Does Pipedrive Integrate with QuickBooks? Pipedrive QuickBooks Integration Guide

Yes. Pipedrive natively integrates with QuickBooks Online (QBO), but not with QuickBooks Desktop (QBDT). Since. Pipedrive does not offer a native, built-in integration with QBDT; users can opt for a third-party platform to integrate with Pipedrive.

The connection between Pipedrive and QBO is directly established through the official Pipedrive Marketplace app. This Pipedrive Marketplace app supports two-way data sync between Pipedrive and QuickBooks Online. It helps streamline sales and accounting by automating tasks such as:

• Creating invoices directly from Pipedrive deals
• Syncing customer and product details across both systems
• Reducing manual entry with automatic data transfer
• Keeping financial data updated in one place

The integration makes daily operations faster, more accurate, and easier to manage for sales and finance teams. In this article, you will get a complete overview of Pipedrive-QuickBooks Online and Desktop Integration, its advantages and disadvantages, and the steps to integrate.

What is Pipedrive QuickBooks Integration?

Pipedrive integrates with QuickBooks to simplify invoicing and save time. The integration allows you to create invoices directly from the deal detail view in Pipedrive and send them to QuickBooks without manual entry. You can also track invoice status in Pipedrive, including when invoices are approved, paid, or overdue.

Reasons to Integrate Pipedrive with QuickBooks

Users integrate Pipedrive and QuickBooks to automate sales and accounting workflows. This reduces manual data entry, improves accuracy, and saves time. Key tasks you can perform after integration include:

• Create Invoices: Automatically generate invoices in QuickBooks when a deal reaches a specific stage in Pipedrive, speeding up the billing process.
• Product Mapping: Sync products and services between Pipedrive and QuickBooks to maintain consistent product details and pricing.
• In-app Status Updates: Track invoice payments in Pipedrive without switching to QuickBooks.
• Accurate Sales Reporting: Combine Pipedrive sales data with QuickBooks accounting data for a clear view of sales performance and financial health.
• Contact and Deal Sync: Sync customer information and deal details automatically, keeping records consistent across both systems.
• Reduce Manual Entry: Eliminate repetitive data entry by transferring sales and invoices.

Who It Works Best For?

This integration is best for QuickBooks Online users, small to medium businesses, sales teams, and service-based businesses.

1. Pipedrive Integration works best for QuickBooks Online users as it can be directly connected from the Tools and Apps section. On the other hand, QuickBooks Desktop users will have to use a third-party integration tool.
2. Small businesses need their sales and accounting work to stay connected; hence, this integration will reduce their workload, save time in moving from one software to another, and increase productivity.
3. This integration will work wonders for agencies, consultants, and other startups that bill right after closing a deal.

Does Pipedrive Integrate with QuickBooks Desktop (QBDT)?

No, Pipedrive does not directly integrate with QuickBooks Desktop through the Pipedrive Marketplace.

QBDT  users can use some third-party no-code platforms that can connect Pipedrive with QBDT. Simply search ‘Pipedrive QuickBooks Desktop Integration’ on any search engine, and you will be able to find many platforms as per your requirement. These tools allow one-way or two-way data sync. Users can link both Pipedrive and QBDT using these platforms and transfer data between them.

The third-party platforms help automate tasks, such as syncing customer information, deals, and invoices, but require separate setup outside the Pipedrive Marketplace.

Need of Pipedrive QuickBooks Integration

There is a need of integration because of its unique features that are detailed below:

• Without having to copy and paste data between the two applications, you can produce invoices from the deal detail view and send them directly to your QuickBooks account with the Pipedrive-QuickBooks integration software.
• Invoices generated through Pipedrive can also receive updated status updates, letting you know when they are accepted, paid, or past due without having to leave the Pipedrive app.
• Your personalized pipelines and process phases are managed, created, and labeled by Pipedrive.
• It keeps track of all of your past sales transactions.
• Leads can be gathered using chat bots and email forms.
• Your sales communications are tracked in full sight.
• It provides total control over your personal and professional data.
• It facilitates relationship development and automates lead sourcing.
• The CRM Pipedrive is very simple to use.
• There are more than 350 platforms, applications, and services that Pipedrive is integrated with.
• It offers a selection of apps for several platforms, including iOS, Android, and the web.
• Pipedrive offers 24/7 customer service by email, phone, and live chat.
• Pipedrive was created specifically for marketing and sales. Your firm will progressively expand and scale.

