Record Express · Pipedrive Migration

Record Express migrated their CRM from HubSpot to Pipedrive, moving complex deal workflows, contact management, and order processing into a purpose-built sales pipeline system.

What was built

The core challenge: Record Express had outgrown HubSpot's structure for their shipping business. Sales reps needed a proper deal pipeline with shipping-specific workflows (quote → order → payment → shipment), custom person/organization linking to handle multiple contacts per account, and integration with their Stripe payment and Log2x shipping systems.

Metawork designed and executed a complete Pipedrive implementation:

Data Migration: Exported all companies and contacts from HubSpot with custom ID mappings, imported into Pipedrive with proper field structure. The tricky part: people linked to multiple organizations (Record Express ships for different customers), solved with Make.com logic to create the correct relationship structure.

Workflow Design: Built a deal pipeline with stages for quote requests, order processing, payment capture, and shipment fulfillment. Each stage has custom deal properties for tracking — shipping costs, payment status, Log2x order IDs, tracking numbers.

Make.com Scenarios: Connected Pipedrive to Stripe and Log2x with automation:

• When a deal moves to "Quote Sent" → log order in Log2x, fetch shipping rates, update deal with options
• When a deal moves to "Order Received" → create Stripe Payment Intent, wait for payment webhook
• When payment succeeds → create shipping order in Log2x, update deal status, send confirmation email
• Scenario failures trigger alerts (Pipedrive notes + Telegram) so issues are caught immediately

Forms & Data Capture: Integrated Pipedrive forms directly into HubSpot checkout page and quote request page to capture new leads and deals without manual entry.