Pipedrive deal stage.
Personalized video.
No manual follow-up.
A deal moves to your target stage in Pipedrive. Within minutes, HeyGen renders a personalized video and writes the link back to the deal as a note. Your rep opens the deal and the video is already there.
30 minutes. You leave with a workflow map, an API cost projection, and an integration blueprint.
What we build for you.
Every component required to take a Pipedrive deal event to a delivered personalized video, with nothing falling through the cracks.
Pipedrive webhook listener
Listens for deal stage change events in real time. Signature-verified so spoofed events are rejected before they touch your pipeline. Immediate 200 ACK to Pipedrive, processing handled async.
Contact data extraction
Pulls person name, organization name, deal title, and any custom deal fields you specify from the Pipedrive API. Fields are validated before the render request fires - a missing name produces an alert, not a broken video.
HeyGen render queue
Dispatches the render request to HeyGen with your merge fields mapped to the template variables. Includes retry logic with backoff for rate limit responses and avatar-not-found errors so transient API failures do not drop leads.
Note write-back to deal
On render completion, the video link is written to the Pipedrive deal and person record as a timestamped note. Your team sees it immediately when they open the deal - no separate dashboard, no copy-paste.
Failure alerting
Any render that cannot self-heal after retries surfaces to your Slack channel or inbox with the error details and the deal link. Problems get fixed same day instead of discovered at the end of the month.
Runbook and handover
Architecture diagram, credential inventory, and a 60-minute recorded handover session with your team. You own the system and the documentation. No dependency on us to keep it running.
How it works.
Deal stage triggers the webhook
A rep moves a deal to your target stage in Pipedrive. The webhook fires within seconds. Our listener verifies the signature, ACKs immediately, and dispatches the event to a background queue for processing.
HeyGen renders the video
We pull person name, org name, and any custom fields from the deal record, validate the data, and fire the HeyGen render request. Typical render time is 2-4 minutes. If HeyGen rate-limits the request, the queue retries automatically with backoff.
Note written back to the deal
When HeyGen returns the video URL, our pipeline writes a note to the Pipedrive deal and person record immediately. Your rep opens the deal and the video is already there - ready to send without touching any other tool.
What you need before we start.
Two platform requirements and one content requirement. Everything else is our problem to solve.
Pipedrive Professional or above
Webhook access is not available on Essential or Advanced plans. If you are on a lower tier, the upgrade cost is typically $15-25/user/month - worth checking against your video volume in the audit.
HeyGen with API access
HeyGen Creator plan minimum. You need at least one published template with named variable slots - your avatar, your script structure, your brand. We map your Pipedrive deal fields to those variables.
One deal stage to start
Pick one. Post-demo, proposal sent, or closing - whichever stage has the highest impact on conversion. Additional trigger stages are available as add-on scope after the initial build is live and stable.
Written acceptance criteria before we build. The pipeline passes those tests - deal event fires, video renders, note appears on the deal - or we keep working at no additional cost.
If we cannot meet the criteria, the final milestone is waived and you keep everything built plus all documentation.
Questions
Which Pipedrive plan do I need for webhook access?
Pipedrive Professional or above. The Essential and Advanced plans do not expose the webhook API required to listen for deal stage changes in real time. We confirm your plan tier during the free audit before you commit to anything - if you need to upgrade, we will tell you the exact cost and whether it makes sense for your volume.
Can we trigger on deal changes or contact changes - what is the difference?
Both are supported. A deal trigger fires when a deal moves to a specific pipeline stage - ideal for post-demo follow-up, proposal sent, or closing sequences. A contact trigger fires when a person record is created or updated - better for inbound lead nurture. Most clients start with one deal stage trigger. You can add more triggers as separate scope items after the initial build.
How does the note write-back work exactly?
After HeyGen returns a rendered video URL, our pipeline makes a single POST to the Pipedrive Notes API and attaches the note to both the deal and the person record. The note body includes the video link, the template used, and the timestamp. Your team sees it the moment they open the deal - no dashboard to check, no separate tool to log into.
Can we trigger on a scheduled activity instead of a stage change?
Yes. Pipedrive's webhook events cover activities (created, updated, completed) as well as deal stage changes. If your workflow is: rep logs a call activity > video sends automatically, that is a supported trigger. We scope the exact event type during the audit so the wiring matches how your team actually uses Pipedrive.
Your Pipedrive stages already fire events. We build what happens next.
30 minutes. You leave with your deal stage mapped, your video volume costed, and the write-back architecture diagrammed - whether or not we work together.
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