FieldproxyAI-native field service softwareCRM to field
How do I turn Pipedrive won deals into scheduled jobs and invoices?
Have the deal reaching Won (or a stage you choose) create a job in a field service tool, carrying the organization, contact, site address and the deal's products as line items, and store the Pipedrive deal ID on the job so a re-won deal never creates a second one. Schedule and complete the work in the field tool, write each step back to the deal as an activity or note, and issue the invoice once, from what was actually done, into Xero or QuickBooks. Pipedrive itself removes won deals from the pipeline view, so the field tool, not the deal board, has to be where you see what is waiting to be scheduled and invoiced.
- Trigger on the deal status changing to won, not on a stage name someone can rename.
- Pull products with GET /api/v2/deals/{id}/products so the scope reaches the technician.
- Store the deal ID on the job; Pipedrive retries webhooks and deals can be reopened and re-won.
- Won deals leave Pipedrive's pipeline view, so track 'won, not scheduled' and 'done, not invoiced' in the field tool.
- Invoice in one system only, from the completed job, then sync to Xero or QuickBooks.
If your work is a single visit that the salesperson books and does themselves, a Pipedrive activity may be enough. This page is for teams handing won work to crews or subcontractors.
Facts checked as of November 2026. Sources at the end of the page.
Step by step
How it works, step by step
Pipedrive describes a deal as a sales opportunity "from the first conversation to a won or lost outcome", and a project as the work tied to a customer, like delivery. The hand-off between the two is where field work starts.
1. Decide which pipelines and which moment start work
List your pipelines and mark the ones that lead to a site visit (for example Installs and Refurbishments, but not Partnerships). Usually the trigger is the deal status becoming won. Some teams start earlier, with a paid survey job at a stage like 'Survey booked', and the survey result goes back to the deal before it is won.
2. Catch the change as it happens
Subscribe a webhook to change.deal (event_action change, event_object deal). Each event carries meta, the deal's current state in data, and only the changed fields in previous, so the receiver checks that status moved from open to won. On Growth and higher plans a Pipedrive automation can also fire a webhook action when a deal is updated.
3. Create the customer, the site and the job
Match the organization and person to an existing customer by name and email before creating a new one. Put the job at the site address, not the billing address, because property and facilities clients often have many sites under one account. The deal's won_time and value go onto the job for reporting.
4. Bring the scope across from deal products
Read the products with GET /api/v2/deals/{id}/products. Each row carries item_price, quantity, discount and tax, so the job gets the same lines sales agreed. Map them to your job type's checklist (a bathroom refit gets a strip-out, first fix, tiling and sign-off checklist) and to stock or a purchase order if a part is not on hand.
5. Make it safe to receive the same event twice
Pipedrive retries a failed delivery 3 times (after 3, 30 and 150 seconds) if your endpoint errors or takes more than 10 seconds, and a deal can be reopened and won again. Store the deal ID on the job (e.g. pipedrive_deal_id) and look it up before creating anything, so one deal makes one job.
6. Schedule, do the work, write it back
The job goes on the dispatch board, a technician or subcontractor is assigned, and the visit is done in the app with photos, checklist and signature. Each milestone (scheduled, started, completed) is written to the deal as an activity or note, so the salesperson sees progress on the won deal without asking.
7. Invoice once, from what was done
Build the invoice from the completed job (extra parts, variations agreed on site) and sync it to Xero or QuickBooks. Xero invoices move through the statuses DRAFT, SUBMITTED, AUTHORISED and PAID, so a draft sent for approval and a paid status coming back are both possible. Show the invoice status on the deal, but do not create a second invoice from Pipedrive.
Where it breaks
Why it goes wrong
These come from our sales calls, mainly a UK property maintenance and refurbishment firm with about 10 field people (half of them subcontractors) on Pipedrive and Xero, and an electrical inspection project team in Romania on Pipedrive and Excel.
The won deal vanishes, and so does the reminder to invoice
The refurbishment firm said that once a deal is won it drops off the board, and nothing reminds anyone that the job is complete and needs invoicing. That is by design: Pipedrive says closed deals are removed from the active pipeline view and can only be found again with a won-deals filter.
The scope is retyped into WhatsApp
Without a link, the office copies the address and the agreed scope from the deal into a message or a calendar invite. Products on the deal never reach the technician, and the invoice is later rebuilt from memory.
Re-won deals make duplicate work
A deal moved to Won, back to open, then Won again fires twice. One integration vendor warns that a basic won-deal-to-Xero flow can create multiple invoices for the same deal this way, and suggests storing the Xero invoice ID against the deal ID.
Multi-trade jobs don't fit one activity
A full renovation has a plumber, a tiler and a decorator in sequence, each needing their own work description and sign-off. One Pipedrive activity per deal can't hold that; the field side needs a job with stages or a project with several jobs.
Sites take too long to set up
The same firm said adding a new site under a main customer was slow in its current field tool. If the integration doesn't create the site from the deal's address, the office still does it by hand for every won deal.
