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Create and Manage QuickBooks Invoices

ET
Engineering Team
Updated 6 days ago
Create, send, and manage invoices and proposals directly from Pipeline CRM—no need to switch to QuickBooks. All financial documents sync automatically and appear alongside your deals and contacts.

Before You Begin
Make sure you've completed the integration setup:
  • QuickBooks Online is connected to Pipeline CRM
  • User permissions are configured (if needed)
  • Field mappings are set up
📖 Haven't set up the integration yet? See QuickBooks Online Integration Setup.

Where to Find QuickBooks Features
Once QuickBooks is set up, you should be able to locate an Invoices & Proposals tile within Companies, People, and Deals.

Deal Profile Page – Create invoices and proposals
Person Profile Page – View all invoices and proposals for a contact
Company Profile Page – View all invoices and proposals for a company

💡 Note: You can only create invoices and proposals from deal pages, but you can view them from person and company pages.

Creating an Invoice or Proposal
Step 1: Open a Deal
  1. Navigate to a Deal in Pipeline CRM
  2. Scroll to the Invoices and Proposals tile on the deal page
  3. Click Invoice or Proposal

Step 2: Link or Create a QuickBooks Customer
You'll need to connect the Pipeline person to a QuickBooks customer:

Option A: Search for existing customer
  • Type the customer’s name in the search field. If the person associated with the deal exists in QuickBooks, their name will appear in the dropdown list.

Option B: Create new customer
  • Click Add person to QuickBooks
  • Select which person from the deal to add (This will list the people associated to the deal)
  • Click Add to QuickBooks
The person will be created as a customer in QuickBooks automatically, and the link will be established.


💡 Tip: If multiple people are associated with the deal, select the person who will approve or receive the invoice/proposal.

Step 3: Add Line Items
  1. Select a Product/Service from the dropdown (configured in QuickBooks)
  2. Enter Quantity and Rate
  3. Add a Description if needed
  4. Click Add Line to add more items

Step 4: Create the Document
  • Click Create Proposal to create an estimate in QuickBooks
  • Click Create Invoice to create an invoice in QuickBooks
✅ The document is created in both Pipeline CRM and QuickBooks!

Sending Invoices & Proposals
Documents are not sent automatically when created. You must manually send them:
  1. Find the invoice or proposal on the deal page
  2. Click the three-dot menu (⋮)
  3. Select Send Proposal or Send Invoice
  4. Review the email details
  5. Click Send
The document will be emailed to the customer from QuickBooks with a payment link (for invoices).

Managing Proposals (Estimates)
Once a proposal is created, you'll see it in the QuickBooks section of the deal page.

Available Actions
  • View – Preview the proposal in Pipeline
  • Download – Save a PDF copy to your computer
Click the three-dot menu (⋮) for more options:
  • Change Status – Mark as Accepted, Rejected, or Closed
  • Send Proposal – Email the proposal to the customer
  • Edit – Modify line items, amounts, or details
  • Delete – Remove the proposal (cannot be undone)
Converting a Proposal to an Invoice
  1. Change the proposal status to Accepted
  2. Click the three-dot menu (⋮)
  3. Select Convert to Invoice
The proposal will be converted to an invoice in both Pipeline and QuickBooks, and the proposal status will update automatically.

Managing Invoices
Once an invoice is created, you'll see it in the QuickBooks section of the deal page.

Available Actions
  • View in QuickBooks – Open the invoice in QuickBooks Online
  • Download – Save a PDF copy to your computer
Click the three-dot menu (⋮) for more options:
  • Send Invoice – Email the invoice to the customer
  • Edit – Modify line items, amounts, or details
  • Void – Cancel the invoice (keeps it for records)
  • Delete – Permanently remove the invoice
💡 Tip: Use "Void" instead of "Delete" to maintain a complete financial history.


Viewing Invoices & Proposals Across Pipeline
On Deal Pages
Shows all invoices and proposals created from that specific deal. 

Note: The initial QuickBooks import does not link invoices and proposals to deals, so you’ll only see those documents associated with People and Companies.
Going forward, any invoices and proposals you create from the Deal page in Pipeline will automatically appear on that deal, as well as under the associated Person and Company records.

On Person Pages
Shows all invoices and proposals for that person across all deals (synced from QuickBooks).

On Company Pages
Shows all invoices and proposals for anyone at that company.

This gives you a complete financial history with each contact and company, regardless of which deal generated the document.

Activity Tracking
Pipeline automatically creates activity records when you:
  • Create an invoice or proposal
  • Update an invoice or proposal
  • Convert a proposal to an invoice
  • Change document status
These activities appear in the deal's activity timeline, giving you a complete audit trail.


Permission Settings
Your admin controls what you can do with invoices and proposals:
Admins – Always have full access to all actions
Basic users – May have limited permissions based on admin settings
If you can't perform certain actions, contact your Pipeline CRM admin to adjust your permissions.

Need help? Contact support at [email protected]. 
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