Manage the revenue agent

Please note: if an individual inbox is connected to revenue agent, only the owner of the inbox can manage revenue agent.

Use the revenue agent, part of HubSpot's AI, to monitor open invoices and automate outreach to buyers. The revenue agent tracks invoice changes and customer communications to suggest personalized outreach plans to help collect payment. The revenue agent adjusts plans based on customer replies and invoice activity and can send escalation emails to internal contacts.

For example, if an invoice is past due and a buyer hasn't responded, the revenue agent can send a personalized follow-up and escalate the case to an internal contact if payment remains outstanding.

Manage the revenue agent, including enrolling and unenrolling companies and contacts, manually excluding invoices, reviewing, editing, and approving plans, viewing missing data, changing email addresses, and turning off the revenue agent. Learn how the revenue agent works and how to set it up.

Please note: you can manage AI feature access in your AI settings and configure what data is shared. Review HubSpot's AI Trust FAQs and AI Model Cards for detailed information on AI security controls, data use, and compliance.

View the plan overview

The plan overview displays the outstanding invoice balances the revenue agent is managing, the number of agent actions in the last 24 hours, the number of enrolled companies and contacts, companies and contacts that need attention, and active plans.

1. In your HubSpot account, click More, then navigate to Revenue > Revenue Agent. If More doesn't appear in your account, navigate to Revenue > Revenue Agent directly.
2. The managed balance, agent actions, and companies and contacts enrolled are displayed at the top. To search companies and contacts, in the upper right, in the Search field, enter a company or contact name or email address.
   
   
3. The overview table displays enrolled companies and contacts across two tabs, organized by whether their invoices are included or excluded in plans:
   
   • Needs plan review tab: displays companies and contacts that need plans reviewed or billing contacts added.
   • Active plans tab: view plans that are currently active and their associated companies and contacts. Enrolled companies and contacts are monitored for open invoices, even without an active plan. Learn more about managing active plans.
4. The following columns are displayed in the table:
   • Enrolled entity: company or contact name and billing contact email address.
   • Type: type of enrolled entity (company or contact).
   • Open invoices: number of open invoices and how many are overdue.
   • Last outreach: the last outreach activity. Values include Email (most recent completed action has a sent email. Hover to view the subject and body), Escalate (completed escalation action), or — (no last action).
   • Next step: the next step in the plan, including when it will take place. Values include Add billing contact (billing contact needs adding), Review plan (plan needs reviewing), Email response (scheduled reply to the company or contact), Reminder email (scheduled reminder), Escalation email (scheduled internal escalation), No action (no upcoming actions), or Monitoring account (account is being monitored. Status updates if the revenue agent detects customer communication related to the entity's invoices).
   • Last payment: when the last payment was made.
   • Balance due: the total balance due and overdue for the account.
5. In the Needs plan review tab, review companies and contacts that need your attention. Under Next step, click the action list (e.g., Add billing contact, Review plan).
6. In the Active plans tab, review enrolled companies and contacts with active plans:
   • To view the details of a company or contact, under Enrolled entity, click the name of the company or contact. In the right panel, view the company or contact details, AI summary, open invoices, and activities, including emails sent and received.
   • To view the active plan, including proposed and sent emails, in the Plan column, click View plan.
     
     

Enroll and unenroll companies and contacts

After selecting companies and contacts to enroll during setup, you can enroll additional ones or unenroll them.

Manually enroll companies and contacts

1. In your HubSpot account, click More, then navigate to Revenue > Revenue Agent. If More doesn't appear in your account, navigate to Revenue > Revenue Agent directly.
2. In the top right, click Manage enrollment, then click Review entities.
3. To search companies and contacts, in the Search field, enter a company or contact name or email address.
4. To filter by type, click the All types dropdown menu and select the Companies or Contacts checkboxes.
   
