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Understand how quotes and Pipedrive stay in step

Audience: operators & admins · Scope: the two-way quote ↔ deal sync · Last reviewed: 2026-08-24

What this does — Explains, in plain terms, how a website quote and its Pipedrive deal stay matched up, so you know what to expect and what to leave alone. You don't run any of this — it happens automatically.

The short version​

  • Every quote becomes a deal. When a quote is created or changed on the website, the system creates or updates a matching deal in Pipedrive — usually within a minute.
  • Edits flow both ways. A change on the website updates the deal; a change to the deal in Pipedrive (status, stage, expected close date…) flows back to the quote.
  • They're matched by the quote number. The quote's serial number is stored on the deal, which is how the two are kept paired.
  • Every quote starts in a stage. Whoever creates a quote — an agent on the website, inside sales in the Quote Console — picks the stage right in the creation form (customers' quotes get the configured default). From then on agents keep the status, stage and lost reason current from their quote page, and inside sales from the Quote Console; every such change reaches the deal with the next sync.

What moves from a quote to its deal​

When a quote changes, its deal gets the current picture: the title, organisation, value, owner/contact, the quote number, whether it's a Test/Internal/Regular deal, the status (open / won / lost) and lost reason, the agent's feedback, the follow-up stage and expected close date, and the follow-up comment (added as a note).

What flows back from Pipedrive to the quote​

When someone edits the deal in Pipedrive, these come back to the quote: the status and lost reason, the agent feedback, the stage (when it's one of the follow-up stages), and the expected close date. Comments/notes do not flow back — those only go website → Pipedrive.

What happens next​

  • Give it about a minute. A quote edit shows on the deal, and a deal edit shows on the quote, without anyone pressing anything.

Good to know — the golden rules​

  • Don't delete the Pipedrive pieces the setup created. The integration relies on a few things inside Pipedrive: two custom deal fields (Agent Feedback Quote Status, Agent Feedback Lost Reason), two filters (Deals with a website quote number, Cold Quotes), and one webhook. Deleting any of them breaks the sync until it's set up again. Leave them alone — and if you think one has already been deleted or renamed, the Pipedrive Provisioning screen will tell you which, and put it back.
  • Renaming a pipeline's stages is fine, but re-import after. The sync tracks stages by their hidden id, so renaming won't break it — but the names/order won't refresh until someone re-imports the stages.
  • "Test" and "Internal" deals are automatic. A quote whose name contains test, or whose customer email is @betacalco.com, is flagged as a Test/Internal deal automatically — useful to know when a deal looks mis-categorised.
  • If sync seems stuck, it's almost always a behind-the-scenes job that needs attention — report it to your Beta-Calco contact rather than editing deals to force it.

Screens and labels can differ slightly between environments — if a label doesn't match what you see, check with your Beta-Calco contact.

For developers → docs/pipedrive/README.md.