Imports arrive in batches, outside Pipedrive
The inspection team gets customer lists of hundreds of checks at a time from a utility, in Excel. Those jobs never pass through a Pipedrive deal, so the field tool also needs bulk import, or the CRM becomes a bottleneck it was never meant to be.
The options
Ways to do it
| Approach | What you get | Weak spot | Good for |
|---|---|---|---|
| Pipedrive Projects | 'Mark as won and create a project' on the deal; boards, phases, tasks and templates; linked deal files, notes and emails; automations can create a project on a won deal | Included on Premium and higher, a paid per-user add-on on lower plans; no dispatch map, technician app, checklists or on-site invoicing | Office-led delivery with few site visits |
| Zapier between Pipedrive, a field app and Xero | 'Updated Deal Stage' or 'Deal Matching Filter' triggers; 'Create Activity', 'Create Note' and 'Update Deal' actions; a template that creates a Xero sales invoice when a deal matches a filter | Deal Matching Filter polls; each zap is one direction; duplicates and which system owns each field are yours to manage | Low volume, one-way hand-off |
| An FSM with a Pipedrive connector (Simpro via Aloka, Frontu) | Simpro's marketplace lists a connector by Aloka Technologies that creates Simpro jobs when deals are marked won; Frontu creates a task request on a won deal and marks the Pipedrive activity Done when the work is finished | Check what comes back to the deal and whether products and sites map; the Simpro connector is a third-party app | Teams already choosing that FSM |
| Your own sync on the Pipedrive API | Webhooks in, notes and activities back, any rule you want | You own retries, the 40-webhooks-per-user limit and a daily token budget (30,000 base tokens times plan multiplier and seats) | Teams with a developer |
| Configurable FSM set up with the sync (Fieldproxy) | Won deals (or a stage you pick) become jobs or projects with organization, contact, address, value and products as line items; scheduled, started and completed written back to the deal; invoices to Xero, QuickBooks or Sage | Pipelines, stages and field mapping are agreed with you at setup, so the first days are spent on rules | Teams handing won work to crews or subcontractors |
As of November 2026, from each vendor's own documentation and listings (sources below). Pipedrive plan rules change; check your billing page before relying on one.
Worked example
A worked example: one month of won deals
Say a property maintenance company with 6 office staff, 5 in-house trades and 5 regular subcontractors sells in Pipedrive and bills in Xero. Made-up numbers to show the flow, not results.
| Step | What happens | Numbers |
|---|---|---|
| Deals won | Repairs, bathroom refits and two full renovations reach Won | 40 deals |
| Jobs created | Single-trade deals become one job; renovations become projects with a job per trade | 38 jobs + 2 projects (9 trade jobs) |
| Scope carried over | Deal products become job lines and drive each job type's checklist | 212 product lines, 0 retyped |
| Repeat events | Deals reopened to change the value and won again | 4 repeat events, 0 extra jobs (matched by deal ID) |
| Written back to Pipedrive | Scheduled, started and completed activities on each deal | 141 activities |
| Waiting list in the field tool | 'Won, not scheduled' and 'Done, not invoiced' views replace hunting with a won-deals filter | 3 and 5 at month end |
| Invoices | Built from completed jobs including on-site variations, sent to Xero as drafts for approval | 44 invoices, one number each |
Before you buy
What to check before you buy
Good signs
- You choose the pipelines and the stage or status that creates work
- Deal products arrive as job line items, not as a text note
- One deal makes one job, even if it is reopened and won again
- A deal can create a project with several trade jobs, including subcontractors
- Scheduled, started and completed come back to the same deal
- A list of won work not yet scheduled and finished work not yet invoiced
- Invoices go to Xero or QuickBooks from the job, with status visible on the deal
Red flags
- The trigger is a stage name that breaks when sales renames it
- Only the deal title and value cross over, so scope is retyped
- A separate Pipedrive-to-Xero zap and a field-tool invoice for the same job
- Both systems can edit the customer's address
- Nothing comes back to the deal, so sales asks the office for updates
- Jobs can only start from Pipedrive, with no bulk import for work that arrives elsewhere
In Fieldproxy
Setting it up in Fieldproxy
Fieldproxy keeps Pipedrive for selling and runs the work after the sale. The pipelines, stages and fields below are mapped with you; names marked e.g. are examples.
Connect Pipedrive and pick the trigger
A Pipedrive admin connects with an API token or OAuth, and Pipedrive webhooks send won deals across without anyone pressing sync (see /integrations/pipedrive). You pick the pipelines and stages; different pipelines can create different job types, e.g. Installs and Maintenance contracts.
The job arrives with its scope
Organization, contact, address, deal value and deal products come across as the job's line items, and custom fields such as site access notes are mapped at setup. Organizations and people are matched by name and email before a new customer is created. Re-winning a deal does not create a second job.
Projects for multi-trade work
Bigger deals become a project (/solutions/projects) with stages, and each trade gets its own job. Subcontractors work through the subcontractor portal (/solutions/subcontractor-management) and see only their job's work description.
Dispatch and the technician app
The Dispatch agent (/agents/dispatch-agent) suggests who should go by skills, distance, free time and van stock, and the office confirms. Technicians use the Android or iOS app with GPS check-in, checklists with required photos, signatures and offline mode.
