Key takeaways
- Pipedrive has no storage page: the deals list view summary gives the number of deals, and you count the rows in the export file of every other item type.
- A global admin exports from Tools and apps > Export data, one item type at a time, as Excel or CSV, and each file is available for 28 days.
- Exports show only what the person running them can see, so a regular user's export can be missing records; activities, notes and files are separate exports.
- You don't need to export anything to apply: have your record count, years of history and user count ready, and the data vendor anonymizes the records before any AI lab sees them.
01
What is Pipedrive data, and why do AI labs and data vendors buy it?
The short answer
Pipedrive data is the history of a company's deals: the leads, deals, people, organizations, activities and notes that a sales team keeps in Pipedrive, a customer relationship management (CRM) system. AI labs (companies that build and train AI models) and data vendors (companies that anonymize business records and package them for those labs) buy an anonymized copy because every deal shows the stages a small sales team moves it through and whether it ended in a win or a loss.
What a Pipedrive account records
A CRM is software where a company tracks everyone it sells to. Pipedrive organizes this work around a pipeline, a row of named stages such as Qualified, Demo and Proposal sent, and each deal is a card that moves from stage to stage until it is won or lost.
Around each deal, Pipedrive stores the people involved, the organizations they work for, the activities scheduled and completed (calls, meetings and tasks), and free-text notes. Leads are earlier, unqualified prospects that can be converted into deals.
Why a deal with its activities teaches an AI model something
An AI model learns by studying a very large number of examples and finding the patterns in them, and those examples are called training data. Public text rarely shows the inside of a sale. A Pipedrive deal shows it: which stage it was in, what the team did next, what the note recorded after each call and how it ended.
AI labs now want to train AI agents, software that carries out a job step by step, and an agent learns a job from records of that job being done. A data vendor can turn anonymized deals into worked examples that an agent studies like an answer key, or into a practice copy of a sales process in which the agent is scored on each attempt. The full mechanism is in AI training data: why AI companies want your company's data.
How Pipedrive fits into a dataset
Pipedrive is usually one of several apps in a company's dataset, next to email, calendar and billing records. Companies are paid $100K to $2M or more per dataset, according to micro1, the data vendor we typically refer companies to. The price covers the whole dataset, not each app on its own, and what your data is worth explains what moves it.
02
Where does Pipedrive show how much data you have?
The short answer
Pipedrive has no single page that shows total data size. The deals list view shows the number of deals in a summary box, and every other item type is counted from the rows of its export file. Sign in as a global admin, because other users see only what their visibility group allows.
How to read your deal count
The deal count comes from a summary box that Pipedrive shows next to every deals view. Each step names the place to click.
- Sign in as a global admin, a role that visibility groups do not restrict.
- Go to Deals, switch to list view and clear every filter.
- Click the small i icon beside the sync button to open a summary box. It lists the total value, the number of deals and the value by currency, as Pipedrive's deal totals page explains.
- Write down Number of deals. That is the total number of deals in the view, and with no filter it is every deal.
How to count everything else
Leads, people, organizations, activities and notes have no summary box, so you count the rows of an export file for each. The export steps below produce those files, and the row count of each file is the record count for that item type.
| Item type | Where the count comes from |
|---|---|
| Deals | The summary box in the deals list view. |
| Leads | Rows in the leads export file. |
| People and organizations | Rows in each file from the Export data tab. |
| Activities and notes | Rows in each file from the Export data tab. |
Why your role changes the number
Pipedrive limits what each user can see, and a count can only cover what the person running it can see. Only global admins see every record. Everyone else sees the items their permission set, visibility group and item visibility settings allow, so a count taken by a regular user will be short.
03
What should you know about your Pipedrive data before you apply?
The short answer
Have three facts ready: your combined record count, how many years Pipedrive has been in use and how many users the account has. They go into the data manifest, the written summary of which apps hold your records, how many years each covers and roughly how much. You don't need to run an export to find them, although the row counts above come from exports.
The record count
Report Pipedrive in records. Give one combined figure: the deal count plus the row counts of the leads, people, organizations, activities and notes files.
The years of history
Sort the deals export by the deal created date, with the oldest first, and note that year. The years between it and today are your history.
The number of seats
Seats are the people who use the account. Count the active users in your company account.
What you don't need to do first
You don't need to export anything to apply, and you don't need to clean or scrub an export. The data vendor anonymizes the records before anyone else sees them, and nothing moves until a lawyer-reviewed license is signed. The application, the intro call and each later step are laid out in how to sell your company's data.
04
How do you export your full Pipedrive history?
