From deal to paid.
Keep every step clear.

A quick tour

Start here

Invoice Bridge connects the sale, the invoice, and the payment. Your salesperson works from a Pipedrive deal. Your customer pays through Shopify checkout. The result stays with the right customer record.

1. An administrator connects one Shopify store and one Pipedrive company, reviews the company service agreement, chooses the app plan, and matches the products. Use First invoice setup on the intended deal to check the setup and all missing product matches.
2. Each salesperson authorizes their own Pipedrive user, then opens an eligible deal, checks its products and customer email, and creates an invoice.
3. Review the amount, tax treatment, shipping, and any discount. Get approval if your company requires it.
4. Review the recipient and choose Send invoice to customer. Retype the address only if your administrator has enabled that check.
5. After payment, check the original deal for its payment history and Won status. For deposits, follow the completion rule set for that plan.

Administrator

Connect your store and CRM

You need a Shopify store, a Pipedrive company, and the right to install apps in both. Start from the approved installation link for your workspace. Marketplace installation becomes available after the app is approved and published.

1. Install Invoice Bridge in Shopify and open the app as the store owner or an authorized administrator.
2. Choose Connect Pipedrive. Sign in to the company you want this store to use, review the requested access, and finish authorization.
3. Check the Store and Pipedrive company shown in Connections. Both must be the intended accounts.
4. Review the Service agreement section. A current Pipedrive administrator or the Shopify store owner accepts for the organization before activating new invoice actions or approving a plan.
5. Choose the app plan and review it in Shopify. Billing is handled through Shopify even if you discovered the app in Pipedrive.
6. Open a Pipedrive deal and expand the Invoice Bridge panel. Invite team members to authorize their own users using the same app installation link. Administrators can open Settings from the panel.

Administrator or store owner

Review the company service agreement

Company acceptance belongs to a current Pipedrive administrator or the Shopify store owner. Salespeople cannot accept or change the service terms for the company.

1. Open Invoice Bridge app settings and confirm the connected store and company.
2. Read the Service Terms, Data Processing Addendum, Privacy Notice, refund policy, security overview, and service-provider list. You can print or save each document.
3. Confirm that you are authorized to accept for the organization. Check the separate acceptance box, then choose Accept for this organization. Neither box is preselected.
4. Choose Download acceptance receipt to save the version, document hashes, verified administrator, and acceptance time. A receipt applies only to that connected workspace.
5. If a material new version is published, an administrator reviews it again before new invoices, invoice sends, or a new plan approval. Existing payment reconciliation, cancellation, and privacy requests continue.

Administrator and salesperson

Give each teammate access

The company is connected once by an administrator. Every person who uses the Pipedrive panel then authorizes their own app access. There is no per-user app fee.

1. Administrator: connect the store and Pipedrive company first. Keep the company’s service installer account active.
2. Teammate: open the approved Invoice Bridge installation link while signed in to the intended Pipedrive company. Review and authorize your own user.
3. Reload your Pipedrive browser tab after authorizing the app. Open a deal you can access and expand Invoice Bridge. Your Pipedrive membership and role are checked again when you use the panel.
4. Open Company rules to see the team’s limits. The controls are locked for salespeople; account setup, billing, privacy, audit, and recovery remain administrator tasks.
5. If invoice access is off, you can still view your own deal’s invoice and payment history. Ask an administrator to change the policy.

Administrator setup

Choose where records go

Use dedicated Pipedrive custom fields for commerce information so the app can add invoice and payment details without taking over your existing notes.

1. Open Settings, then Connection setup & product matching. Choose Load available choices.
2. Select a stage for paid web-order deals. Set the follow-up timezone used for task due dates.
3. Choose a separate field for each purpose: paid order link, order details, invoice link, refund review, deal commerce history, and person commerce history. Link/review fields use text on one line; detailed history fields use longer text.
4. Enter the approved checkout hostname. Your store must already have that hostname connected and working over HTTPS.
5. Save setup, then choose Check connections. Resolve any item that says Needs setup before sending an invoice.

Administrator setup

Match your deal products

Each Pipedrive product used on an invoice needs a matching Shopify variant. The app uses the deal’s quantities and net prices when it creates the invoice.

