How to Integrate Pipedrive with QuickBooks for Seamless Invoicing
If you're managing leads in one system and sending invoices from another, things fall through the cracks. That’s why connecting your CRM (Pipedrive) to your accounting software (QuickBooks) is one of the smartest workflow improvements a contractor can make.
This guide walks you step-by-step through integrating Pipedrive with QuickBooks Online—saving you time, reducing errors, and giving you full visibility from lead to payment.
Why Connect Pipedrive and QuickBooks?
When your sales and finance systems don’t communicate, you end up:
Manually copying contact info into invoices
Losing track of which jobs were billed
Chasing updates between your sales team and bookkeeper
Wasting hours on data entry and status checks
🔧 Key Benefits of Integration:
Instantly create invoices when deals are marked “Won”
Sync customer details between sales and accounting
Eliminate manual entry (and avoid costly errors)
Improve reporting on close rates and job profitability
What You’ll Need
To set up the integration between Pipedrive and QuickBooks, you’ll need:
✅ A Pipedrive account
✅ A QuickBooks Online account (cloud version recommended)
Step-by-Step: Connect Pipedrive to QuickBooks with Zapier
🪄 Step 1: Create a Zapier Account
Go to Zapier.com and sign up for a free plan.
⚡ Step 2: Choose a Trigger in Pipedrive
Set your trigger, such as:
“When a deal is moved to 'Won’”
This starts the automation process.
🧾 Step 3: Set the Action in QuickBooks
Choose “Create Invoice” as the action.
Zapier will use details from the Pipedrive deal to auto-fill the invoice.
🧩 Step 4: Map the Fields
Map relevant fields between platforms:
Customer Name
Email
Job Description
Pricing / Deal Value
✅ Step 5: Test Your Automation
Send a test deal through your pipeline and verify that an invoice is created in QuickBooks with accurate details.
🚀 Step 6: Turn It On
If the test works, congrats! Activate your Zap and let it run in the background.
Bonus: Two-Way Sync for Contact Info
Want customer data to update in both systems?
Use a tool like:
Make.com for more advanced automations
QuickBooks Sync by HubSpot for CRM-style data sync
These tools can update records in both Pipedrive and QuickBooks automatically, keeping your contact list clean and current.
What You Can Automate
✅ Send an invoice as soon as a deal is marked “Won”
✅ Add new clients to QuickBooks when created in Pipedrive
✅ Trigger invoice reminders or thank-you emails
✅ Mark invoices “Paid” and update deal stages accordingly
✅ Notify your operations team when a job is ready to start
Final Thoughts
Integrating Pipedrive with QuickBooks turns your disconnected systems into a smooth, automated pipeline from lead to invoice to payment. No more missed steps, double entry, or “Did we bill that yet?” moments.
Want Help Getting It Set Up?
Book a Free Consultation with Columbus Business Consulting
We’ll walk you through the setup, map your workflows, and build automations that save hours and boost cash flow.
