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Pipedrive vs. Trello

Picking the perfect software or stack for a business model can still be tricky for most people, especially nowadays when the market offers a product for every department or automation need. Yet, even though people don’t know what to choose between Pipedrive and Trello, they must first understand that even though they are two excellent platforms that businesses use to make their work easier, these two are still quite different and made for different use cases. Thus, for this comparison between Pipedrive vs. Trello, first, it is important to understand the needs of your business, whether you want to work better with your team, manage sales, or keep track of your projects.

Pipedrive vs. Trello – General Overview

First, Pipedrive is a CRM platform designed exclusively for sales teams, offering a range of innovative and easy-to-use tools and features to help them better manage their pipelines. With Pipedrive, sales professionals can seamlessly track, analyze, and optimize their deals, gaining valuable insight into their sales performance. Their advanced technology makes it a highly efficient solution that simplifies sales and helps teams close deals, generating revenue more effectively.
Yet, even though Pipedrive is primarily designed as a CRM platform and focuses on sales pipeline management, its customizable nature and workflow automation features allow for a degree of adaptation to project management tasks, especially for teams related to sales activities, not the content department to say.

On the other hand, Trello is an agile and adaptable project management tool that leverages Kanban boards to help teams visualize their workflow and streamline their work process. Its intuitive interface and seamless design make it a powerful ally for project management and team collaboration. Trello’s versatility and flexibility make it a trusted tool for managing complex projects and workflows. Yet, Trello can be adapted for use as a CRM system, although it is not explicitly designed for this purpose. However, if you have a business that requires a more complex CRM, Pipedrive is more suitable.

Now that I hope everything is clear, to sum up, Pipedrive is a CRM, and Trello is a project/task management tool. Each can play the role of the other but with some restrictions. However, having both together is great as a stack of tools for the business, as they can be used for different needs.

Pipedrive vs. Trello – In-depth feature analysis

Regarding their features, both platforms check all the important ones for their category. Here are the main features of Pipedrive:

  • Customizable sales pipelines – Pipedrive’s core strength lies in its customizable sales pipelines, allowing users to tailor their sales process’s stages. This level of customization ensures that the platform can adapt to any sales strategy, making it easy to visualize and manage deals through each phase of the sales cycle.
  • Lead & Deal management – Efficiently manage leads and deals with detailed information. Capture leads from various sources directly into Pipedrive, ensuring no opportunity slips through the cracks. Utilize the platform’s robust filtering options to segment and prioritize deals effectively.
  • Automation & AI-powered insights – Automate routine administrative tasks, such as sending follow-up emails or updating deal statuses, to save time for more critical sales activities. Pipedrive’s AI features offer predictive insights on deal success probabilities and suggest actions to improve sales outcomes.
  • Advanced reporting & Analytics – Access comprehensive reporting tools to track sales performance, monitor goals, and analyze metrics like conversion rates and average deal size. Custom reports allow for granular data analysis, helping teams identify trends and make informed decisions.
  • Email integration & Communication tracking – Seamlessly integrate your email with Pipedrive, enabling you to send, receive, and track communications within the platform. This feature ensures that all interactions with leads and customers are logged and accessible, providing a complete overview of each relationship.

Now, let’s see what Trello has to offer:

  • Boards, lists, and cards – At the heart of Trello’s simplicity are its boards, lists, and cards. Each board represents a project, lists within boards categorize tasks, and cards manage individual tasks. This structure provides a clear visual overview of a project’s status, deliverables, and deadlines.
  • Customizable workflows – Trello’s flexibility allows users to customize workflows to match their team’s processes. Whether it’s a software development sprint, editorial calendar, or customer support tickets, Trello can be tailored to fit a variety of workflow types.
  • Power-Ups – Extend Trello’s functionality with Power-Ups—add-ons that integrate third-party apps and services like Slack, Google Drive, and Jira into your boards. Power-ups enhance Trello’s capabilities, allowing for a more comprehensive project management solution.
  • Automation with Butler – Trello’s built-in automation tool, Butler, enables teams to automate everyday tasks and workflows. Create rules, scheduled commands, and custom buttons to reduce manual effort and increase efficiency. Butler can automatically assign tasks, move cards based on triggers, and more.
  • Collaboration features – Trello promotes team collaboration through features like comments, @mentions, and shared boards. Real-time notifications keep everyone updated on task progress and changes, ensuring that team members are aligned and informed.

