BetaUnderstand the connected CPQ, billing, and payments process

If you're enrolled in Connected CPQ, Billing, and Payments beta, you can manage the quote-to-payment process in HubSpot, from quote acceptance to invoicing and payment collection. After a buyer accepts a quote, HubSpot automatically creates a contract, billing schedule, and the first set of invoices. Buyers are directed to an invoice checkout experience to complete or schedule payments. This helps automate billing, reduce manual invoicing, and track payments in one place.

If you already use HubSpot quotes and payments, use this article to learn what’s different in the beta including changes to quote acceptance, billing contact management, automatic and scheduled payments, and handling outstanding or failed payments.

Please note: if you aren't enrolled in the Connected CPQ, Billing, and Payments beta, learn more about the different ways to bill your buyers.

Before you get started

Before you begin working with this feature, make sure to fully understand what steps should be taken ahead of time, as well as the limitations of the feature and potential consequences of using it.

Understand limitations and considerations

• The show billing period invoice setting only applies to standard subscription invoices. Invoices created through the flow explained in this article will display billing periods regardless of this setting.
• Any invoices created by billing-enabled contracts for a value of less than $0.50 will immediately be marked as paid. It isn't possible to process payments less than $0.50.
• It isn't possible to pause and resume contracts. If you want to pause recurring line items on a contract, create a change quote to remove the recurring line items. Then, create a change quote again and add the recurring line items to resume.
• If recurring line items are added to a quote, a non-billable subscription is created for each recurring line item. The created subscription record is used for reporting purposes. Any changes made to the subscription record won't affect billing and won't update the contract. All billing should be managed using the contract. 

Quote to payment process

After creating a quote, when enrolled in the beta, the standard quote billing process changes in the following ways:

1. If the Automatically create contracts from accepted quotes setting is turned on, a contract record is automatically created when a quote is accepted. The HubSpot contract object can't be viewed by your customers.

2. If billing is turned on for the quote, invoices are automatically created and emailed to the billing contact. Invoices are generated based on the billing schedule defined by the line items on a quote and emailed 10 days before the invoice date. Each line item’s billing date or recurrence determines when an invoice is created. For example:

   • If a quote includes multiple one-time line items with different billing dates, a separate invoice will be generated for each billing date.
   • If a quote includes recurring line items, an invoice will be generated at each billing interval.

3. The buyer is prompted to make a payment. If line items have a future billing date then the payment will be scheduled for the billing date. Online payments can be turned off. 

4. The checkout is part of the invoice process (previously part of the quote process). The checkout amount for future-dated line items is $0. If Automatic payments are turned on, the payment method entered will be used to pay for each invoice of the contract.

5. If the quote has recurring line items, a subscription record is created and associated to the contract. The created subscription record is used for reporting purposes. Any changes made to the subscription record won't affect billing and won't update the contract. All billing should be managed using the contract.
6. Manage any outstanding payments from the contract.

Learn more about the different ways to bill your buyers.

Buyer experience

When buyers accept a quote, a visual indicator will be shown to guide them to the next part of the billing process. Learn more about the different billing scenarios below:

First invoice due at the time the quote is accepted, online payments turned on

1. The person accepting the quote can either click Pay now to checkout or Copy invoice link to share the invoice. Invoices will automatically be emailed to the billing contact of the quote with an option to review and pay the invoice.
   
   
   
2. After checking out, a receipt will be sent to the email address the buyer entered at checkout. The account user will receive a payment email notification. Learn more about what happens after a payment is processed.
3. If billing is turned on for the quote, future invoices will be automatically created for quotes with recurring line items and emailed to the buyer. If the quote only includes one-time line items that are all due on acceptance, a single invoice will be created even if billing is enabled.
4. If the quote has recurring line items, a subscription record is created and associated with the contract. The created subscription record is used for reporting purposes. Any changes made to the subscription record won't affect billing and won't update the contract. All billing should be managed using the contract.
5. If the Collect your customer's payment details at checkout for future charges checkbox is selected, any future invoices will be automatically charged to the stored payment method. If this option isn't selected, the customer must pay for each invoice when it is due.

First invoice due at the time the quote is accepted, online payments turned off

1. The person accepting the quote can either click View invoice or Copy invoice link to share the invoice. Invoices will automatically be emailed to the billing contact of the quote.
   
   
   
2. Record the payment manually on the invoice.
3. If billing is turned on for the quote, future invoices will be automatically created for quotes with recurring line items and emailed to the buyer. If the quote only includes one-time line items that are all due on acceptance, a single invoice will be created even if billing is enabled.
4. If the quote has recurring line items, a subscription record is created and associated with the contract. The created subscription record is used for reporting purposes. Any changes made to the subscription record won't affect billing and won't update the contract. All billing should be managed using the contract.

First invoice due at a later date, online payments turned on

1. The person accepting the quote can either click Schedule payment or Copy invoice link to share the invoice. Invoices will automatically be emailed to the billing contact of the quote with an option to review and pay the invoice.
   
   
   
2. When checking out, the total amount will be $0. The payment information entered will be used to pay for the first, and future invoices.
3. After checking out, a scheduled payment receipt will be sent to the email address added at checkout.
   
   
   
4. If the Collect your customer's payment details at checkout for future charges checkbox is selected, any future invoices will be automatically charged to the stored payment method. If this option isn't selected, the customer must pay for each invoice when it is due.

First invoice due at a later date, online payments turned off

1. The person accepting the quote can either click View invoice or Copy invoice link to share the invoice. Invoices will automatically be emailed to the billing contact of the quote.
   
   
   
2. Record the payment manually on the invoice.
3. If billing is turned on for the quote, future invoices will be automatically created for quotes with recurring line items and emailed to the buyer. If the quote only includes one-time line items that are all due on acceptance, a single invoice will be created even if billing is enabled.
4. If the quote has recurring line items, a subscription record is created and associated with the contract. The created subscription record is used for reporting purposes. Any changes made to the subscription record won't affect billing and won't update the contract. All billing should be managed using the contract.

Next steps

• Learn more about how quotes work.

• Learn more about setting up quotes.

• Learn more about setting up contracts.

• Learn more about creating and sending quotes.
  

• Learn more about viewing and managing contracts.