1. In Settings > Connection setup & product matching, choose Load available choices.
2. Under Product matching, search the store by product name or SKU and choose Find store variants.
3. Choose Add product match. Select the Pipedrive product and matching Shopify variant. You can also paste known product and variant IDs.
4. Repeat for each product your team will invoice. Remove any empty rows, then choose Save setup and Check connections.
5. Open a small test deal and compare product names, quantities, prices, and currency before sending the first invoice.

Administrator setup

Get your first invoice ready

Open a deal you want to invoice and choose First invoice setup. The checklist checks this connected company and the products on this deal.

1. Review the connection, checkout, record-field, processing, app-plan and service-agreement results. The public app includes the current plan and agreement checks.
2. Review every product listed under missing matches. The product name and Pipedrive product ID identify which match to add, including product variations.
3. Choose Open connection setup to go straight to the expanded setup section. Save the correct product matches and other setup choices.
4. Return to the invoice and choose First invoice setup, then Refresh checklist. A plan or service-agreement item is completed by an administrator or store owner in Invoice Bridge in Shopify.
5. When the checks pass, choose Back to invoice. Review tax, certificates, discounts, the recipient and any required approval before sending.

Salesperson walkthrough

Add products before invoicing

An empty deal has a clear starting point. Invoice Bridge shows No enabled products found until there are products it can invoice.

1. Add products to the deal in Pipedrive, or enable products that are already attached.
2. Return to Invoice Bridge and choose Refresh products. The product list and invoice controls appear when the products are ready.
3. If the panel says Products could not be loaded, read the cause shown below it. A connection or product-matching issue needs its own check; it does not mean the deal is empty.

Salesperson walkthrough · 1

Create an invoice from a deal

Open the customer’s Pipedrive deal and expand Invoice Bridge. Start with the products already attached to that deal.

1. Check the customer email. The linked person can supply the starting address, but you still need to verify it.
2. Review the products, quantities, and prices. Correct the deal products first if they are wrong.
3. Choose the tax treatment and any extra discount your administrator allows. Leave Deposit and balance invoices off for a standard invoice.
4. Choose Create invoice from products.
5. Wait for the invoice preview. Creating the draft does not send an email.

Salesperson walkthrough · 2

Review the draft and recipient

The draft is your last chance to check the customer-facing invoice before sending it.

1. Compare the preview with the agreement: customer email, product quantities, net prices, shipping, tax, and current total.
2. Use Change email if this invoice needs a different recipient. Save the correction and review the refreshed draft.
3. If the products or invoice policy changed, refresh the panel. The app may require a fresh review or approval.
4. If approval is required, request it before sending.
5. When the draft is correct, choose Send invoice to customer.

Salesperson walkthrough · 3

Send the invoice

Review the customer email and totals, then choose Send invoice to customer. Email retyping is off by default. Your administrator can turn it on for the company.

1. Check the recipient, products and totals in the draft. Choose Send invoice to customer to send the reviewed invoice.
2. If Verify the email address appears, your administrator has enabled the extra email check. Type the address shown in Re-enter customer email, then choose Confirm and send. The button stays disabled until the addresses match.
3. Look for Sent in the panel. The deal history receives an Invoice Sent entry and a printable invoice copy.
4. If the invoice changed, refresh status and review the current recipient and totals before sending again. Any required approval still applies.
5. If the panel says Sending or that delivery is being checked, refresh status and ask an administrator to inspect the result before trying anything else.

Salesperson and administrator

Copy the customer payment link

Use Copy customer payment link on a sent invoice that is still unpaid. Use it when a customer asks for the payment link during your own follow-up.

1. Open the original Pipedrive deal and refresh invoice status. On an active payment plan, open the current sent payment invoice.
2. Choose Copy customer payment link. The app checks Shopify again and validates the configured checkout website before returning the link.
3. Paste the link into your own customer message. If your browser blocks clipboard access, select and copy the link shown in Customer payment link.
4. Use Open invoice in Shopify or Open paid order in Shopify to inspect the merchant record. Those buttons open the store administration pages.

Salesperson and administrator

Review unpaid invoices and follow up

Choose Unpaid invoices in the deal panel to review invoices sent through Invoice Bridge. Administrators can review company deals. Salespeople see deals they currently own.