Here is a side-by-side comparison table highlighting the key features of Pipedrive and Trello.

Feature
Pipedrive
Trello
Core Functionality
Sales CRM focusing on pipeline management and sales processes.
Project management platform with a focus on task and workflow organization.
User Interface
Visual pipeline view for managing deals.
Kanban board layout for organizing tasks and projects.
Customization
Highly customizable pipelines, fields, and sales activities.
Boards, lists, and cards are customizable to adapt to various workflows.
Task and Project Management
Task management tied to sales goals and deals.
Task management through cards, with checklists and due dates.
Automation
Robust automation of sales activities and tasks.
Butler for automation of board and card actions.
Integration and Extensions
Integrates with email, plus numerous sales and marketing tools.
Power-Ups expand functionality by integrating with other apps and services.
Collaboration Tools
Team collaboration through deal discussions and shared activities.
Collaboration via comments, attachments, and shared boards.
Reporting and Analytics
Comprehensive sales reporting and analytics.
Basic reporting capabilities, enhanced with Power-Ups for analytics.
Lead Management
Dedicated lead and deal management features.
Not specifically designed for lead management but can be adapted.
Email Integration
Direct integration with email for seamless communication.
Email-to-board features and integrations via Power-Ups.
Mobile App Availability
Yes, with full functionality.
Yes, with a focus on task and project management on-the-go.

Which one offers better features?

If you are still asking which one to use, then you don’t understand that people compare apples with pears, yet both can make a nice dessert. Both Pipedrive and Trello offer powerful features to boost productivity and streamline workflows. First, Pipedrive has some awesome tools that help sales teams manage leads, deals, and the whole sales process, while Trello is great for teams who want to work together on different projects and need a flexible way to manage them.

Ultimately, the choice between Pipedrive vs. Trello should be based on your business needs—whether you’re looking to boost your sales pipeline efficiency or need a versatile project management tool for team collaboration.

The table below highlights the unique features of Pipedrive and Trello, providing a focused comparison of each platform.

Feature
Pipedrive
Trello
Sales Pipeline Management
Visual, customizable sales pipelines for tracking deals.
Not applicable.
Lead & Deal Management
Dedicated tools for managing leads and progressing deals.
Tasks can be adapted for lead tracking but not dedicated.
Automation & AI Insights
Sales-specific automation and AI-driven sales insights.
General task automation with Butler; no AI insights.
Reporting & Analytics
Advanced sales reporting and analytics for performance tracking.
Basic reporting; advanced analytics via Power-Ups.
Email Integration
Deep email integration for seamless communication within sales processes
Basic email integration for task creation and updates.
Goal Tracking
Set and track sales goals and activities.
Goal tracking possible through tasks but not built-in.
Project Management Tools
Primarily focused on sales activities; not designed for general project management.
Comprehensive project and task management features.
Custom Fields & Activities
Extensive customization for sales processes.
Customizable cards for tasks; limited custom fields without Power-Ups.
Collaboration within Deals
Built-in feature for team collaboration on sales deals.
Collaboration via card comments and attachments.
User Interface
Sales-focused dashboard and pipeline views.
Kanban-style boards for visual project management.

Does Trello have a CRM system?

Trello itself is not designed as a CRM system. Its primary role is a project management and collaboration tool that utilizes Kanban boards to help teams organize tasks, projects, and workflows. However, due to its highly customizable nature, Trello can be adapted to function as a basic CRM system.

