Understand 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 buyer communications to suggest personalized outreach plans to help collect payment. The revenue agent adjusts plans based on buyer 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.

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.

Company and contact enrollment

When you set up the revenue agent for the first time, it will suggest companies and contacts to enroll based on their current open invoices and total due. You can review the suggested outreach plans and email schedules before any emails are sent, or configure the revenue agent to send emails automatically until a contact replies. After setting up the revenue agent, you can manually enroll additional companies and contacts or turn on auto-enrollment:

• Auto-enrollment: the revenue agent enrolls companies and contacts and monitors them for open invoices, including future invoices. Plans will be created for matching companies and contacts with open invoices that aren't configured for automatic payments.
• Manual enrollment: select up to 1,000 companies and contacts to enroll. Revenue agent continuously monitors enrolled records and creates plans for current and future open invoices that aren’t configured for automatic payments. Companies and contacts added to HubSpot later aren’t enrolled automatically and must be enrolled manually.

Learn more about how companies and contacts are enrolled.

Exclusions

Invoices may be excluded based on manual exclusions or exclusion segments. Excluded invoices won't be included in plans. Learn more about types of exclusions below.

Manual exclusions

You can manually exclude individual invoices. Learn more about how to manually exclude invoices.

Exclusion segments

You can configure invoice exclusion segments to exclude invoices that meet filtered criteria when enrolling companies and contacts. The exclusion segment automatically applies its filters to invoices and excludes matching invoices from plans.

Learn more about setting up exclusion filters when enrolling companies and contacts.

Plans

Plans are personalized email schedules generated from CRM context about the buyer, their invoices, and their account. Actions can include proactive reminder emails and replies to buyer invoice inquiries. A plan considers the open invoices associated with the enrolled companies or contacts. The plan is regenerated when an invoice changes or a buyer contacts you about an invoice.

Learn more about action types.

When the revenue agent regenerates a plan

A plan can be regenerated when:

• A new invoice is created or associated.
• An invoice is paid, voided, reopened, or otherwise has its status changed.
• The invoice amount or balance changes.
• The invoice becomes past due.
• The due date changes.
• An invoice is disassociated.
• An external invoice link changes.
• A relevant buyer email is received.
• A scheduled reevaluation runs.
• A prior plan expires.
• A plan is manually adjusted or regenerated.
• Enrollment or invoice-exclusion settings change and affect the account.

A plan isn't regenerated when the change does not materially affect collection, or when the existing plan remains valid. The revenue agent cancels plans when no actionable invoices remain.

Action types in plans

Within plans, the revenue agent can suggest the following actions:

• Reminder emails: scheduled emails sent to the buyer about open invoices, including upcoming and overdue amounts and due dates. The revenue agent can send proactive outreach before an invoice is due, as well as follow-up emails for overdue invoices. Multiple invoices can be combined in one email when more than one invoice is open or when their due dates are close together.
• Escalation emails: emails sent to an internal recipient when escalation is required. The revenue agent evaluates the invoice status, buyer messages, previous outreach, and previous decisions before deciding whether escalation is appropriate. Escalation is triggered in either of the following cases:
  • Time-based conditions:
    • The invoice must be at least 90 days past due.
    • The revenue agent must have made at least two outreach attempts. If two attempts are completed before day 90, escalation is triggered on the 90th day. If the invoice reaches 90 days past due before two attempts are completed, the agent completes the remaining outreach, then escalates three days after the second attempt.
  • Unresolvable buyer response: The agent escalates anytime it receives a response it can't handle, such as when a buyer disputes the invoice or states they won't pay.
• Reply emails: when a buyer emails about an invoice, the revenue agent reviews the message and may draft a response. Replies must be reviewed before they are sent.

Learn more about reviewing and editing proposed plans and active plans.

Plan automation

Automation modes control whether emails to buyers are manually reviewed or automated. You can select from the following modes:

• Review all emails: you must review and approve each plan before the revenue agent sends emails.
• Review only when a customer replies: the revenue agent automatically sends escalation emails and buyer emails, except when a buyer emails about billing.
  • Billing emails from the buyer are routed for review by a user. This includes any billing-related email from the buyer, not only replies to emails sent by the revenue agent.
  • If a buyer changes an invoice, such as by making a partial or full payment, the plan regenerates automatically.

Learn more about configuring the automation mode.

Scheduled reevaluation

Scheduled reevaluations review a plan at a future time and update it if needed. It checks for changes such as payments, invoice status updates, buyer replies, or elapsed time, then regenerates the plan if needed. Scheduled reevaluations are time-based triggers that complement reevaluations caused by invoice updates and email activity. Scheduled reevaluations are labeled with Wakeup in active plans.

Set instructions for the revenue agent

Set instructions for the revenue agent to follow when writing emails in plans, so it matches your brand's tone of voice. Use instructions to define the email tone, sentence structure, length, number and timing of follow-up emails, and phrases to avoid. You can't change invoice amounts, payment terms, buyer, or account data, or attached files and documents with instructions. 

Learn more about setting instructions for the revenue agent.

How the revenue agent uses credits

You need HubSpot Credits to use the revenue agent. The revenue agent consumes 500 credits for each invoice in a plan when outreach begins.

The following activities don't charge credits:

• Actions within plans, including escalation emails.

• Scheduled reevaluations.

Review examples in the table below:

Next Steps

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