Pipeline CRM

    Create and Send QuickBooks Invoices and Proposals

    Create, send, and manage invoices and proposals without leaving Pipeline CRM. Everything syncs to QuickBooks Online automatically and appears alongside your deals and contacts.

    Before you start: Your admin needs to connect QuickBooks Online first. See Set Up the QuickBooks Online Integration.

    Two names for the same document: Pipeline CRM calls it a Proposal. QuickBooks calls it an Estimate. You'll see both words — they mean the same thing.

    Where to Find Invoices and Proposals

    Once QuickBooks is connected, an Invoices & Proposals tile appears on three pages.

    Page

    What you can do there

    Deal

    Create invoices and proposals, and see everything created from that deal

    Person

    View every invoice and proposal for that person, across all deals

    Company

    View every invoice and proposal for anyone at that company

    Important: You can only create invoices and proposals from a deal page. Person and company pages are view-only.

    This gives you a full financial history on each contact and company, no matter which deal produced the document.

    Create an Invoice or Proposal

    Step 1: Start from the deal

    1. Open the deal.
    2. Scroll to the Invoices and Proposals tile.
    3. Click Invoice or Proposal.

    Every document needs a QuickBooks customer attached to it.

    If the customer already exists in QuickBooks:

    1. Type their name in the search field.
    2. Select them from the dropdown.

    If they don't exist in QuickBooks yet:

    1. Click Add person to QuickBooks.
    2. Select which person from the deal to add.
    3. Click Add to QuickBooks.

    Pipeline CRM creates them as a QuickBooks customer and links the two records.

    Tip: If several people are attached to the deal, pick the one who will approve or pay the document.

    Step 3: Add line items

    1. Select a Product/Service from the dropdown. These come from QuickBooks.
    2. Enter the Quantity and Rate.
    3. Add a Description if you want one.
    4. Click Add Line for each additional item.

    Step 4: Create the document

    Click Create Invoice or Create Proposal. The document is created in Pipeline CRM and QuickBooks at the same time.

    Send an Invoice or Proposal

    New documents aren't sent automatically — you send them yourself.

    1. Find the document in the Invoices and Proposals tile on the deal.
    2. Click the three-dot menu (⋮).
    3. Select Send Invoice or Send Proposal.
    4. Review the email details.
    5. Click Send.

    QuickBooks emails the document to your customer.

    Manage a Document After You Create It

    View and Download sit right on the tile. Everything else is in the three-dot menu (⋮).

    Action

    Available on

    What it does

    View

    Proposals

    Preview the proposal in Pipeline CRM

    View in QuickBooks

    Invoices

    Open the invoice in QuickBooks Online

    Download

    Both

    Save a PDF to your computer

    Send

    Both

    Email the document to the customer

    Edit

    Both

    Change line items, amounts, or details

    Change Status

    Proposals

    Mark as Accepted, Rejected, or Closed

    Convert to Invoice

    Proposals

    Turn an accepted proposal into an invoice

    Void

    Invoices

    Cancel the invoice but keep it on record

    Delete

    Both

    Remove the document permanently

    Use Void rather than Delete on invoices so your financial history stays complete. Deleting can't be undone.

    Convert a proposal into an invoice

    1. Click the three-dot menu (⋮) on the proposal.
    2. Select Change Status and set it to Accepted.
    3. Click the three-dot menu (⋮) again.
    4. Select Convert to Invoice.

    The invoice is created in both Pipeline CRM and QuickBooks, and the proposal status updates on its own.

    Track Activity

    Pipeline CRM adds an entry to the deal's activity timeline whenever you create a document, update one, change its status, or convert a proposal into an invoice — so you always have an audit trail.

    Frequently Asked Questions

    Why don't my imported QuickBooks invoices show up on my deals? The initial QuickBooks import doesn't link documents to deals, so imported invoices and proposals only appear on person and company pages. Anything you create from a deal page going forward appears in all three places.

    Why can't I create, edit, or convert a document? Your admin controls what non-admin users can do with invoices and proposals. Ask your admin to update your QuickBooks permissions in Settings > Other > App Store > QuickBooks.

    Where do the Product/Service options come from? From QuickBooks. Add or edit them in QuickBooks Online and they'll show up in the dropdown.

    Can I create an invoice from a person or company page? No. Start from a deal page — the document will then appear on the related person and company pages automatically.

    Need help? Contact support at customercare@pipelinecrm.com.