   
5. To sort, click the sort icon and select # open invoices (sort by number of open invoices) or Alphabetical (sort alphabetically).
6. In the table, select the checkboxes next to the companies and contacts you want to enroll or unenroll.
7. In the bottom right of the dialog box, click Exclusion segments.
8. Add exclusion segments to exclude invoices that meet filtered criteria from plans. Learn more about exclusion segments. To add an exclusion segment:
   • Toggle an existing invoice segment switch on to exclude invoices included in that segment. Review the number of available CRM segments for your subscription in the Product & Services Catalog. Learn more about creating CRM segments.
     
     
   • To add a new exclusion segment, click Create exclusion segment.
   • From the list, select invoice properties to filter by.
   • Enter filter criteria, then click Done.
   • To add filter criteria to the same group, click Add filter.
   • To add another filter group, click Add filter group.
     
     
   • To add another exclusion segment, click Create exclusion segment again.
     
     
9. In the bottom right, click Review & confirm.
10. In the bottom right of the dialog box, click Update enrollment.

Enroll companies and contacts from the invoices index page

Enroll companies and contacts directly from an invoice. The revenue agent must be activated before you can enroll companies and contacts from their invoices. Learn more about company and contact enrollment.

1. In your HubSpot account, click More, then navigate to Revenue > Invoices. If More doesn't appear in your account, navigate to Revenue > Invoices directly.
2. Click an invoice number.
3. In the right sidebar, under Revenue Agent, click Enroll in Revenue Agent.
   
   
4. In the dialog box, select an option:
   • Company: enroll the company in the revenue agent.
   • Contact: enroll the contact in the revenue agent.
5. Click Enroll.

Manually unenroll companies and contacts

1. In your HubSpot account, click More, then navigate to Revenue > Revenue Agent. If More doesn't appear in your account, navigate to Revenue > Revenue Agent directly.
2. In the left sidebar, click Manage, then click Companies and contacts.
3. Select the checkboxes next to the companies and contacts to unenroll.
4. Click Unenroll at the top of the table.
   
   
5. In the dialog box, click Unenroll.

Unenroll companies and contacts from the invoices index page

Unenroll companies and contacts directly from an invoice.

1. In your HubSpot account, click More, then navigate to Revenue > Invoices. If More doesn't appear in your account, navigate to Revenue > Invoices directly.
2. Click an invoice number.
3. In the right sidebar, under Revenue Agent, click the Manage dropdown menu.
   
   
4. Select Unenroll [company or contact name].
5. In the dialog box, click Continue.

View missing data

View missing data of enrolled companies and contacts. Missing data statuses apply to invoices created in HubSpot, or synced to HubSpot from an integrated platform (e.g., QuickBooks, Xero).

HubSpot and synced invoices

The following errors apply to invoices create in HubSpot orsynced from external providers. Resolve the issue in HubSpot.

No billing contact: update the billing contact of a HubSpot invoice.

Synced invoices

The following errors apply to invoices synced from external providers. Resolve the issue in the integrated platform and re-sync the invoice to HubSpot.

• Missing invoice URL: URL missing for the invoice.
• Currency: currency missing from the invoice.
• Balance due: balance due missing from the invoice.
• Due date: due date missing from the invoice.

To view missing data and update billing contacts for HubSpot invoices:

1. In your HubSpot account, click More, then navigate to Revenue > Revenue Agent. If More doesn't appear in your account, navigate to Revenue > Revenue Agent directly.
2. In the left sidebar, click Manage, then click Missing data.
   
   
3. Click the Grouped by dropdown menu and select an option:
   • Data missing: group missing data by missing data type (e.g., No billing contact).
   • Entity: group missing data by company or contact.
4. To add a billing contact, click Add contact next to a company.
   
   
5. In the dialog box:
   • To add an existing contact, click the Billing contact dropdown menu and select a contact.
   • To add a new contact, click Add new. In the fields provided, enter the contact details.
   • Click Add contact.
6. For issues with invoices from external systems, correct the errors in the external system and re-sync them to HubSpot.

Manually include and exclude invoices

Select invoices to include or exclude from plans or the invoices index page. Companies and contacts will remain enrolled with the revenue agent. Learn more about exclusions and enrollments.

