Set up the 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.

Set up the revenue agent and enroll companies and contacts to start automating outreach. Learn more about how the revenue agent works.

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.

Before you get started

Understand requirements

• The Give users access to generative AI tools and features toggle must be switched on in the AI settings of your account.

• You must have an individual or team email address connected to your account to activate and use the revenue agent.

Understand limitations and considerations

• The revenue agent tracks invoice status (open, paid, overdue, etc.) regardless of how the invoice was created or which tool generated it (e.g., contracts, quotes, or subscriptions created in HubSpot or invoices from external sources). If invoices originate from an external source, they must be synced to HubSpot first.

Turn the revenue agent on

Turn on the revenue agent to enroll entities (companies and contacts) and generate plans. You can enroll additional companies and contacts and update automation settings after setup (whether emails to buyers are manually reviewed or automatically sent) can be updated after setup. Learn more about enrollment and automation settings.

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. Under Sending inbox, select an option:
   • Shared inbox: use a team email address.
   • Individual inbox: use an individual email address.

Please note: if you select Individual inbox, only the owner of the individual inbox can edit and approve proposed plans or edit active plans.

3. Click Done.
   
   
4. Under Enroll companies or contacts, the agent automatically selects companies and contacts based on their current open invoices and total due. You can enroll additional companies and contacts after activating the revenue agent. To update the selection:
   • Click Add company or contact.
     
     
   • Up to 20 companies will be shown in the dialog box. Click the Contacts tab to view contacts.
   • To search companies and contacts, in the Search by name field, enter a company or contact name or email address.
   • Click Add next to the company or contact to enroll.
     
     
   • To remove a company or contact, click Remove.
     
     
5. Click Continue to agent overview. 
6. In the dialog box, click Review plans. Learn more about reviewing, editing, and approving proposed plans.

Manage how companies and contacts are enrolled

Configure whether companies and contacts are enrolled automatically or manually. Learn more about enrollment.

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.
   
   
3. Select an enrollment option:
   • Leave the Auto enroll new companies and contacts switch off to manually enroll companies and contacts. Learn more about manually enrolling entities.
   • Toggle the Auto enroll new companies and contacts switch on to auto-enroll companies and contacts. 

Set an escalation recipient

Set an internal recipient to send escalation emails to. The revenue agent evaluates the invoice status, customer messages, prior outreach, and prior decisions before deciding whether to escalate. Learn more about escalations.

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 menu, click Configure, then select Account details.
   
   
3. In the Escalation recipient field, enter their email address.

Set the automation mode

Automation modes control whether emails to buyers are manually reviewed or automated. Learn more about automation modes.

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 menu, click Configure, then select Automations.
   
   
3. Select an automation mode:
   • Review every email: you must review and approve plans.
   • Send automatically until a customer replies: the revenue agent automatically sends initial and follow-up emails to the buyer and escalation emails. Neither requires approval. Any billing-related email from the buyer, whether it's a reply or a new message, regenerates the payment plan and sends it to you for approval. Invoice updates, such as partial or full payments, regenerate the plan automatically without requiring approval.

Set agent instructions

Set instructions for the revenue agent to follow when writing emails in plans. You can specify tone, sentence structure, email length, number and timing of follow-ups, and phrases to avoid. Instructions can't change invoice amounts, payment terms, customer and account data, or attached files and documents.

When you update agent instructions, existing plans are updated as follows: 

• New emails: use the updated instructions automatically. No additional action is required.
• Plans awaiting approval: don't update automatically when you save. You'll be prompted to:
  • Regenerate all proposed plans: update all plans in review with the new instructions.
  • Save without regenerating: save the instructions and apply them to individual plans during plan review.
• Approved plans and scheduled emails: aren't affected by instruction changes.

To set agent instructions:

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 menu, click Configure, then select Agent instructions.
   
   
3. In the Instructions field, enter instructions for the agent to follow.
4. Click Save instructions. 
5. In the dialog box, select an option:
   • Save and regenerate [x] plans: update all plans in review with the new instructions.
   • Save without regenerating: save the instructions and apply them to individual plans during plan review.

Next Steps

Learn more about managing the revenue agent, including viewing active plans, unenrolling companies and contacts, viewing plan history, and editing the enrollment mode and filters.