← Astos | Pipedrive to sevdesk invoicing
CRM Project Aerospace

Astos | Pipedrive to sevdesk invoicing · Invoicing & Payments

How Metawork automated installment invoicing between Pipedrive and sevdesk for a German space-software company. ~74 hours and counting.

Duration 3 months
Tasks 45
Meetings 1

What was built

Engineering and software contracts are rarely paid in one go, so this is an installment-driven invoicing engine between Pipedrive and sevDesk rather than a won-deal-creates-invoice hook.

Area Description
Two invoicing paths A won deal with no payment schedule produces a single sevDesk invoice; a deal with installments runs the milestone workflow instead, and each installment becomes its own invoice
Approval gates A status gate before each milestone and an invoice-release gate after it, both collected through a form, so nothing invoices before the work is confirmed
sevDesk contact helper One shared sub-scenario that searches, creates or updates the sevDesk contact, instead of three copies of the same logic
Tax handling VAT and tax rules derived from the line items and validated against defined test cases, rather than carried in the installment label
Address resolution Billing address resolved by priority with geocoding for the country, and a hard stop when the result is ambiguous
Payment sync Payment receipts monitored in sevDesk and written back to Pipedrive, so the paid state of each installment is visible where sales works
Write-back Invoice number and PDF returned to the Pipedrive deal on the draft-to-open transition, with events logged on the invoice activity

The milestone check-ins started on a third-party form and are moving to our own form tool, so the feedback loop is a first-class part of the invoicing flow rather than an email someone has to remember to send.

Tech stack

Technology Role
Pipedrive CRM, deals, products, installment schedule, projects
sevDesk Invoicing and payment monitoring
Make.com The invoicing, gating and payment-sync scenarios

Project stats: 39 tasks, ~52h, running since June 2026.

Recently touched

  • 2026-09-06 [sevdesk] Recurring software subscription billing via Billing Frequency field Open
  • 2026-09-04 PD- sevdesk - Projects/Tally In Progress
  • 2026-09-04 Log sevdesk invoice/payment events into Invoice activity note (frontmatter format) In Progress
  • 2026-09-04 Deal field "Amount Paid" — idempotent recalculation from paid Invoice-activities Open
  • 2026-09-04 Write sevdesk invoice number and PDF back to Pipedrive on draft-to-open transition In Progress

Other projects in this case study

  • License Management

    The licensing half of the Astos engagement: making software licences visible as commercial records so renewals are something the sales side can see and act on, rather than a list living in an…

    What we built

    • Licence data exchange
    • Field agreement
    Read case study

  • License Sync

    The original Astos onboarding project, which the invoicing and licence streams were later split out of. It carries the CRM foundation work and the reporting that the commercial side runs on.

    What we built

    • Data import
    • Net revenue calculator
    • Quote & invoice templates
    • Legacy numbering
    • Deliverability
    • Activity handling
    Read case study

  • CRM Onboarding

    The move onto Pipedrive for a German space-software company: getting the legacy CRM data in, shaping pipelines around how engineering and licensing actually sell, and making the commercial paperwork…

    What we built

    • Data import
    • Pipelines
    • Quotes & invoices
    • Product line items
    • Net revenue reporting
    • Calendar & mail
    Read case study