Manually include and exclude invoices from plans

1. In your HubSpot account, click More, then navigate to Revenue > Revenue Agent. If More doesn't appear in your account, navigate to Revenue > Revenue Agent directly.
2. On the Needs plan review or Active plans tab, click Review plan or View plan.
3. In the right sidebar, in the Open invoices section, click the three vertical dots icon, then select Exclude from plan.
   
   
4. In the dialog box, click Exclude and regenerate plan.

The plan will be regenerated using the remaining invoices. If you're excluding an invoice from an active plan, you need to review and approve the new plan for outreach to resume.

Manually include and exclude invoices from the invoices index page

1. In your HubSpot account, click More, then navigate to Revenue > Invoices. If More doesn't appear in your account, navigate to Revenue > Invoices directly.
2. Click an invoice number of an enrolled company or contact.
3. In the right sidebar, under Revenue Agent, click the Manage dropdown menu.
   
   
   
4. Select an option:
   • Exclude invoice: exclude a currently included invoice. In the dialog box, click Continue.
   • Include invoice: include the invoice. In the dialog box, click Continue.
5. Included invoices are labeled as Active.
   
   
6. Excluded invoices are labeled as Excluded.
   
   

Review, edit, and approve proposed plans

Review, edit, and approve proposed plans. You can edit the structure and sequence of plans, edit individual emails within a plan, or propose a new plan. Some invoices may be excluded. Learn more about exclusions and plans.

Review plans

1. In your HubSpot account, click More, then navigate to Revenue > Revenue Agent. If More doesn't appear in your account, navigate to Revenue > Revenue Agent directly.
2. On the plan overview page, plans that need reviewing will be displayed on the Needs plan review tab.
3. Click Review plan.
   
   
4. Review the suggested plan.
5. In the right panel, review the AI summary of the plan.

Exclude invoices from plans

Select invoices to include or exclude from plans. Companies and contacts will remain enrolled with the revenue agent. Learn more about exclusions and enrollments.

1. In the right sidebar, in the Open invoices section, click the three vertical dots icon, then select Exclude from plan.
   
   
2. In the dialog box, click Exclude and regenerate plan.

The plan will be regenerated using the remaining invoices. If you're excluding an invoice from an active plan, you need to review and approve the new plan for outreach to resume.

Edit individual emails within a plan

1. To edit the subject of an email, next to Subject, click the edit icon and enter a subject.
2. To add other recipients, in the upper right of the email, click Cc or Bcc. Enter an email address, then press Return on your keyboard. You can add multiple recipients.
3. To change the scheduled date and time of future emails, in the Schedule section of the email, click the date and time pickers and select a date and time.
   
   
4. To edit the email, click the email body and make any updates. Use the formatting toolbar at the bottom of the email to format text and add links.

Edit proposed plans with Breeze Assistant

1. In the upper right, click Edit.
   
   
2. Update plans using Breeze Assistant, HubSpot's conversational AI assistant.

Approve plans

Approve the plan to initiate the scheduled emails. Any emails scheduled to be sent immediately will be sent when you approve the plan.

1. In the upper right, click Approve plan.
2. The plan will move to the Active plans tab on the overview page.

Review and edit active plans

1. In your HubSpot account, click More, then navigate to Revenue > Revenue Agent. If More doesn't appear in your account, navigate to Revenue > Revenue Agent directly.
2. In the Overview table, click the Active plans tab.
3. To view the active plan, including proposed and sent emails, in the Plan column, click View plan.
   
   

4. To select invoices to include or exclude from plans (companies and contacts will remain enrolled with the revenue agent. Learn more about exclusions and enrollments):

   • In the right sidebar, in the Open invoices section, click the three vertical dots icon, then select Exclude from plan.
     
     
   • In the dialog box, click Exclude and regenerate plan. The plan will be regenerated using the remaining invoices. If you're excluding an invoice from an active plan, you need to review and approve the new plan for outreach to resume.
5. To adjust the plan, in the upper right, click Adjust plan.
   
   
6. Update plans using Breeze Assistant, HubSpot's conversational AI assistant.
7. To edit scheduled emails, at the bottom of an email, click Edit.
   
