Pipeline CRM

    QuickBooks Integration Setup

    Sync customers, invoices, and proposals between Pipeline CRM and QuickBooks Online. Create and send invoices directly from Pipeline without switching apps—all financial data stays synchronized automatically.

    What You Can Do

    • Sync customer data – Keep contacts in sync between Pipeline CRM and QuickBooks
    • View invoices & proposals – See all QuickBooks financial documents in Pipeline
    • Create & send – Generate invoices and proposals without leaving Pipeline
    • Convert proposals – Turn estimates into invoices with one click
    • Set permissions – Control what team members can do with financial documents

    💡 Note: This integration works exclusively with QuickBooks Online (not QuickBooks Desktop).

    Before You Begin Make sure you have:

    • Admin access to both Pipeline CRM and QuickBooks Online
    • An active QuickBooks Online subscription
    • The correct QuickBooks company account is ready (if you manage multiple companies)

    How to Set Up the Integration Step 1: Install the QuickBooks App

    • Go to Settings → Other → App Store
    • Find QuickBooks and click Install

    Step 2: Connect to QuickBooks Online

    • In the integration settings, navigate to QuickBooks Online API
    • Click Connect
    • You'll be redirected to QuickBooks to authorize the connection
    • Select your company (if you have multiple QuickBooks companies)
    • Click Connect to grant Pipeline access to your QuickBooks data

    You'll be redirected back to Pipeline once the connection is complete.

    Step 3: Verify the Connection

    • Click Save in the integration settings
    • Click Test Connection to verify everything is working
    • You should see a success message

    ✅ Connection established!

    Step 4: Configure Settings Field Mapping Map Pipeline CRM fields to corresponding QuickBooks fields: Common mappings:

    • Company Name → Customer Name
    • Email → Primary Email
    • Phone → Phone Number
    • Address fields → Billing Address

    Sync Direction Choose how data flows between Pipeline CRM and QuickBooks:

    • Both (recommended) – Changes sync in both directions automatically
    • Pipeline to QuickBooks – Updates flow from Pipeline to QuickBooks only
    • QuickBooks to Pipeline – Updates flow from QuickBooks to Pipeline only

    User Permissions Set what different team members can do with invoices and proposals:

    • Admins – Always have full access to all actions
    • Basic users:
    • Create estimates
    • Create Invoices
    • Convert estimates to invoices

    Estimates and Invoice Visibility Control who can view which estimates and invoices created directly in QuickBooks:

    • Admin
    • Everyone
    • Installation Owner

    Step 5: Importing Customers from QuickBooks To bring existing QuickBooks customers into Pipeline:

    • Select the Import tab within the QuickBooks settings.
    • Click Import
    • The import begins immediately

    Pipeline will import all QuickBooks customers along with their invoices and proposals. When the import completes, you'll see a summary notification showing what was imported.

    What Gets Imported Customer data – Contact information and company details Invoices – All associated invoices linked to the customer Proposals – All estimates linked to the customer

    How Contacts Are Matched Pipeline uses the email address from QuickBooks to match and link customers:

    • If a contact with that email exists in Pipeline → they're linked
    • If no matching contact exists → a new person record is created
    • If no email exists in QuickBooks → that customer cannot be imported

    ⚠️ Important: QuickBooks customers without email addresses will be skipped during import. Make sure your QuickBooks customers have email addresses before importing.

    What Happens to Invoices & Proposals All invoices and proposals are automatically linked to:

    • The matching person in Pipeline CRM
    • The associated company (if it exists in QuickBooks)

    If the company doesn't exist in Pipeline, a new company record will be created automatically.

    Understanding Data Sync During ImportHow data is handled depends on your sync direction:

    When sync direction is QuickBooks → Pipeline (default): First import (initial linking):

    • QuickBooks and Pipeline records are linked by email
    • Existing Pipeline data is preserved (phone numbers, addresses, custom fields)
    • Empty fields in QuickBooks don't overwrite your existing Pipeline data

    Subsequent updates from QuickBooks:

    • Any change to a customer in QuickBooks triggers a sync
    • QuickBooks data overwrites all fields in Pipeline
    • Fields not in QuickBooks (phone, address, website) will be cleared in Pipeline

    ⚠️ Critical Warning: After the first import, updates from QuickBooks will replace Pipeline data. If QuickBooks has incomplete customer records, you may lose valuable contact details stored in Pipeline.

    Example scenario:

    • QuickBooks customer: John Smith (customercare@pipelinecrm.com.