The deal is won. Someone in accounts rebuilds it as a Xero invoice from a screenshot. Sales rings accounts a week later to ask if it was paid. We connect Pipedrive and Xero so the invoice raises itself, the customer exists once, and the deal knows when the money lands.
Every organisation typed into Pipedrive, then typed again into Xero. Every won deal rebuilt as an invoice by hand.
Create the organisation once. Win the deal once. The invoice, the contact and the paid status follow on their own.
Invoices raised at 9pm on a Friday if that is when the deal closes.
Built in your Pipedrive and Xero accounts. You own the connection and the documentation.
Cin7, Unleashed and Katana for stock and production orders. Shopify if you sell direct. HubSpot if you are moving CRM.
MYOB instead of Xero is the same build with a different accounting API.
What moves
When a deal is marked won, or reaches any stage you pick, an invoice is drafted in Xero with the deal's products, quantities, tax rates and due date. Someone still approves it. Nobody rebuilds it.
What moves
A new organisation in Pipedrive becomes a contact in Xero. One that already exists in both is matched on ABN, not duplicated. Address and contact changes flow one way, from the system you name.
What moves
When the invoice is paid in Xero, the deal in Pipedrive knows. Reps stop ringing accounts, and overdue invoices can create an activity for the rep who owns the relationship.
What moves
A won deal often means a production order in Cin7, Unleashed or Katana as well as an invoice. The same connection can raise it, and stock levels can feed back to Pipedrive so reps do not sell what is not there.
Before you pay
Some of what is on this page you can get without us. The rest is where the money goes. Both are written down here so you can decide before the call.
Pipedrive's marketplace lists Xero connectors, and for a business that just wants to see Xero invoices on a deal, one of them may do. This build is for businesses where the invoice has to raise itself with the right line items and tax codes, where deposits and balances follow a schedule, or where a production order has to be raised at the same time.
Sync every field both ways. One source of truth per field. Pipedrive owns the pipeline. Xero owns the money.
How it works
Every step below is work you can verify. Ask any provider to show you the same list for what they are doing.
Which stage means an invoice exists. Which products map to which Xero account codes. Whether a deposit is raised on win and the balance on dispatch. An afternoon with sales and accounts in the same room.
Most businesses have customers in both systems already, spelled two different ways. We match them on ABN and email before anything goes live, so day one does not create duplicates.
A deal with no products. An organisation with no ABN. A product missing a tax code. Xero being down for ten minutes. Each has a defined outcome before launch, never a silent skip.
Every invoice the connection raises is logged. If a run fails, we are alerted, and in most cases it is fixed before your bookkeeper notices.
What it costs
Pipedrive to Xero starts from $2,500 for one pipeline with contacts, invoices and paid status. Deposit schedules, production orders and stock visibility push it toward $7,000. Live within two to four weeks.
The mapping workshop and the written map. Customer matching across both systems before launch. Invoice creation, paid status write-back, and a log of every run. A handover document your bookkeeper can read.
Your Pipedrive, Xero and inventory subscriptions, which stay in your name. Cleaning up years of duplicate organisations, which we can quote separately. Setting up an inventory system if you do not have one yet.
You do. The connection lives in your accounts, on your subscriptions, with documentation your next provider could pick up. There is no retainer required to keep it running.
FAQs
Same build, different accounting API. MYOB Business exposes invoices, contacts and payments in much the same way, and the Pipedrive side is identical.
Yes. The schedule is set per pipeline, and the balance invoice can be triggered by a Pipedrive stage or by the dispatch in your inventory system.
Yes. A won deal can raise a sales or production order there as well as the Xero invoice, and stock levels can be shown on the Pipedrive product.
Nothing. The connection only creates invoices from deals you tell it to and never touches ones it did not create.
Two to four weeks. Adding production orders takes it to the longer end.
Related
A won deal raises the Xero invoice with the right line items and tax codes. Paid status comes back to the deal.
Any business with a sales teamSee how it works → ShopifyXeroOrders, gateway payouts, refunds and GST posted so each Shopify Payments, PayPal and Afterpay deposit matches the bank. Wholesale and stock optional.
Manufacturing and industrialSee how it works → simPROHubSpotA won deal becomes a simPRO job with customer, site and quote lines attached. Job status writes back to the pipeline.
Trades and constructionSee how it works →All nine are listed at integrations, and the general approach is on the systems integration page. Built for manufacturing and industrial among others.
The other half
This gives you hours back. It does not make the phone ring. If enquiries are the actual problem, the work is on the other side of the business: see SEO and web design. On the call we will tell you which half is costing you more.
Thirty minutes. Tell us what you run and we will map exactly what moves between them, what it takes, and what it costs. You keep the map whether or not you use us.
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