1. Review the invoice, current amount due, sent date and current deal owner. The list checks Shopify when loaded and shows up to 15 deals on each page. Choose Next page when available.
2. Choose the deal title to open its original record. The amount shown is for the current sent invoice. Open the deal to review the full deposit plan and remaining product balance.
3. Use Copy payment link to get a fresh customer link. Use Create follow-up task to assign a task to the current active deal owner, due today in the company’s configured timezone.
4. The app creates one follow-up task per invoice. Repeated clicks return the existing task. Reschedule or complete that task in Pipedrive for later follow-up.
5. Choose Refresh unpaid invoices after payment processing. A row that says Check payment status needs a status or administrator review and offers no link or follow-up action.

Salesperson walkthrough

Request invoice approval

When approval is enabled, a designated current Pipedrive administrator reviews the exact draft and recipient. The request stays tied to that version of the invoice.

1. Review the draft products, quantities, totals, tax, discount, and recipient.
2. Choose Request approval. Repeated clicks do not create another request for the same version.
3. The selected approver receives an Invoice Bridge alert and an assigned Pipedrive review task. Send stays unavailable while the request is pending.
4. Refresh status after the decision. If approved, review the recipient and send. Retype the email only if your administrator has enabled that check. Approval does not send the invoice automatically.
5. If the draft, recipient, or company policy changes, review the current version and request a fresh approval.

Designated approver

Review an invoice request

Open the Invoice Bridge alert or your assigned Pipedrive review task. Review the draft in the deal before deciding.

1. Open the linked deal and check the invoice number, customer email, products, totals, and any certificate.
2. Choose Approve invoice if the current version is correct. Only the selected current admin, or a current admin in the shared queue, can decide.
3. To send it back, choose Request changes and enter a short reason.
4. The preparer receives an app notice and a Pipedrive decision task. The original review task is marked complete after a successful decision update.
5. The salesperson still confirms the recipient and sends the invoice. Your decision does not email the customer.

Salesperson

Handle a request for changes

A declined invoice stays unsent. Read the reason, correct the issue, and submit a new version for review.

1. Read the Request changes reason in the invoice panel or decision task.
2. For a wrong recipient, use Change email, save the correction, and review the updated draft.
3. For wrong products or quantities, cancel the unpaid invoice, correct the deal products, then create a replacement.
4. Review the new version and choose Request approval again. The unchanged declined version cannot be resubmitted.
5. After approval, verify the recipient email and send. Keep the previous invoice and decision in history.

Before creating the invoice

Set tax, certificates, and discounts

Your administrator sets the defaults and limits. Preparers can use only the options that have been enabled for them.

1. Use Tax exempt only when the customer’s exemption has been verified for the sale. If the option is locked, ask an administrator.
2. Choose Certificate on the organization. Invoice Bridge lists PDF, PNG, and JPEG files attached to the organization linked to this deal. Open organization files to review the document, then select it. You do not need to upload it again for another invoice.
3. Check its expiry date and confirm that you reviewed the certificate and that it is current and applies to this invoice. A saved expiry carries forward. Admins can correct an incorrect recorded date here without uploading the file again. Salespeople use the saved date. This confirmation is required whenever you select an organization certificate.
4. If no suitable file is on the organization, expand Add a new certificate. Choose a PDF, PNG, or JPEG up to 1 MB, enter its expiry if applicable, and choose Save to organization. Review and confirm the saved file. Other deals linked to this organization can reuse it.
5. Enter an additional invoice discount percentage if discounts are enabled. Stay within the administrator’s limit.
6. Create and review the invoice. The extra discount is applied after discounts already reflected on the deal.
7. The invoice keeps the selected organization file reference and the preparer’s confirmation. Open Organization certificate to find it later. Older certificates saved only with an invoice still use Download certificate, then Save certificate within 60 seconds.

After the customer pays

Check payment on the original deal

The customer pays through Shopify checkout. Invoice Bridge uses the verified payment and invoice reference to update the original deal.

1. Open the same Pipedrive deal and choose Refresh status.
2. For a standard invoice, confirmed payment changes the original deal to Won.
3. Check the order total and payment history, then use Open paid order in Shopify for the Shopify record.
4. Look in the deal history for Invoice Sent and in Files for the invoice copy. Payment activity is recorded in the configured commerce history field.
5. Allow time for background processing. The current preview host runs its worker about every ten minutes; your deployed schedule may differ.

