive APIs and automation fair-use caps	HubSpot APIs, workflow runs, record partitions	Notes Automation-heavy setups should review API and workflow ceilings.
Typical extras	Pipedrive Add-ons: lead capture, projects, docs	HubSpot Sales Hub add-ons, marketing contacts, sandboxes	Notes Plan for enrichment, dialer, and scheduling tools in both cases.
Best fit	Pipedrive Cost control for focused sales teams	HubSpot Unified revenue stack with marketing and service	Notes Pick the path that matches your go-to-market today and next year.

Bottom line:
Pick Pipedrive if you want lower per-seat costs and a sales-first setup. Pick HubSpot if you plan to run sales, marketing, and service in one system and can make use of the deeper features that come with the price.

Set-up, migration, and rollout: how to switch without chaos

Moving CRMs is less about buttons and more about people and order of operations. Keep the scope tight, pick a pilot group, and chase one outcome at a time: clean deals in clear stages with reps logging the same few fields every time.

Time to value

• Pipedrive: often fastest to stand up. Most teams see clean boards and working email in a few weeks.

• HubSpot: more parts to switch on, so plan several weeks. The upside is tight handoffs with marketing and service once you are live.

Tips that save headaches

• Freeze custom fields until after go-live. Start with the minimum set.

• Rebuild your pipeline with real stage exit criteria and one owner per stage.

• Train with live deals, not slides. Record short clips that mirror daily tasks.

• Set expectations for reps: what to log, by when, and how it is reviewed.

Switching CRMs: step-by-step checklist

What to do in order, how Pipedrive and HubSpot differ, and who owns each step.

Step	Pipedrive notes	HubSpot notes	Owner
1) Scope & pilot	Pipedrive notes Keep it small One pipeline, one team, 5–7 fields max.	HubSpot notes Pick one team first. Align on stages that match your sales steps.	Owner Sales leader + RevOps
2) Clean data	Pipedrive notes Merge duplicates, map core fields only, archive the rest for later.	HubSpot notes Decide company vs contact as the source of truth. Tag records for imports.	Owner RevOps
3) Email & calendar	Pipedrive notes Connect inboxes, set basic templates, confirm link tracking.	HubSpot notes Connect inboxes, set send domains, pick meeting link rules.	Owner Sales ops + IT
4) Pipeline & fields	Pipedrive notes Drag stages, write exit rules, add mandatory fields at key stages.	HubSpot notes Set deal stages and required properties for stage moves.	Owner Sales leader
5) Sequences & tasks	Pipedrive notes Create 1–2 light cadences for top segments, auto-create tasks.	HubSpot notes Turn on sequences for the pilot team, set guardrails by role.	Owner SDR manager
6) Apps & handoffs	Pipedrive notes Connect dialer, meeting tool, and billing if needed.	HubSpot notes Connect forms and chat so leads hit the right queues.	Owner RevOps
7) Training	Pipedrive notes Record 5-minute clips for daily tasks. Practice on test deals.	HubSpot notes Do live roleplay on logging, stage moves, and booking.	Owner Enablement
8) Go-live & review	Pipedrive notes Run a 7-day checklist: pipeline hygiene, task completion, email sends.	HubSpot notes Weekly review: funnel, sequence use, meeting links on pages.	Owner Sales leader + RevOps
9) Expand	Pipedrive notes Add fields and boards only after two clean weeks.	HubSpot notes Roll to more teams once stage rules stick.	Owner RevOps

Rollout timeline and change management

A smooth CRM switch needs a short plan, clear owners, and quick wins in week one. Here is a simple path that keeps your sellers moving while you roll out the new system.

What the rollout usually looks like

• Prep and scope, 1 to 2 weeks: confirm objects, fields, and stages. Map the sales process on one page. Pick your first team to pilot.

• Pilot build, 1 to 2 weeks: set up pipelines, views, and basic automations. Import a small, clean data slice. Connect email and calendar for the pilot team.

• Training and dry run, 1 week: run sample deals end to end. Fix field names, add missing properties, tighten permissions.

• Go live, 1 week: import the full dataset, connect calling and inbox, ship starter reports. Hold daily standups for fast feedback.

• Stabilize and tune, weeks 3 to 6: add missing dashboards, expand teams, and trim admin clicks.

Pipedrive vs HubSpot at a glance

• Pipedrive often goes live faster for single pipeline teams. The UI is simple, and sales picks it up quickly.

• HubSpot can take longer because it covers sales, marketing, and service in one place. The upside is fewer tool swaps later.

Who needs to be in the room

• Sales lead, one or two top reps, a sales ops owner, and someone who can export and clean data. If marketing uses forms or sequences, bring a marketer to the pilot.

Avoid common snags

• Do not migrate junk. Export, dedupe, and archive first. Keep a backup. Ship a “what changed” note with short loom-style videos for each new habit.

CRM rollout roadmap

Phases, owners, and typical timeframes for Pipedrive and HubSpot.