The short answer
A global admin exports from Tools and apps > Export data, found in the account menu at the top right, producing an Excel or CSV file for each item type. Pipedrive keeps each generated file for 28 days. Other users can export from list views only when their permission set allows it, and then only what their visibility group lets them see.
Who can export
The by-type exports on the Export data tab are restricted to global admins. A regular user needs the Export data from list views permission, listed in Pipedrive's permission sets, and even then Pipedrive exports only what that user's visibility group allows.
The steps
- Sign in as a global admin.
- Click your account name at the top right and choose Tools and apps > Export data.
- Select the data type you want, such as Deals, Leads, People, Organizations, Activities or Notes, set the format to Excel or CSV, and click Export. The tab also offers Products, Projects and Files.
- Find the file in the Generated exports list and download it with the cloud icon in the Available until column.
- Repeat for every item type you want, because each type is its own file.
What each export contains
Most exports from this tab include the default, custom and system fields, plus ownership information and linked records, according to Pipedrive's exporting data page. A deals file carries its linked organizations and people, and a people file carries its linked organizations.
Some types have options. Notes export as HTML or plain text, activities can be filtered by the date they were done, were due, were added or were last updated, and deals can be limited by archive status. Projects export only on Premium and higher plans, or with the Projects add-on.
How long the files last
Generated files stay in the Generated exports list for 28 days, and the Available until column shows each file's date. After that, you export the type again.
What the export leaves out
Activities, notes and files that are linked to deals and contacts are exported separately from the deals and people files. Files stored in Google Drive are not exported at all, and the download link for a files export works only for admin users.
Sources: Pipedrive Knowledge Base, Exporting data from Pipedrive, Permission sets and How can I see the total value of my deals?. Steps checked against these pages in November 2026.
05
What stays private when Pipedrive data is licensed?
The short answer
The company decides which item types are in scope, and the data vendor replaces names and other personal details with consistent stand-ins before an AI lab sees anything. The company keeps ownership of its Pipedrive data, and the license covers defined records for a defined use.
You choose what is in scope
Pipedrive exports each item type as its own file. A company can therefore hold back the people and organization files, which contain the contact details, and share only deals and activities.
Names are replaced before a lab sees them
Anonymization means replacing every detail that identifies a person, such as a name or an email address, with a stand-in that is the same every time it appears. The deal still reads in order, so a lab can learn from it, but it no longer says who the customers are. The diagram below shows one deal before and after.
The method, including what is deleted outright and how you review samples, is in how company data is anonymized for AI training.
Ownership and payment
Licensing gives the buyer limited rights to a copy, while the company keeps ownership of the originals. The terms that matter, such as exclusivity, permitted use and deletion, are covered in data licensing. micro1 pays in full within 30 days of accepting the data, usually as a single payment.
Questions
Frequently asked questions
Who can export data in Pipedrive?
Global admins can export every item type from Tools and apps > Export data. Other users can export from list views only when the Export data from list views permission is switched on for them, and what they get is limited by their visibility group.
How long does Pipedrive keep an exported file?
28 days. The file sits in the Generated exports list until the date in the Available until column, and you download it with the cloud icon.
Why is my Pipedrive export missing records?
The export includes only the items visible to the person who runs it. Visibility groups and item visibility settings hide the rest, so run the export as a global admin to capture everything.
Is there one button to export all of Pipedrive?
No. You export each item type separately from Tools and apps > Export data, so a full history means one file each for deals, leads, people, organizations, activities, notes and any other type you use.
Does a Pipedrive deals export include notes and activities?
No. Pipedrive exports activities, notes and files that are linked to deals and contacts as separate files. Export Activities and Notes from the same Export data tab and join them to deals by the linked deal.
Where do I find the number of deals in Pipedrive?
Open the deals list view without a filter and click the i icon next to the sync button. The summary box shows the total number of deals in the view, along with their total value.
Do we need to export Pipedrive before we apply?
No. The application takes about two minutes and shares no data. You only need your approximate record count, your years of history and your number of users for the intro call. The exports are needed later, when the records are transferred after you sign the license.
What is Pipedrive data worth to AI labs and data vendors?
Pipedrive records are priced as part of a whole dataset rather than on their own. Companies are paid $100K to $2M or more per dataset, according to micro1, and the price depends on the years of history and how completely the records show each job. What your data is worth explains the factors.
Bottom line
Know what is in Pipedrive, then see what it is worth
You don't need to export anything to apply. Apply in two minutes, describe your records on the intro call, and micro1, the data vendor we typically refer companies to, prices the whole dataset and sends an offer 1–2 days later.
Not legal, tax or financial advice. Figures come from micro1's published pages and public reporting as of November 2026.