Benefits of Integration with Pipedrive

There are many functions offered by Pipedrive. Below are the top characteristics that make its integration advantageous:

• Visual Sales Pipeline: This tool lets you see your whole pipeline at once and refreshes the deals in place using a drag-and-drop function.
• Customizable Pipeline: This feature enables you to configure the pipeline to meet your requirements. Custom fields and stages can be added.
• Activity Notifications: It help you remain on top of your deals by scheduling all of your sales activity.
• Contact Past: Views every contact and deal in your history, including emails, calls, notes, and meeting participants.
• Segmenting Leads: It can help you create lists for your individualized follow-up by categorizing, filtering, sorting, and segmenting leads.
• Team Management: It assists in coordinating tasks and dealings with team members as well as sharing sales accomplishments.
• Revenue Forecasting: Recalculate deals for updates and anticipate sales and revenue depending on your pipeline.
• Web Forms: design adaptable web forms for your website to produce leads for your lead pipeline.
• Reporting and Dashboards: helps to receive in-depth information on your sales and crucial activities and analyze processes against your goals on dashboards.
• Email Integration: lets you easily send, receive, and track emails while syncing with platforms like Outlook, Gmail, and others.
• Automation Enabled: by AI helps the AI engine create leads and gives a target list of prospects.
• 280+ Integrations: Pipedrive provides excellent integrations with many different systems, including HubSpot, Trello, Asana, G Suite, Outlook, Slack, and Zoom.
• Privacy and Security: controls your security by establishing alerts and permissions. A central security dashboard with GDPR complaints is also included.

How to Integrate Pipedrive with QuickBooks Online?

Connecting Pipedrive with QuickBooks Online helps sales and accounting teams work in sync. Deals in Pipedrive can be directly synced with QuickBooks, reducing manual entry, maintaining consistent customer data, and enhancing cash flow visibility. Follow these steps to set up the integration:

Step 1: Log in to Pipedrive and Install QuickBooks

1. Log in to your Pipedrive account with admin rights.
2. Go to Tools & Apps and select Invoicing.
3. Search for QuickBooks Online in the marketplace.
4. Click Install and follow the prompts to connect your QuickBooks account.

Step 2: Authorize QuickBooks and Map Fields (Contact, Email, Address, Tax ID)

1. After installation, Pipedrive will redirect you to QuickBooks Online.
2. Sign in with your QuickBooks credentials and grant permission to Pipedrive.
3. Choose the QuickBooks company you want to connect.
4. Map fields between Pipedrive and QuickBooks:
   • Contact Name → Customer
   • Email → Customer Email
   • Billing/Shipping Address → QuickBooks Address Fields
   • Tax ID / VAT number → Tax Identifier
5. Save your mapping preferences.

Step 3: Create an Invoice from Pipedrive and then sync to QuickBooks

1. Open a Deal in Pipedrive.
2. Click Create Invoice from the deal view.
3. Review the auto-filled fields based on your mapping.
4. Add or edit invoice details like items, quantity, discounts, or tax.
5. Save the invoice, and it will sync to QuickBooks Online.
6. View invoice details and payment status directly in Pipedrive while QuickBooks manages sending and tracking.

Steps for Pipedrive Integration with QuickBooks

• Select QuickBooks under Tools and applications > Invoicing to link your QuickBooks account to Pipedrive. The Pipedrive marketplace will be opened so you can finish the installation process and give the app access to your account. Under Tools and applications > Marketplace apps, you can uninstall the software.

• After your legitimate QuickBooks login credentials have been verified, you will be sent to your Pipedrive settings where you may specify your options for the QuickBooks integration.

• You must select the Pipedrive fields and the due date that will be pre-filled once an invoice is prepared in Pipedrive when configuring your QuickBooks integration.
  • Whom you wish to address the invoice to is indicated in the TO field. We advise using Pipedrive’s Organization – Name option because a company’s accounts payable division frequently pays bills. Other organizations, individual’s contacts, and deal fields are also available for selection.
  • The physical address of the invoice’s receiver should be entered here. We advise using Pipedrive’s organization – Address field because a company’s accounts payable division often pays bills. Other organizations, individual’s contacts, and deal fields are also available for selection.
  • The email address of the invoice’s receiver is contained in this field. We advise using Pipedrive’s Person-Email field since the email field is a person-type field. Other organizations, individual’s contacts, and deal fields are also available for selection.
  • Although not all invoices call for it, if you have a custom field in Pipedrive set up to store your customer’s tax ID number, we advise applying it here.
  • The payment deadline can be set up here. An invoice created on March 13th will have a due date of March 20th if the due date is set for seven days following the issuance date.
• Click the Save button to save your integration preferences for your business’s Pipedrive account if you are pleased with your selections for the Pipedrive fields to populate your QuickBooks invoices.