Phase	Pipedrive	HubSpot	Owner
Prep & scope	Pipedrive Map stages, fields, and views. Pick pilot team.	HubSpot Do the same, plus marketing objects if needed.	Owner Sales ops
Pilot build	Pipedrive One pipeline, basic automations, small import.	HubSpot Sales Hub setup, connect inbox and calendar, small import.	Owner Ops + pilot reps
Train & dry run	Pipedrive Run sample deals, fix labels, tighten permissions.	HubSpot Walk through deals, tickets, or forms if used.	Owner Sales lead
Go live	Pipedrive Full import, connect calling, starter dashboards.	HubSpot Import at scale, connect ads and forms if used.	Owner Ops
Stabilize & tune	Pipedrive Add saved filters, tidy fields, shorten clicks.	HubSpot Build cross-team reports, set up handoffs.	Owner Ops + managers

Tip to speed things up
Keep a running change log. Every tweak goes there with a short note on why. Your team will trust the rollout more when they see the plan move forward day by day.

When to switch vs stay put (decision checklist)

Some teams really should not move yet. Others are leaving money on the table by staying where they are. Use this quick pass to see where you land.

Stay put for now if

• Your reps enter data once and sell the rest of the day.

• Reports answer weekly pipeline, owner, and stage questions without spreadsheets.

• Email and calendar are connected and log reliably.

• Admin time is under 2 hours per rep per week.

• Marketing handoffs land in the right stage with the right owner.

Consider Pipedrive if

• You want reps in a clean, fast deal view with minimal clicks.

• Sales is mostly outbound or partner-led and you do not need a full marketing suite.

• Forecasting needs are simple and you prefer saved filters over heavy dashboards.

• You want to go live quickly with one or two pipelines.

Consider HubSpot if

• Marketing, sales, and service all touch the same contacts.

• You need forms, ads, chat, and routing under one login.

• You care about revenue attribution and multi-touch reporting.

• You plan to scale beyond one pipeline and add playbooks over time.

Switch or stay? Quick decision grid

Match common scenarios to the CRM that fits today and tomorrow.

Scenario	Lean Pipedrive	Lean HubSpot	Why
Small sales-led team, no marketing automation	Lean Pipedrive Best fit	Lean HubSpot	Why Simple pipeline, low admin, quick rollout.
Marketing generates leads you must route cleanly	Lean Pipedrive	Lean HubSpot Best fit	Why Forms, ads, chat, and routing live together.
Outbound first, one or two pipelines	Lean Pipedrive Best fit	Lean HubSpot	Why Deal view and saved filters keep reps moving.
Revenue reporting across marketing and sales	Lean Pipedrive	Lean HubSpot Best fit	Why Attribution and lifecycle reports are native.
Fast pilot needed this month	Lean Pipedrive Best fit	Lean HubSpot	Why Shorter setup for core sales use cases.
Plan to scale to multi-team, multi-country	Lean Pipedrive	Lean HubSpot Best fit	Why Handles bigger data models and handoffs.

30-day rollout plan if you decide to switch

You can change CRMs without stalling revenue. Keep the scope tight, pilot on a small group, and ship wins every week.

Prep (2–3 days)

• Pick a single “source of truth” for contacts during the move.

• Freeze list uploads for 48 hours so data does not fork.

• Name one owner across sales, one across marketing.

Week 1 — baseline

• Connect email, calendar, and your primary pipeline.

• Rebuild the top 3 reports leaders use every week.

• Migrate 1 active deal segment only, not your entire history.

Week 2 — pilot

• Put 2–3 reps on the new system.

• Run live outbound for one segment and one meeting type.

• Compare “replies to booked” and hold rate vs your current setup.

Week 3 — expand

• Move the rest of active deals and tasks.

• Import marketing leads and set routing rules.

• Train managers on views, filters, and dashboards.

Week 4 — go live

• Move the full team. Keep a small task force for fixes.

• Hold daily 15-minute standups for one week.

• Ship a change log so everyone knows what moved and why.

Tip: If your motion leans outbound, pair the switch with the playbook in “How to do B2B Cold Calling The Right Way” and “5 Powerful Benefits of Outbound Dialing Software” to protect booking rates during the transition. If inbound is key, sync this plan with “SEO and Lead Generation” and “Local Lead Generation” so handoffs stay clean.

30-Day CRM Migration Plan

Move fast, protect pipeline, and keep reps selling.

Phase	Timeframe	Owner	Key tasks	Done when
Prep	Timeframe Days 1–3	Owner RevOps	Key tasks Choose source of truth, freeze uploads, map fields, export current views.	Done when Field map final, data freeze live
Baseline	Timeframe Week 1	Owner RevOps + Sales Lead	Key tasks Connect email/calendar, create main pipeline, rebuild 3 leader reports, import 1 active segment.	Done when Reps can log and view deals
Pilot	Timeframe Week 2	Owner Sales Lead	Key tasks Put 2–3 reps live, run one outbound segment, compare reply-to-booked and hold rate vs current.	Done when Pilot meets or beats baseline
Expand	Timeframe Week 3	Owner RevOps + Marketing	Key tasks Import remaining active deals, add routing, test forms and chat intake, train managers.	Done when Routing and reports stable
Go live	Timeframe Week 4	Owner Task Force	Key tasks Full team move, daily 15-min standups, change log, punch-list fixes.	Done when Team selling at full speed

Who should pick which CRM

If you need a sales-first tool that reps can learn in a day, Pipedrive is the safer bet. It shines for outbound teams, simple handoffs, and leaders who want clean boards and fast updates. If you want your CRM to power forms, email nurtures, chat, and attribution in one place, HubSpot is the better choice. It suits teams that market and sell from the same hub and plan to grow into a broader platform over time.

