Does Pipedrive Integrate with QuickBooks?

Yes. Pipedrive integrates with QuickBooks Online through both native and third-party connectors. The integration syncs customer data, invoices, and deal information between the CRM and the accounting platform, reducing the manual data entry that slows down teams working across sales and finance.

The native integration is available through the Pipedrive Marketplace and connects directly with QuickBooks Online. Third-party tools like Zapier, Make (formerly Integromat), and dedicated integration platforms offer more advanced sync options for teams with custom workflows.

QuickBooks Desktop does not have a native Pipedrive integration. Desktop users need to use a third-party connector or migrate to QuickBooks Online to access direct integration.

What the Integration Does

The Pipedrive-QuickBooks integration bridges the gap between sales activity and financial operations. Here is what it enables:

Contact and company sync

When a deal is won in Pipedrive, the associated contact and company data can automatically sync to QuickBooks as a customer record. This eliminates the need for your finance team to manually re-enter client details when creating invoices.

The sync typically includes name, email, phone number, company name, and address. Some integrations support bidirectional sync, meaning changes made in either system update the other.

Invoice creation from deals

The most valuable feature for most teams. When a deal closes in Pipedrive, the integration can automatically generate a draft invoice in QuickBooks based on the deal amount, products, and payment terms. Sales closes the deal, and finance gets the invoice without any manual handoff.

Product and line item mapping

If you use Pipedrive's products feature to track what you are selling, the integration can map those products to QuickBooks items. This ensures the invoice line items match what the sales team quoted.

Payment status visibility

Some integration setups allow Pipedrive users to see whether an invoice has been paid, partially paid, or is overdue. This gives sales reps context when managing client relationships without needing to log into QuickBooks. Knowing payment status is just as important as knowing whether your emails have been read. Our guide on tracking email opens covers similar visibility principles for outreach.

Revenue reporting

By connecting deal data with invoice data, teams can build reports that track the full lifecycle from opportunity to cash collected. This visibility is valuable for forecasting and understanding the gap between deals won and revenue recognized. Understanding your sales pipeline becomes significantly easier when CRM and accounting data are connected.

How to Set Up the Native Integration

Prerequisites

- A Pipedrive account (Professional plan or higher for some Marketplace integrations)

- A QuickBooks Online account (Simple Start, Essentials, or Plus)

- Admin access in both platforms

Step-by-step setup

- Step 1. Log into your Pipedrive account and navigate to the Marketplace.

- Step 2. Search for "QuickBooks" in the Marketplace search bar.

- Step 3. Select the QuickBooks integration and click "Install."

- Step 4. Authorize the connection by logging into your QuickBooks Online account when prompted.

- Step 5. Configure the sync settings: choose which data to sync (contacts, invoices, products), set the sync direction (one-way or bidirectional), and map Pipedrive fields to QuickBooks fields.

- Step 6. Run a test sync to verify that data flows correctly. Check that a sample contact or deal creates the expected record in QuickBooks.

- Step 7. Enable the integration and monitor the first few automatic syncs for errors.

Configuration tips

- Map Pipedrive deal stages to QuickBooks invoice statuses. For example, "Won" in Pipedrive should trigger an invoice draft in QuickBooks.

- Set up field mapping carefully. Pipedrive custom fields do not always have a direct QuickBooks equivalent. Unmapped fields get lost in sync.

- Enable error notifications so your team is alerted when a sync fails. Common issues include duplicate contacts and missing required fields.

Third-Party Integration Options

Zapier

Zapier connects Pipedrive and QuickBooks through automated workflows called Zaps. Popular Zaps include:

- Create a QuickBooks invoice when a Pipedrive deal is won

- Create a QuickBooks customer when a new contact is added in Pipedrive

- Update Pipedrive deal status when a QuickBooks invoice is paid

Zapier is best for teams that want simple, trigger-based automations without coding. The free tier supports basic Zaps, but multi-step workflows require a paid plan.

Make (formerly Integromat)

Make offers more complex automation scenarios with visual workflow builders. It supports conditional logic, error handling, and multi-step processes that Zapier's simpler interface does not handle as elegantly.

Make is better for teams with complex sync requirements, like syncing only deals above a certain value, or routing invoices to different QuickBooks entities based on the deal's currency.

Dedicated integration platforms

Tools like Cyclr, Workato, and Celigo offer enterprise-grade integration between Pipedrive and QuickBooks. These platforms support high-volume data sync, complex transformation rules, and dedicated monitoring dashboards. They are typically used by larger organizations with dedicated operations teams.

Limitations and Common Issues

QuickBooks Desktop is not supported natively

The native Pipedrive integration only works with QuickBooks Online. QuickBooks Desktop users need a third-party connector, and even then, the integration options are more limited and may require a middleware layer.

Custom field mapping is limited

Not all Pipedrive custom fields map cleanly to QuickBooks. Complex data types, multi-select fields, and calculated fields may not transfer correctly. Plan your field structure in both systems before setting up the integration.

Duplicate records

If contacts already exist in both systems before the integration is set up, duplicate records are common. Most integrations offer deduplication rules, but they are not perfect. Run a data cleanup before enabling sync.

Sync delays

Real-time sync is not always available, especially with third-party tools. Syncs may run on a schedule (every 5, 15, or 60 minutes depending on the tool and plan). For time-sensitive invoicing, verify the sync frequency meets your needs.

Currency and tax handling

Pipedrive deals and QuickBooks invoices may handle currencies and tax calculations differently. If you operate in multiple currencies or jurisdictions, test thoroughly to ensure amounts and tax rates transfer correctly.

FAQ

Does the integration work with QuickBooks Desktop?

Not natively. Pipedrive's native integration supports QuickBooks Online only. For QuickBooks Desktop, you need a third-party connector like Zapier (with a Desktop-compatible QuickBooks Zap) or a middleware platform.

Is the integration free?

The native Pipedrive-QuickBooks integration is typically free to install from the Pipedrive Marketplace, but it may require specific Pipedrive plan tiers. Third-party tools like Zapier and Make have their own pricing based on usage and features.

Can I sync historical data?

Most integrations sync data from the point of activation forward. Migrating historical deals and invoices usually requires a one-time import or a migration tool. Check with your integration provider for historical data sync options.

What happens if I disconnect the integration?

Disconnecting the integration stops future syncs but does not delete data that has already been synced to either system. Records created in QuickBooks through the integration remain in QuickBooks, and vice versa.

Can I create invoices from Pipedrive without the integration?

You can manually export deal data from Pipedrive and import it into QuickBooks, but this defeats the purpose of automation. The integration eliminates this manual step and reduces the risk of data entry errors.