India Electronic Invoicing | Frequently Asked Questions

If you're a HubSpot customer in India, learn how HubSpot handles electronic invoicing and what's your responsibility in the electronic invoicing process.

What's electronic invoicing?

Electronic invoicing (e-invoicing) is a form of electronic billing between seller and buyer. E-invoices are digital files containing structured invoice data that allows them to be exchanged and processed by different parties (e.g., tax authorities, customers, etc.). The format of the e-invoice allows it to be automatically processed by computers.

Under India's Goods and Services Tax (GST) law, HubSpot India Private Limited is required to register invoices issued to business customers with the Invoice Registration Portal (IRP), operated by the Goods and Services Tax Network (GSTN). Each registered invoice is assigned a unique Invoice Reference Number (IRN) and a QR code, which are mandatory on all e-invoices shared with customers in India.

Does e-invoicing apply to my HubSpot invoices?

E-invoicing under GST applies to Business-to-Business (B2B) transactions only. If you're a registered business customer in India with a valid GSTIN, your HubSpot invoices will be subject to the e-invoicing requirement in India. E-invoicing does not apply to Business-to-Consumer (B2C) transactions.

How do I get my e-invoice?

Your tax invoice (e-invoice) is separate from the PDF invoice that's available in the Account & Billing page in your HubSpot account. India-based customers will receive their compliance-related e-invoices from IndiaEInvoice.billing@hubspot.com, sent directly to users listed as billing contacts in your HubSpot account. Please add this address to your safe sender list to ensure you don't miss any e-invoice communications.

The email subject line for the e-invoice is: Your HubSpot Invoice [Invoice Number].

Your HubSpot account will show an internal PDF invoice under Account & Billing. However, this invoice does not include the IRN or QR code and is therefore not e-invoice compliant. For GST filing and compliance purposes, please refer to the e-invoice sent to you via email.

What customer information is included in the e-invoice?

E-invoices for India reflect the company information in the Account & Billing section of your HubSpot account, including your GST Identification Number (GSTIN) where applicable. Per HubSpot's Customer Terms of Service, you must keep your business information, payment method, and billing information up to date for the payment of incurred and recurring fees.
Each e-invoice issued by HubSpot India Private Limited will include an IRN and a QR code generated by the IRP, confirming the invoice has been registered with the GSTN.

What should I do when I receive my e-invoice?

Once you receive your e-invoice, please review all details carefully, especially your GSTIN, legal name, billing address, place of supply, and the taxable and GST amounts. 
If there's an error on your e-invoice, please contact billing@huspot.com as soon as possible. E-invoices cannot be amended once an IRN has been generated, so prompt action is essential. Cancellation is only possible within 24 hours of IRP registration, after which a credit note will be required to reverse the transaction.

Why did I not receive an e-invoice?

If you were expecting an e-invoice but did not receive one, it's likely due to one of the following reasons:

• E-Invoices are only issued for B2B transactions. If a valid GSTIN is not on file for your account, an e-invoice will not be generated.

• If your primary company address does not match the address associated with your GSTIN registration, the IRP will reject the e-invoice submission. For more guidance on tax identification numbers, review the Tax Identification Number FAQ.

If either of the above applies to you, please update your information in Account & Billing, and then contact billing@hubspot.com to let us know that your details have been corrected.

What if I need to update information on my e-invoice?

Since IRN generation is final, it's important that your account information is correct before e-invoices are issued. If an error is identified promptly (within 24 hours of e-invoice generation), cancellation and reissuance may be possible. After this period, the transaction can only be corrected through a credit note.

To update your billing information going forward, please do so in the Account & Billing section of your HubSpot account before your next billing cycle.

I need a purchase order (PO) number on my e-invoice.

To add a PO number to your e-invoice, please email billing@hubspot.com with the PO number along with the e-invoices it should be applied to. Whenever possible, provide the PO number prior to billing, or as soon as possible after the e-invoice has been issued.

What happens if there's a contract change during my billing cycle?

You can expect two electronic documents (an e-invoice and a credit note) that will be registered through the IRP. These will be sent to you as two separate documents. The e-invoice will not show if there's a credit or previous payment applied to it. So it's important to check your actual account balance in your HubSpot account. You can find this information in the Account & Billing section under the Transactions tab.

Why doesn't my e-invoice match the balance due in my HubSpot account?

It isn't possible to show credits or payments applied to an e-invoice in a way that reflects a reduced balance owed on a specific invoice. Please refer to the balance due in your HubSpot account when making a payment. All invoices and credits will be issued as electronic documents to match the net balance owed.

What if I have other questions?

If you have additional questions or concerns regarding your e-invoices, please contact billing@hubspot.com.