Deal history and files

Find and use the invoice copy

Each sent invoice gets one Invoice Sent note and a printable HTML copy attached to the deal. The copy preserves what was reviewed at the time of sending.

1. Open the deal’s history and find Invoice Sent. Check the invoice number, recipient, and send time.
2. Open the deal’s Files tab and download the matching Invoice file.
3. Open the HTML copy in a browser. Use the browser’s Print option to print it or save a PDF.
4. Use the Shopify invoice or order link to check the current payment status and final checkout totals.
5. If the invoice was sent but its copy needs review, ask an administrator to check both systems before retrying.

Salesperson walkthrough

Start a deposit and balance plan

A payment plan uses separate Shopify payment invoices linked to one Pipedrive deal. It does not require Shopify Plus payment terms. An administrator must enable the feature first.

1. Before creating the first invoice, turn on Deposit and balance invoices.
2. Review the product total and required deposit percentage. Adjust the percentage only if your administrator allows it and the minimum is met.
3. Enter the customer’s shipping address and the agreed shipping quote. Check the address carefully because the plan uses it for tax and stock handling.
4. Create the deposit invoice, review its totals and recipient, then send it. Retype the email only if the company rule is enabled.
5. Once the required deposit is paid, check the plan summary. By default, the deal becomes Won at that point and the unpaid product balance stays visible.

Progress and final invoices

Request the next payment

Use the same deal for every later payment. The plan keeps the product balance together even after the deal becomes Won.

1. Wait for the current payment invoice to be paid or canceled. Only one payment invoice can be unpaid at a time.
2. Enter Products in the next payment. Request a progress amount or the full remaining product balance.
3. Choose Create next payment invoice. Review the amount, tax, recipient, and shipping.
4. Review the recipient and send. Retype the email only if the company rule is enabled. Shipping is collected once, on the final payment.
5. After payment, refresh the plan. Keep all payment invoices and orders with this deal.

For managed deposit plans

Reserve and ship the products once

When Reserve stock and manage fulfillment is enabled, Invoice Bridge separates the payment requests from the physical goods.

1. The plan reserves the real product quantities once for 30 days. Check the reservation date and stock status.
2. Collect the deposit and later payments through their payment-only invoices. Those orders have no physical goods to ship and do not deduct the product stock again.
3. Wait until all required product payments are received. The deal may already be Won while fulfillment is still on hold.
4. Choose Open goods for fulfillment when it becomes available. Use that single goods order for picking, shipping, and fulfillment.
5. If a reservation expires, a product changes, or a vendor result is uncertain, stop and ask an administrator to review the plan.

New and returning buyers

Handle a paid web-store purchase

A paid web order can create follow-up work in Pipedrive without becoming a second copy of an invoice sale. The buyer’s email and verified invoice references guide the match.

1. For a new buyer with no matching person, the app creates a person and lead with available contact and order details.
2. For a returning buyer with one matching person and organization, the app creates a Won purchase deal linked to those existing records.
3. The responsible rep sees an alert in their Invoice Bridge panel and receives a follow-up activity when follow-up is enabled.
4. Open the alert’s deal, review the order and customer details, and complete the follow-up task after making contact.
5. Acknowledge the panel alert when you have seen it. Acknowledgment does not complete the Pipedrive activity.

Keep the history clear

Review refunds and failed payments

A payment result is recorded only when Shopify supplies a confirmed success, failure, or error that can be linked to the appropriate person, lead, or deal.

1. For a failed payment, inspect the Shopify transaction and the matched record’s commerce history. A failed attempt does not mark the sale paid or Won.
2. If the customer later pays successfully, the successful transaction is logged as its own result. Repeated delivery of the same result does not create another entry.
3. Process any customer refund in Shopify. Invoice Bridge records successful refunds and displays the cumulative amount in the configured refund review field.
4. Review the deal and any payment plan. A refund keeps the deal’s Won status and pauses further plan invoices until reviewed.
5. Handle any goods return and stock adjustment against the correct goods order. Payment refunds do not justify a second shipment or automatic restock.

Administrator

Set the team’s invoice rules

Only a current Pipedrive administrator can change the company’s invoice settings. Open Settings from the deal panel.

