Challenge

Bookkeepers often spend hours sending invoices manually—especially when managing multiple clients, events, or payment schedules. In this case, the client used Pipedrive to track sales and QuickBooks Online (QBO) to manage finances. But moving from a won deal to a sent invoice required a lot of copy-pasting, double-checking, and calendar reminders. This manual process was time-consuming, error-prone, and didn’t scale.

Solution

We designed an automation system using Make.com to connect Pipedrive and QBO, streamlining the entire process. Here’s how it works:

• When a deal is marked as Won in the CRM, the system automatically checks if the customer exists in QuickBooks.
• If not, it creates the customer.
• Based on the invoice type, it either sends a full invoice immediately or a deposit invoice now and a balance invoice later.
• The balance invoice is automatically scheduled to go out 4 weeks before the event.
• Everything is logged in Airtable for easy tracking and accountability.

This solution runs in two parts:

• A real-time scenario for new deals
• A daily scenario that checks for balance invoices due soon

Results

• Saved time: No more manual invoice prep — everything flows from CRM to QBO.
• Improved accuracy: Eliminated copy-paste mistakes and missed follow-ups.
• Scales with growth: The client can now handle more deals without adding admin overhead.
• Full visibility: Every step is logged, so nothing falls through the cracks.

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If you’re a bookkeeper or small business owner juggling CRM and QuickBooks manually, this type of integration can save you hours each week.

Want help setting up something similar? Reach out — we’d love to help.