   
8. To edit the subject of an email, next to Subject, click the edit icon and enter a subject.
9. To add other recipients, in the upper right of the email, click Cc or Bcc. Enter an email address, then press Return on your keyboard. You can add multiple recipients.
10. To change the scheduled date and time of future emails, in the Schedule section of the email, click the date and time pickers and select a date and time.
    
    
11. To edit the email, click the email body and make any updates. Use the formatting toolbar at the bottom of the email to format text and add links.
12. To save your changes, at the bottom of the email, click Save.

Manage companies and contacts

View all companies and contacts enrolled, whether plans are in review or active.

1. In your HubSpot account, click More, then navigate to Revenue > Revenue Agent. If More doesn't appear in your account, navigate to Revenue > Revenue Agent directly.
2. In the left sidebar, click Manage, then click Companies and contacts.
   
   
3. For an overview of a company or contact, click the company or contact name.
4. In the right panel, review company or contact details and their open invoices.
   
   
5. For plans in review, click Review plan to review, edit, and approve proposed plans.
6. For active plans, in the Plan column, click View plan to review and edit active plans.

Review the revenue agent invoice statuses

Each invoice managed by the revenue agent is assigned a status that reflects why it was included, excluded, or paused. To view the revenue agent status of an invoice:

1. In your HubSpot account, click More, then navigate to Revenue > Invoices. If More doesn't appear in your account, navigate to Revenue > Invoices directly.
2. Click an invoice number.
3. In the right sidebar, under Revenue Agent, review the status.
   
   
4. Invoices can have the following statuses related to revenue agent. These statuses are separate from invoice statuses.
   • Not managed: the invoice isn't managed by the revenue agent.
   • Managed: the invoice is managed by the revenue agent and is using credits.
   • Limit reached: your monthly credits have been used and the plan is currently paused. Credits reset based on when credits were added to your account. You can also add more. Learn more about managing credits.
   • Excluded: the invoice matches an exclusion segment and was automatically excluded or was manually excluded from the revenue agent.
   • Processing: a payment for the invoice is currently processing.
   • Failed payment: the invoice was excluded after a payment attempt failed. The revenue agent secures the initial payment attempt but doesn't follow up on failed payments. The failed payment recovery process handles next steps. Learn more about failed payments.
   • Autopay on: the invoice is excluded because its payment is managed outside the revenue agent. The customer will be charged automatically.
   • Missing data: the invoice was excluded because required data is missing. Learn more about reviewing missing data.
   • No billing contact: the invoice was excluded because it's missing a billing contact. Learn more about adding a billing contact.

Change email and escalation email addresses

Change the email address used to send emails in plans and the email address used for escalations. Changes are automatically saved.

1. In your HubSpot account, click More, then navigate to Revenue > Revenue Agent. If More doesn't appear in your account, navigate to Revenue > Revenue Agent directly.
2. In the left sidebar, click Configure, then click Account details.
   
   
3. To update the email address used to send emails in plans, under Email and escalation, select an option:
   • Shared inbox: use a team email address. Click Connect new shared inbox to connect a new team email address.
   • Individual inbox: use an individual email address. Click Connect new inbox to connect a new personal email address.
4. To update the escalation recipient, in the Escalation recipient field, enter the recipient's email address. Learn more about escalation emails.

Turn off the revenue agent

1. In your HubSpot account, click More, then navigate to Revenue > Revenue Agent. If More doesn't appear in your account, navigate to Revenue > Revenue Agent directly.
2. In the left sidebar, click Configure, then click Account details.
   
   
3. Click Turn off Revenue Agent.
4. In the dialog box:
   • Optionally select the Also unenroll all [count] [contacts or companies] checkbox to unenroll companies contacts. Selecting this checkbox ensures no companies or contacts will automatically be enrolled if you turn the revenue agent on again in the future. If you don't select this checkbox, companies and contacts remain affiliated with the revenue agent, but their plans are removed.
   • Click Turn off to confirm.

Next Steps

Learn more about setting up the revenue agent, including enrolling accounts and starting automated outreach.