1. Sales access: choose whether salespeople can prepare invoices and whether they must own the deal. The ownership requirement is off by default. When it is off, Pipedrive deal permissions still apply. Enable approval and select a current administrator as the Approval recipient. Any current administrator is also available as a shared queue.
2. Require retyping customer email before sending: leave this off for direct sending from the reviewed draft, or turn it on to require the preparer to type the exact recipient before every full invoice, deposit and later payment. It is off by default.
3. Turn on Require approval for admins too if needed. A different active administrator must be available; no one can approve their own request.
4. Tax & certificates: set the tax default, allow or lock invoice overrides, and decide whether exempt invoices require a certificate.
5. Discounts: enable extra invoice discounts and set the maximum percentage.
6. After a web purchase: turn on rep alerts and tasks, choose whether both distinct person and organization owners should be included, and set the business-day follow-up delay.
7. Activity history: choose whether to log payment and refund activity, then Save settings. Refund review flags remain active.

Administrator

Set deposit defaults and limits

Deposits are off for a fresh installation until enabled. Decide how your team will collect and fulfill these sales before turning the feature on.

1. Turn on Allow deposit and balance invoices.
2. Choose whether new plans should Reserve stock and manage fulfillment. This requires the approved product, inventory, and order access.
3. Set the default deposit and the minimum allowed percentage. The minimum cannot exceed the default.
4. Choose whether preparers can adjust the deposit. Decide whether the deal becomes Won after the required deposit or after all product payments.
5. Save settings and test one complete plan with your product, tax, and shipping configuration before the team uses it.

Correct a draft safely

Cancel or replace an unpaid invoice

Use the app’s cancellation flow so the old checkout link and invoice history stay in sync.

1. Open the unpaid invoice and choose Cancel invoice.
2. Read the confirmation and choose Confirm cancellation only for the correct invoice.
3. Wait for Canceled. The old checkout link is retired and history remains attached.
4. If a corrected invoice is needed, choose Create replacement invoice, then review and confirm the new recipient before sending.
5. For an unpaid managed plan, cancel every payment invoice before choosing Cancel unpaid plan and release stock.

Administrator

Check system status and recovery

Use Settings > System status & recovery when an update takes longer than expected or a record needs review.

1. Choose Refresh system status. Check whether processing is enabled, background checks are current, the connection is healthy, and the daily backup was verified. A planned processing pause can still have current background checks.
2. Choose Check connections. Each failed check explains what could not be verified and where to fix it, including currency, product matches, the checkout domain, CRM fields, stages and managed-deposit permissions.
3. Review waiting orders, history, payments, refunds, invoice copies, stock handling and approval tasks. Each review item explains which original record to inspect and which recovery action is allowed.
4. Retry checked update is for an existing history, payment, or refund update after review. It does not authorize creating another contact, deal, invoice, or shipment.
5. Escalate uncertain sends, record creation, stock changes, missing backups, or repeated failures to the person operating the integration.

Workspace administrator

Manage billing, privacy, and removal

Open Invoice Bridge from Shopify as an authorized store user, or use your current Pipedrive administrator session, to manage the workspace. Each store/company pair keeps separate connections and records.

1. Choose Refresh workspace to reload connections, company agreement, plan, privacy requests and activity health. Activity health explains a processing pause, waiting agreement or plan, stale worker and updates that need review separately.
2. Use Refresh plan status after approving or changing the app plan in Shopify.
3. To cancel, choose Cancel plan, review the inline confirmation, and confirm. New invoice actions stop after cancellation.
4. Existing payments, refunds, and privacy requests can continue to reconcile while the processor remains enabled. An operator pause also stops commerce updates.
5. For a completed customer data request, choose Download customer data within 24 hours. The export covers app-held records for that request.
6. Removing an individual salesperson’s Pipedrive app access revokes only that user. Removing the service installer disconnects the company. Shopify uninstall stops store access; its later store-erasure request removes retained app data unless the merchant reinstalls. Source Shopify and Pipedrive records remain under the merchant’s control.

Separate workspaces

Use more than one company

Install and authorize each store/company pair separately. Check the account names each time you open the app or approve a plan.

