INTEGRATIONSEXACT ONLINE + PIPEDRIVEConnect Exact Online to Pipedrive
Pipedrive is built for salespeople who want to move fast, Exact Online for books that add up. Without an integration, someone in between retypes won deals. With one, a won deal becomes an invoice, and the salesperson sees in Pipedrive when it has been paid.
ISO 9001 & 27001
- Organisation and people comes from Pipedrive
- Won deal with products comes from Pipedrive
- Product catalogue goes to Pipedrive
- Payment status goes to Pipedrive
Built for clients including Tata Steel, M&G Investments, Digistore24, Toppers in Concert, Bar-le-Duc and Loogman
Smaller sales teams often choose Pipedrive to keep the pipeline clear. Organisations, people and deals live there, usually with products on the deal so Pipedrive calculates the deal value itself. Finance then creates the invoice in Exact Online, with the same products and amounts that were already in Pipedrive.
In a team like that, finance is often one person or the external bookkeeper. A deal that doesn't come through or a wrong address only shows up when the customer calls. An integration formalises the handover: what's sold gets invoiced, with the details the salesperson has already entered.
For each item: which direction it goes, when, and why. This is the starting point; in the first conversation we fit it to your situation.
- 01Organisation and peoplePipedrive → Exact Onlinewhen a deal is won
The Pipedrive organisation becomes an account in Exact, and the people become contacts. The customer number from Exact comes back in a custom field on the organisation.
- 02Won deal with productsPipedrive → Exact Onlinewhen a deal is marked as won
Pipedrive sends a webhook on the change. The integration creates a sales invoice in Exact with the deal's products, quantities and prices. It waits until someone processes it; only then is the entry posted and can it go to the customer.
- 03Product catalogueExact Online → Pipedrivewhen an item is created or changed
Exact leads for item codes and prices. Pipedrive gets the catalogue from Exact, so the salesperson picks from products finance also knows.
- 04Payment statusExact Online → Pipedrivewhen an invoice has been paid
The payment status from Exact comes back to the deal. If an invoice is past its due date, the integration can create an activity for the salesperson.
Not always. If an existing integration for Exact Online and Pipedrive does exactly what you need, we'll tell you.
The Exact Online App Store lists a Pipedrive integration from another vendor. For one administration and products with fixed prices, such an integration is often sufficient. Do test how it handles a deal without an organisation, a deal with a discount and a credit note.
Don't expect rules that match the way you work: a deal that may only be invoiced after delivery, or a deposit on order and the rest on completion. That needs an integration of your own, on the Pipedrive and Exact APIs.
- You invoice in instalments, for example a deposit on order and the rest after completion.
- A deal may only go to Exact once there's a signed quote or a purchase order number.
- You use custom fields in Pipedrive that need to appear on the invoice, such as a project name or the customer's reference.
- You have several Exact administrations and the pipeline determines which legal entity invoices.
AI reads, sorts and prepares a suggestion. Where it matters, a person decides.
Getting a deal ready for invoicing
Before a won deal goes to Exact, an AI step checks whether everything is complete: address, VAT number, customer reference, products that exist in Exact. If something is missing, the salesperson gets an activity in Pipedrive and the invoice waits until it's filled in.
A payment reminder in the salesperson's voice
If an invoice has been outstanding for a long time, AI drafts an email for the salesperson, with invoice number and amount from Exact. The salesperson edits and sends it. Formal reminders still go through finance and Exact.
People without an organisation
In Pipedrive, a deal can be linked to a person without an organisation. In Exact, every contact belongs to an account. Decide whether the integration then creates an account in the person's name, or whether the deal only goes through once an organisation is attached.
Keeping product codes aligned
Every product in Pipedrive must point to exactly one item in Exact. Use the Exact item code as the key and don't let salespeople create products finance doesn't know about.
VAT and discounts
Pipedrive calculates per product with a tax setting and an optional discount; Exact uses VAT codes. Record the mapping and test a deal with a discount. Otherwise a small difference between deal value and invoice amount is hard to explain to the customer.
A deal that reopens
A salesperson can move a won deal back and win it again later. So store the Exact invoice number on the deal and let the integration check it, so no second invoice is created.
What goes where
Which data moves, in which direction, and which system wins when two values differ. That is written down before anything gets built. For this integration, that means: Organisation and people, Won deal with products, Product catalogue, Payment status.
Fields and rules
For every field, how it translates between the systems: statuses, VAT codes, general ledger accounts, item numbers. And what happens with a duplicate or a missing value. For this integration, that means: People without an organisation, Keeping product codes aligned, VAT and discounts, A deal that reopens.
Testing with real cases
In a sandbox or test administration, with the exceptions you actually run into: credit notes, partial deliveries, changed customer details.
Live, with logging and monitoring
Every sync is logged, and when something fails, someone gets an alert. If a vendor changes its API, we update the integration.
No account manager. You talk to someone who builds integrations themselves, and who will tell you when a standard integration is enough.
- Office on the Duivendrechtsekade in Amsterdam
- ISO 9001 and ISO 27001, certified by Kiwa
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Can I connect Pipedrive to Exact Online?
Yes. The Exact Online App Store lists an integration from another vendor, and you can also build your own integration through the APIs of both systems. Pipedrive reports changes to deals, organisations, people and products through webhooks; Exact has a REST API for accounts, items and invoices.
Does a won deal automatically become an invoice in Exact?
It can. The integration creates a sales invoice with the deal's products. You can leave it waiting, so finance checks it before it's processed and sent.
Can the salesperson see in Pipedrive whether the customer has paid?
Yes. The integration reads the payment status from Exact and puts it on the deal. If an invoice goes past its due date, an activity for the salesperson can be created automatically.
Which system leads for products and prices?
Usually Exact, because that's where the item codes are that revenue and stock are posted to. Pipedrive gets the catalogue from Exact, so a salesperson doesn't sell a product that doesn't exist in the books.
What if I work with instalments or deposits in Pipedrive?
First check whether a standard integration supports instalments. If not, an integration of your own records per instalment when which part is invoiced. For each instalment it stores the Exact invoice number on the deal, so you can see what has already been invoiced and paid.
Related services
- Connect Exact Online to HubSpotConnect Exact Online to HubSpot: which data to exchange, what HubSpot's own app does, and what to watch out for with deals, invoices and payment status.
- Connect Exact Online to SalesforceConnect Exact Online to Salesforce: opportunities to the right administration, payment status back, and a set-up that fits within the Exact API limits.
- Connect Exact Online to ShopifyConnect Exact Online to Shopify: orders as sales entries, VAT on EU sales, reconciling Shopify Payments payouts, and keeping stock levels in sync.
- Connect Exact Online to WooCommerceConnect Exact Online to WooCommerce: post orders and refunds, align VAT settings, process payment provider payouts and keep stock levels up to date.
- Connect Exact Online to bolConnect Exact Online to bol.com: post orders, process bol's invoice with commission and fees, upload business invoices and track Fulfilment by bol stock.
- Connect Exact Online to SimplicateConnect Exact Online to Simplicate: what Simplicate's own integration does with invoices and payments, how to set up revenue groups, and when you need more.
Sources
The technical facts on this page come from the vendors' official documentation, checked on 19 September 2026. Vendors change their APIs and limits; when we build an integration, we always check the current state.