Pipedrive and QuickBooks Online integration
Won in Pipedrive, ready to send in QuickBooks Online
CRM Connector keeps Pipedrive persons and QuickBooks Online customers the same both ways, turns every won deal into a draft QuickBooks invoice, and puts every sent estimate into Pipedrive as a deal that follows it. Pipedrive runs sales, QuickBooks keeps the books.
- Official sign in for both
Contacts both ways, won deals into draft invoices, sent estimates into deals
At a glance
Contacts stay the same on both sides. A won deal arrives as a draft invoice, and a sent estimate as a deal.
What syncs
- ContactsBoth ways
- Won deals into draft invoicesOne way
- Sent estimates as dealsOne way
How it runs
Both ways or one way, your choice
Per record type you choose both ways or one way. With both ways on, you pick whether Pipedrive or QuickBooks Online leads when the same record changed in both since the last sync.
Options for Pipedrive and QuickBooks Online
- Everyone, customers only or leads only
- Only persons with a Pipedrive label you pick
- Only deals won from a date you pick
- Only deals above an amount you pick
Record by record
What syncs between Pipedrive and QuickBooks Online
Which Pipedrive field matches which QuickBooks Online field, and what each change does.
Fields- First nameBoth waysGiven name
- Last nameBoth waysFamily name
- OrganizationWhen createdCompany name
- Primary emailBoth waysPrimary email
- Primary phoneBoth waysPrimary phone
- Postal address, or the organization'sWhen createdBilling address
- Won dealsEach works it outHas paid invoices
- LabelsOnly in PipedriveNot in QuickBooks Online
It happens in Pipedrive, then in QuickBooks Online
A new contact
Looked for in QuickBooks on the exact email. Updated when found, created only when nothing matches.
Name, email or phone changes
The same change is made to the QuickBooks customer on the next sync.
The organization or address changes later
Not carried: the company name and address reach QuickBooks when the customer is created.
- Labels that follow the money, only when you switch them on: the Pipedrive person gets the label "Customer" once the QuickBooks customer has an invoice with nothing left to pay, and "Overdue" while an invoice of theirs has a balance past its due date. Contacts must flow into Pipedrive, so they sync both ways when Pipedrive is the source.
FAQ
Questions about Pipedrive and QuickBooks Online?
Every answer below is true for the app as it runs today. If something is not covered, ask us and we will answer in plain words.
Yes, when you choose the stage rule. A deal won on or after your start date becomes a draft invoice for the same customer with one line for its value. It is never sent or paid by the sync.
Yes, once it is sent. It becomes a deal for the same person in the first stage of your first pipeline, named Quote and its number.
Accepting it moves the deal to won, declining it or letting it expire to lost, and a closed deal is never reopened. A draft estimate does not travel.
Pick one billing path. Pipedrive's own QuickBooks app also invoices deals, so running both would bill each won deal twice.
The same goes for a sale that is also billed from a field service system.
No. The deal is already won; payments stay in QuickBooks.
Ask your AI assistant
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CRM Connector works inside ChatGPT and Claude. Ask in plain words and get the answer for your own setup, including a link that opens it ready to start.
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Sign in to Pipedrive and QuickBooks Online, pick which one leads or sync one way, confirm what syncs, and watch the first sync run.