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