Embark Law · Bexio

Full two-way integration between Pipedrive and Bexio (Swiss accounting software). Invoices are created, tracked, and reconciled automatically — no manual data entry between the CRM and accounting system.

What was built

Contact sync: When a new Organization is created in Pipedrive, a corresponding Bexio contact is automatically created with matching fields (company name, address, language setting for invoice language DE/EN).

Automated invoice creation: When a deal reaches the invoicing stage in Pipedrive, a Make.com scenario generates the Bexio invoice with the correct line items, product descriptions, tax rates, and titles in the deal's configured language. The invoice URL is written back to the Pipedrive deal field.

Invoice title formatting: Invoice titles follow the format Invoice YYYY-MM (or Rechnung YYYY-MM for German), automatically derived from the deal and billing period.

Payment sync: When a Bexio invoice is marked as paid, the linked Pipedrive deal is automatically updated to reflect the payment status.

Vendor bill processing: Bexio vendor bills (Lieferantenrechnungen) are pulled into Pipedrive as expense records, processed and linked to the relevant client deals for re-invoicing (Weiterverrechnungen).

Monthly retainer invoices: A scheduled scenario generates recurring invoices for retainer clients — even months with zero tracked hours get a zero-CHF invoice to keep the record consistent.

Alert system: All scenarios are wrapped in the MWS break/alert system. Failures trigger a Pipedrive note on the affected deal and a Telegram notification so issues are caught before the client notices.

Technical architecture

Pipedrive (CRM)
    │
    ├─ Deal action (invoice trigger) ──► Make.com ──► Bexio: Create Invoice
    │                                                    └─► Write invoice URL back to PD deal
    │
    ├─ Organization created ──────────► Make.com ──► Bexio: Create Contact
    │
    └─ Bexio: Invoice paid ───────────► Make.com ──► Pipedrive: Update deal status

Key Make.com scenarios:

• [P][v1] On PD Organization.Action — Create Bexio Contact
• [P][v1.1] On PD Deal.Action — Create Bexio Invoice
• [P][v1] On Bexio Invoices(pd_deal).status Paid — PD Deal Update
• [P][v2] On Bexio Bills(Vendors) — Pipedrive Deal Update (vendor bill processing)