1. Use one Shopify store and one Pipedrive company per workspace. Each pair has its own app subscription.
2. Open the app from the store you intend to work in, then verify its Pipedrive company under Connections.
3. Set product matches, invoice rules, follow-up owners, and record fields for that company.
4. Keep work in that workspace. Changing a URL does not switch a company’s connection or grant access to another company.
5. After a reinstall, reconnect the intended company and check that previous invoices and paid records are still present.

Clear next steps

When something does not work

The message names the part that needs attention, explains what the app could verify, and tells you what to do next. A connection problem does not mean an invoice failed or a deal is empty.

1. Read the cause first. Shopify, Pipedrive, app subscription, invoice rules, certificates, inventory, email, and app hosting have different checks. Follow the named step instead of changing unrelated settings.
2. For a stale screen, choose Refresh status on the deal, Refresh products for its product list, Refresh list for organization certificates, or Refresh workspace in app settings. After a plan approval, choose Refresh plan status.
3. If the message says the result could not be confirmed, check the existing invoice, order, organization file, approval task, or deal history before trying again. A timed-out request may have finished. Do not create, send, reserve, or ship a second copy.
4. Salespeople can correct their invoice choices, confirm the recipient, refresh data and request approval. A Pipedrive administrator changes company rules, product matches and CRM fields. The Shopify store owner handles store permissions and plan approval. The app operator handles hosting, sender setup, processing and backups.
5. If automatic alerts could not refresh, the invoice still loads and the panel says which notices may be out of date. Choose Refresh status. Check the assigned Pipedrive activity while an administrator reviews a connection problem.
6. If the Pipedrive panel did not start, choose Reload panel. If it still fails, reopen the deal in a fresh browser tab. An administrator can check the installed app and panel URL. Keep browser security settings enabled.

QUICK ANSWERS

Common questions

The panel keeps the decisions and actions close at hand. These answers explain the details without crowding the invoice screen.

1. Why is the Shopify order link empty? Creating an invoice creates a Shopify draft first. The invoice link opens that draft. After successful payment and the next background update, the paid order link and order details fill in on the original deal. Refresh status if the panel was already open. The app checks waiting invoices every minute while the panel is visible; the host worker runs on its configured schedule.
2. Does an invoice payment create another deal? No. A payment carrying the original invoice reference updates the original deal. A separate web-store purchase can create a new Won deal for an existing customer, or a lead for a new buyer. Repeated payment events are matched to the same order.
3. Why does a field say Web order details for an invoice? That is the custom field name chosen in this CRM. The mapped Order details field also holds paid invoice checkout totals and shipping information. Administrators choose the field in Settings; the app does not rename your CRM fields.
4. Will customers see order-ledger-bridge in the invoice link? Customers follow their store’s approved checkout domain. Your Shopify admin links use your store’s own myshopify.com address. Invoice Bridge is the app name. The development store and sandbox host may retain older technical names; a final app domain is a separate launch configuration.
5. What does the role label mean? Admin and Salesperson reflect the current Pipedrive role. Salespeople use only the options enabled by an admin. The ownership setting can limit invoicing to deals they own. Company rules are visible but locked for salespeople. Only admins change access, approvals, certificate requirements, tax defaults, discount limits, and recovery settings.
6. Can a returning customer reuse a tax certificate? Yes. Select the file already attached to the deal’s organization and confirm it is current and applies to this sale. No repeat upload is needed. The app rechecks the organization, file and expiry before sending. A removed, changed or expired document needs a fresh review.
7. Why did the invoice send without asking me to type the email again? Email retyping is off by default. An administrator can enable Require retyping customer email before sending in Settings > Sales access. The app still checks the saved recipient, current invoice details and any required approval.
8. Does Copy customer payment link resend the invoice? It copies a current customer checkout link after checking Shopify. You send it in your own message. Invoice Bridge records no new invoice email or duplicate sale from copying the link.

BASIC TROUBLESHOOTING

Find the next useful step.

Start with the current invoice state and the original Shopify order. Keep their references together while you check the result.

STATUS REFERENCE

What the status means

Supported release scope: USD; one Shopify store and one Pipedrive company per workspace. Up to 50 product lines per invoice, with quantities of up to 10,000 units per line. Multi-store connections to the same Pipedrive company, currency conversion, and bundles are outside this release.