Go to your Pipeline

Pipeline CRM Help Center

Search for any help questions or topics.

Using Bidirectional QuickBooks integration

AL
Alan Locke
Updated 5 days ago
Once you install the Quickbooks integration, it’s easy to get started. If you need information on downloading and installing the plugin, please see our installation article.

Creating Invoices & Proposals (Estimates)
  • Availability for admins & non-admins is configurable in the QuickBooks app configuration. 

  • Available only on the Deal Profile Page
Depending on the configuration you will see a section on the Deal profile page


You can link a Quickbooks customer and a Pipeline person (linked to a deal). On the deal profile page click on "Invoice" or "Proposal" to create one. 



You can search for an existing QB customer OR  create a new customer in Quickbooks.

  • Clicking on “Add person to Quickbooks” will show all the people linked to the deal

    • Select the relevant person (who can approve invoices and proposals)- by clicking on “Add to Quickbooks”

  • Once the Pipeline person is created in Quickbooks, the link is established, and depending on mapping & direction of sync the information is available in Quickbooks



If the person associated with the deal exist in QuickBooks, you can select the relevant person from the dropdown.

Once the Person is selected from the dropdown or created in QuickBooks, you can proceed with creating Proposal (Estimate) or Invoice.

The "Product/Service" is configurable in QuickBooks.

Clicking "Create Proposal" Or "Create Invoice" will create a new Proposal/Estimate Or Invoice on Quickbooks.
  • Once the proposal is created, you can:

    • View the proposal 

    • Download the proposal

    • Clicking on the three dots:

      • Change Status- Accept or reject on behalf of the lead; Close the proposal

      • Send a proposal email to the lead 

      • Edit the proposal & Delete the proposal



Similarly, for invoices, you can edit the invoice, view it in QuickBooks, send an invoice email to the lead, or take actions - void or delete the invoice.


Please note that we do not automatically send a proposal/invoice as soon as it's created.

You can also convert a proposal to an invoice. Once the proposal is in the "Accepted" state, you may convert it into an invoice.
Once the proposal is converted - the status of that proposal is also updated.

By default, activities will be created for any creation and updating of invoices and proposals.

Viewing Invoices & Proposals (Estimates)
Invoices and Proposals can only be created from the Deal profile page. However, you can view any linked invoices or proposals across a person associated with a company on the person profile page and the company profile page. All the linked invoices and proposals across all deals will be available. Overall:
  • The Deal profile page in Pipeline shows all invoices/proposals created from that Deal page
  • The person profile page shows all invoices/proposals from synced customers in Quickbooks 
  • The company profile page shows all invoices/proposals from people in the CRM associated to it

Import

Import on Quickbooks app integration configuration pulls in all customer information (& respective invoices, proposals) from Quickbooks into Pipeline CRM


You can click on "Import" to pull in customers from QuickBooks to Pipeline CRM. Once the import is finished you will receive an in-app toast and can get a summary of the items imported 



The link will be established between Quickbooks & Pipeline CRM using the QuickBooks Customer's email ID. In case there is no email ID available in the customer profile in QuickBooks, we cannot import that customer.

The invoices and proposals will be linked to the person and company (if available in QuickBooks). New companies and people may be created if they do not exist in Pipeline CRM.

Bi-Directional Sync
You can configure the direction of sync in the Quickbooks app integration configuration. 

The sync helps to keep the data mapped in the configuration in sync across both systems.  


The Sync direction determines which system is the source of truth. The direction determines the direction of changes or the direction of data propagation. 


In the case sync direction is “both” any changes in the data will be the same across both QB and Pipeline CRM


For example, if the Sync direction is Quickbooks to Pipeline. Assume that the person is linked across Quickbooks and Pipeline. Linking happens during invoice/proposal creation or at the time of import from Quickbooks. Check the following table, each row is an independent event:

QB data

Pipeline data

Operation

Outcome

Given Name- John

Family Name- Doe

Mobile - 123456

Billing Address City- New York

Company Name- Acme

Given Name- John

Family Name- Doe

Mobile - 123456

Billing Address City- New York

Company Name- Acme

Change the Given Name in QB to James

Pipeline data given name changes to James

Given Name- John

Family Name- Doe

Mobile - 123456

Billing Address City- New York

Company Name- Acme

Given Name- John

Family Name- Doe

Mobile - 123456

Billing Address City- New York

Company Name- Acme

Change the Mobile number in Pipeline to 789123

No change in Quickbook

Given Name- John

Family Name- Doe

Mobile - 123456

Billing Address City- New York

Company Name- Acme

Given Name- John

Family Name- Doe

Mobile - 123456

Billing Address City- New York

Company Name- Acme

Delete Mobile number in QB (Mobile = NULL)

The mobile number in Pipeline is set to NULL


If the sync direction is from Quickbooks to Pipeline there is a unique case with import:

  • Assume that in Quickbooks you have a customer with a first name, last name, and an email address

  • In Pipeline CRM you have a record with all details (including phone, mobile, and address)

  • The direction of sync is Quickbooks -> PLD (which is the default one)

  • When you click import, records are linked, but Pipeline CRM still has the data for the phone, mobile, and website.

    • For the first import, we do not replace the empty fields from Quickbooks with the respective Pipeline fields

  • Any subsequent update in Quickbooks of that record (e.g.: renaming John -> Jane)

    • Will trigger a sync and all the data in Pipeline will be nullified, except first name, last name, and the email address, which are taken from Quickbooks




Did this answer your question?
😞 😐 😃