A quick way to decide: list the three outcomes you need in the next 90 days. If those goals look like “more held meetings, faster follow up, cleaner pipeline,” lean Pipedrive. If they look like “lead capture to close, email nurtures, campaign tracking,” lean HubSpot. If you are still stuck, book a short call and we will map it with you.

Below is a short matrix you can skim with your team.

Quick Decision Matrix: Pipedrive vs HubSpot

Skim the rows, pick the column that matches your next 90 days.

Situation	Pipedrive	HubSpot
You need reps live this week	Pipedrive Best fit Fast setup, simple boards, low lift.	HubSpot Setup is longer due to more parts.
Outbound heavy motion	Pipedrive Best fit Clean stages, easy activity tracking.	HubSpot Works fine if paired with sales add-ons.
Marketing and sales in one hub	Pipedrive Possible via connectors.	HubSpot Best fit Forms, email, chat, and CRM in one place.
Tight budget this year	Pipedrive Best fit Lower subscription and add-ons.	HubSpot Powerful, with higher total cost at scale.
Deep reporting on campaigns	Pipedrive Good sales reports with add-ons.	HubSpot Best fit Strong contact and deal reporting.
Large app stack to connect	Pipedrive Plenty of connectors in the marketplace.	HubSpot Best fit Very large marketplace and native ties.
Light admin time	Pipedrive Best fit Simple fields, easy views, few clicks.	HubSpot More parts to manage as you grow.
Account-based marketing plans	Pipedrive Can work with third-party tools.	HubSpot Best fit Built to support full-funnel plays.

Which CRM should you pick?

Pick Pipedrive if…

• You’re sales-led and want a clean deal board, fast setup, and low admin.

• Your marketing lives in other tools and you only need light capture and basic email from the CRM.

• Budget is tight, but you still want clear visibility on activities, deals, and one-click apps.

Pick HubSpot if…

• You want marketing, sales, and support in one place with shared objects, forms, and meeting links.

• Inbound is a big growth lever and you care about scoring, nurture, and handoff without duct tape.

• You’re fine paying more to keep everything under one roof and to grow into deeper features later.

What to test before you commit

Run a short pilot in either tool using real data. Push ten leads from capture to closed-won and check:

1. Can reps see next steps without clicking around?

2. Are meetings on the right calendars with the right owners?

3. Do emails, calls, and notes log without manual work?

4. Can managers pull a clean pipeline view and a basic forecast?

5. Does your website form feed the right pipeline with the fields you need?

If any step breaks, fix that first. Fancy add-ons won’t rescue a messy core flow.

FAQs: Pipedrive vs HubSpot

Is Pipedrive cheaper than HubSpot?
Usually, yes. Pipedrive’s paid tiers start lower and scale gently. HubSpot’s free tier is great to test, but paid hubs add up once you need marketing, service, or advanced sales features.

Which one is better for inbound leads?
HubSpot. Forms, scoring, email nurture, and meeting links sit in one place, which makes handoff to sales cleaner.

Which one is better for pure outbound?
Pipedrive. It gives reps a fast board, clear next steps, and light email from the same screen. Pair it with your dialer and sequencing tool of choice.

Can both send quotes and handle e-sign?
Yes. Both have quoting and e-sign options. Pipedrive does it with add-ons and marketplace apps. HubSpot has it natively on higher tiers and through apps.

Do they both connect to tools like Gmail, Outlook, Slack, Zoom, and billing apps?
Yes. Both have large app stores. If a specific app matters, search the marketplace before you choose.

Can I switch later?
You can. Plan a short migration with exports, field mapping, and a pilot pipeline first. Keep both live for a few weeks so reps are not blocked.

What about data limits and custom fields?
Both support custom fields and filters. HubSpot has bigger object models and deeper reporting on higher plans. Pipedrive keeps it simple and quick.

How do reports compare?
Pipedrive reports are quick and easy for day-to-day tracking. HubSpot reporting goes deeper once you add marketing and service data.

Is one better for support teams too?
HubSpot. Its Service Hub gives you tickets, knowledge base, chat, and SLAs in the same portal.

We sell across time zones. Any gaps to watch?
Both handle time zones. The real win is reply coverage and booking pages that respect local hours. That is process, not just software. If you want it set up end to end, Ground Leads can run it across all regions.

Can Ground Leads help us choose and set it up?
Yes. We’ll map your flow, recommend a stack, set up the CRM, and train your team. Then we run outbound and tune your booking pages so more interest turns into held meetings.