Adapting Trello as a CRM

Businesses can create boards to manage customer interactions, sales pipelines, or client projects by leveraging the following features:

  • Cards for individual clients or leads containing all relevant information, communication logs, and tasks related to that client.
  • Lists to represent different stages of the customer journey or sales pipeline, such as “New Leads,” “In Progress,” “Won,” or “Lost.”
  • Custom Fields Power-Up to add specific information to each card, like contact details, deal value, or next steps.
  • Automation (Butler) to move cards between lists based on certain triggers (e.g., when a task is marked as complete, moving a client to the “Follow-Up” list), or to remind team members to reach out to clients periodically.
  • Integrations with other tools like email, calendar apps, or dedicated CRM platforms through Power-Ups enhance its capabilities as a CRM system.

Limitations

While Trello can be adapted for CRM purposes and can be quite effective for small businesses or those with straightforward CRM needs, it lacks some of the advanced features found in dedicated CRM software, such as:

  • Detailed lead and customer analytics.
  • Built-in email marketing tools.
  • Advanced sales automation beyond basic task automation.
  • Comprehensive customer data management that allows for complex filtering, segmentation, and analysis.

For businesses looking for more robust CRM functionalities—especially those focused on detailed sales processes, lead scoring, and extensive customer relationship management—a dedicated CRM solution like Pipedrive might be more appropriate.

Can Pipedrive be used for project management?

The answer is yes if we have to give to Caesar what belongs to Caesar. Pipedrive can be adapted for use in project management, even though it is primarily designed as a CRM platform focused on sales and deal tracking. Its features can be “creatively” used to manage projects, especially those that are closely related to sales activities or customer relationships.

Here’s how Pipedrive can facilitate project management:

  • Custom pipelines for project stages – similar to sales pipelines, you can create custom pipelines for different phases of a project (e.g., Planning, Execution, Closure). Each deal in Pipedrive can represent a project or a major task within a project, allowing you to move these “projects” through stages as they progress.
  • Activities & Tasks – Pipedrive allows you to schedule activities and tasks related to each project (deal). You can set deadlines, assign tasks to team members, and track completion, ensuring that project milestones are met on time.
  • Custom fields for detailed tracking – custom fields can be added to deals to track project-specific information, such as the project scope, required resources, budget, or any relevant details crucial for project management.
  • Email Integration and Communication – with its email integration, Pipedrive can centralize project communication. You can attach emails to specific deals, ensuring that all project-related correspondence is easily accessible and organized.
  • Reporting and Analytics – Pipedrive’s reporting features can be used to monitor project progress, resource allocation, and performance. Custom reports can provide insights into project timelines, budgets, and team efficiency.

Limitations for project management

While Pipedrive offers functionalities that can be leveraged for project management, there are certain limitations to consider:

  • Focus on sales – since Pipedrive is designed as a CRM, its core functionalities are tailored to sales processes, which may not fully align with traditional project management needs.
  • Lack of project-specific features – Unlike dedicated project management tools, Pipedrive lacks features such as Gantt charts, project templates, or extensive task dependencies, which are essential for complex project planning and tracking.
  • Pricing – depending on your project management needs, the cost of using Pipedrive primarily as a project management tool might not be the most economical choice, especially for teams that require access to advanced features.

If you’re already using it for CRM and sales, Pipedrive can be used to manage customer projects or workflows. The platform integrates all aspects of customer interactions and projects into one platform. Dedicated project management software may suit detailed planning, tracking, and collaboration.

Pipedrive vs. Trello – Pricing plans overview

Pipedrive is an advanced sales management software that offers a range of features to help businesses manage their sales pipelines more effectively. The software comes with different pricing plans that cater to the diverse needs of businesses. The Essential plan, which costs $21.90 per user per month, provides basic sales management features such as contact and deal management, sales reporting, and email integration. On the other hand, the Professional plan, which costs $59.90 per user per month, offers advanced features such as revenue forecasting, goal setting, and custom report building. The Professional plan also provides advanced integrations with third-party tools such as Google Apps and Zapier.