Using the Integration with QuickBooks

• After setting up your QuickBooks integration, you can make your first invoice by going to the detail page of any contract. Select the Invoice tab > + Invoice to begin.

• You will be asked to provide the information for your invoice. When the invoice is saved, the data entered here will be transferred to your QuickBooks account.
  • Customer Information – Based on the fields you selected when configuring your QuickBooks invoicing options, this information will automatically be filled in.
  • Details for the invoice must be filled out according to your company’s requirements. For instance, if you want to change the tax settings for this invoice, decide what currency to use, or utilize any of the QuickBooks Invoice Templates. For QuickBooks, the currency field is required.
  • The things that make up the charges on your invoice, such as goods or services, are reflected in this field. The products associated with your offer will immediately appear here.
• You must either establish a new client or link an existing one to the invoice under Customer data in your QuickBooks account.
• You will have the chance to change client information on the provider’s end after a contact has been linked. If you have this enabled, QuickBooks will use the information entered under Address, Email, and Tax ID if it differs from the information saved.
• Once you’ve input all of your invoice information, click the “Create invoice” button.

Looking at Your Bills

• In your detail view, your new invoice will be listed under the Changelog. Based on their statuses, the invoices in Pipedrive will display the following flags: Open\Paid, a payment is pending, voided/ Overdue/Deleted and paid partially.
• When you choose more, you have the following options:
  • Any unpaid or paid invoices should be void. Unavoidable bills have already been void.
  • Remove the invoice.
  • Send all invoices to your customer by email, whether they are paid or overdue. QuickBooks will email you the invoices you send via email.
  • Download the PDF version of your invoice to send it directly to your customers.
  • By selecting, open in QuickBooks option, you will be taken to your QuickBooks account where you may update, send, and receive payments for your invoice.
• Your invoice history will also be included in the sidebar of the detail view. Refreshing this page will bring up any recent updates from QuickBooks. You may also click View all invoices option to access the settings or unlink a contact.

How to Resolve Pipedrive QuickBooks Integration Issues?

Pipedrive offers official support for the integration, so troubleshooting or resolving issues can be faster, as it’s within their control and designed to work seamlessly. Resolving issues with any third-party apps can sometimes be more complex due to potential compatibility issues or bugs between platforms.

Follow these steps if you face any issues while or after integrating Pipedrive with QuickBooks Online and QuickBooks Desktop:

1. Review integration logs in Pipedrive for error details.
2. Check QuickBooks Online error messages for invoice or field conflicts.
3. Visit Pipedrive Support and QuickBooks Help Center for official guidance.
4. In case of using a third-party connector for Pipedrive and QuickBooks Desktop Integration, consult their support team.

Advantages & Limitations of Pipedrive-QuickBooks Integration

Here are a few Pros and Cons you must be aware of before integrating Pipedrive with QBO or QBDT:

Pros

• Create invoices directly from Pipedrive deals without re-entering data.
• Field mapping reduces the chances of mismatched customer or invoice details.
• Sales and accounting teams spend less time on manual tasks.
• Track invoice status (paid, overdue) inside Pipedrive to keep teams aligned.
• Sync contacts, addresses, and tax IDs across both platforms.

Cons

• Direct integration does not support QuickBooks Desktop.
• Only standard fields can be mapped between Pipedrive and QuickBooks.
• Data sync may not always be instant, depending on the connection or third-party app limits.
• Complex workflows may require third-party automation tools or iPaaS platforms.
• Large data volumes can face restrictions due to system or API usage caps.

Integrating Pipedrive with QuickBooks Online connects sales and accounting smoothly. Deals can turn into invoices with fewer errors. Customer data stays consistent, and payment status updates appear clearly in Pipedrive. This setup works well for teams using QuickBooks Online and aiming to reduce manual entry. In case your business needs complex workflows, two-way sync, or custom field support, you may contact Dancing Numbers.

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