Progress back on the deal, and nothing forgotten
Scheduled, started and completed are written to the deal as activities or notes. A report of finished jobs not yet invoiced (e.g. 'Done, not invoiced') replaces the reminder Pipedrive's board can't give, and Autopilot (/agents/autopilot) drafts the chase for unpaid invoices for a person to approve.
One invoice, synced
The invoice is built from the completed job, paid by payment link or Tap to Pay, and synced to Xero (/integrations/xero), QuickBooks (/integrations/quickbooks) or Sage. Pipedrive is not involved in billing. Fieldproxy is one price per company with unlimited users; see /pricing.
How switching works
How switching to Fieldproxy works
We move your data over and set the system up to the way you already work. Fieldproxy replaces the old tool; it does not run alongside it.
Show us your pipelines
Which pipelines lead to field work, which stage starts it, which products and custom fields matter, and what sales wants to see back on the deal.We connect and map
An admin connects Pipedrive. We map pipelines to job types, products to line items and checklists, and decide where invoices are numbered.We test on real deals
Copies of real deals go through, including one reopened and won again, and we check one job and one write-back each time.Go live
Technicians and subcontractors get the app, the office gets the dispatch board, and Pipedrive keeps the selling.
FAQ
Questions people ask
- Does Pipedrive have a built-in way to turn a won deal into a job?
- Pipedrive can turn a won deal into a project, using 'Mark as won and create a project' or an automation on Growth and higher plans. A Pipedrive project has boards, phases and tasks, but no dispatch map, technician app or on-site invoicing, so field teams usually connect a field service tool.
- Why do won deals disappear from my Pipedrive board?
- Pipedrive removes closed deals from the active pipeline view by design. You can see them again with a won-deals filter, but for field work it is easier to track 'won, not scheduled' and 'done, not invoiced' in the field tool.
- Can a Pipedrive integration be two-way?
- Yes, with each field owned by one system. Deals and contacts flow into the field tool; job milestones, completion and invoice status flow back to the deal as activities, notes or fields.
- Should I create the Xero invoice from Pipedrive or from the field service software?
- Usually from the field service software, because it knows what was actually done on site, including variations. If you also run a Pipedrive-to-Xero zap, switch it off for these deals, or you will get two invoices.
- What if a deal is reopened after the job is created?
- Agree a rule at setup. A safe default is that the job stays and is flagged for the office, rather than deleted, because a crew may already be booked.
- Can one deal create jobs for several subcontractors?
- Yes, if the field tool supports projects or multi-stage jobs. Each trade gets its own job, work description and sign-off under one customer and one deal.
- Can I use Claude or ChatGPT to create and schedule the jobs?
- With Fieldproxy, yes: its MCP server lets Claude or ChatGPT book a job, raise a quote or send an invoice, with a preview you confirm before anything is saved (see /mcp).
Sources
Competitor details on this page come from the vendors' own pages and documentation, checked as of November 2026. Plans and prices change, so check the vendor's current page before you decide.
- Pipedrive Developers: webhooks v2 guide: https://pipedrive.readme.io/docs/guide-for-webhooks-v2
- Pipedrive Developers: rate limiting: https://pipedrive.readme.io/docs/core-api-concepts-rate-limiting
- Pipedrive API reference: Deals: https://developers.pipedrive.com/docs/api/v1/Deals
- Pipedrive API reference: Deal products: https://developers.pipedrive.com/docs/api/v1/DealProducts
- Pipedrive Knowledge Base: Projects by Pipedrive: https://support.pipedrive.com/en/article/projects-by-pipedrive
- Pipedrive Knowledge Base: Projects FAQ: https://support.pipedrive.com/en/article/projects-by-pipedrive-faq
- Pipedrive Knowledge Base: projects vs deals: https://support.pipedrive.com/en/article/projects-vs-deals
- Pipedrive Knowledge Base: workflow automation: https://support.pipedrive.com/en/article/workflow-automation
- Pipedrive Knowledge Base: pipeline view: https://support.pipedrive.com/en/article/pipeline-view
- Pipedrive Knowledge Base: filtering won, lost or deleted deals: https://support.pipedrive.com/en/article/filtering-for-my-won-lost-or-deleted-deals
- Xero Developer: invoice status codes: https://developer.xero.com/documentation/api/accounting/types#invoices
- Zapier: Pipedrive integrations (triggers and actions): https://zapier.com/apps/pipedrive/integrations
- Zapier: create Xero invoices when Pipedrive deals reach certain stages: https://zapier.com/apps/pipedrive/integrations/xero/11837/create-xero-invoices-when-new-pipedrive-deals-reach-certain-stages
- Tray.ai: Pipedrive and Xero integration templates: https://tray.ai/connectors/pipedrive-xero-integrations/
- Simpro Marketplace: Pipedrive by Aloka Technologies: https://marketplace.simprogroup.com/apps/pipedrive
- Frontu: Pipedrive integration: https://frontu.com/integrations/pipedrive
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