To help businesses get a better idea of Pipedrive’s offerings, the software provides a 14-day free trial. This allows users to test out the software’s features and see how it can benefit their business before making a subscription. Pipedrive’s advanced features, integrations, and user-friendly interface make it a popular choice for businesses looking to streamline their sales management.

Trello pricing options

On the other hand, Trello is a project management tool that operates on a freemium model. The basic version of the app, which is free, comes with many essential features, including unlimited cards and up to 10 boards per team. This makes it an excellent choice for individuals and small teams who need to manage their projects without breaking the bank. However, if you require more advanced features like unlimited boards, custom fields, and advanced checklists, Trello offers paid plans that start at just $5 per user/month. These premium plans are designed for larger teams and businesses that need more advanced project management features.

With Trello’s paid plans, you get access to features like unlimited boards, custom backgrounds, advanced checklists, and more. You can also integrate Trello with other apps and services, making it an even more powerful tool for managing your projects. Overall, Trello is an excellent choice for anyone looking for a flexible and affordable project management tool. Whether you’re a freelancer, a small business owner, or part of a larger team, Trello has something to offer.

Pipedrive
Trello
Free Plan
No free plan. 14-day free trial available.
Yes, with basic features.
Entry-Level Plan
Essential: $21.90 per user/month.
Standard: $5 per user/month.
Mid-Level Plan
Advanced: $37.90 per user/month.
Premium: $10 per user/month.
Top-Level Plan
Professional: $59.90 per user/month.
Enterprise: $119 per user/month.
Enterprise: $17.50 per user/month.
Main Features
Customizable pipelines
- Email integration
- Activities and goals tracking
Unlimited boards
- Custom fields
- Advanced checklists
Additional Benefits
Revenue forecasting (Professional & Enterprise)
- Custom report builder (Professional & Enterprise)
Unlimited Power-Ups
- Advanced admin and security features (Enterprise)
Support
24/7 support across all plans.
Priority support for Premium and Enterprise plans.
Integrations
Extensive integrations across all plans.
Integrations through Power-Ups; more available in paid plans.
Usage Limits
No limit on the number of users. Pricing is per user.
No user limit on Free. Pricing is per user for paid plans.

Main Benefits of Pipedrive and Trello

To finalize this comparison between Pipedrive vs. Trello, I will recap everything in a short list of the most important benefits that each tool brings to your business:

Pipedrive

  • Sales focus: Tailored specifically for sales teams, offering deep insights and tools to close deals faster.
  • User-friendly interface: Highly intuitive UI that minimizes the learning curve.
  • Customization & Flexibility: Highly customizable to fit various sales processes.

Trello

  • Versatility: It is suitable for a wide range of project types and sizes, from personal tasks to large team projects.
  • Ease of use: Simple, drag-and-drop interface that’s easy to use right from the start.
  • Collaboration-friendly: Designed to enhance team collaboration with real-time updates and integrations.

Final thoughts on Pipedrive vs. Trello

In my opinion, there is no option to choose as these two tools take care of different needs; while one is a CRM, the other one helps businesses manage their task and ease their project’s organization. Yet, if you want to be prepared for your business to go to the next level, you can have both of them as part of your software stack.

If your business priority is optimizing sales processes and tracking deals with precision, Pipedrive is your go-to; sales-centric features and analytics are unparalleled for teams focused on driving sales growth. On the other part, Trello, is ideal for teams seeking a simple yet powerful tool to collaborate and manage workflows across various projects. Ultimately, both Pipedrive and Trello offer exceptional value, empowering businesses with the tools needed to operate efficiently.  Consider your team’s workflow, collaboration needs, and the specific features that will benefit you the most to make the right choice.

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