Use the line item editor for deals, quotes, invoices, payment links, and subscriptions

Use the line item editor to configure details for product-based line items and custom line items, such as price, discount, and billing terms across deals, quotes, invoices, and payment links. 

After a buyer makes a purchase, you can report on these line items using the report builder, as well as use Line item workflow enrollment triggers for automation in deal, quote, invoice, payment, subscription, order, and cart-based workflows.

Please note: any user can view and edit line items on a deal, payment link, or quote, but you must have Create custom line items permissions to create new custom line items when using the line item editor. Learn more about using the product library.

Line items for deals

Once a deal has been created, you can add or edit line items associated with the deal using the line item editor. 

In addition to adding line items based on existing products in your product library, you can associate line items to deals in bulk via an import or require that users add associated line items when creating new deals.

Please note: when importing line items, the associated deal amount will not be updated. If you want to update the deal amount based on a line item, manually associate the line item with the deal following the instructions outlined below.

Add, edit or delete a line item from a deal

• In your HubSpot account, navigate to CRM > Deals.

• Click the name of a deal.

• To add a line item, in the right panel, in the Line items section, click Add to add line items to a deal without line items, or click Edit to edit existing line items. You'll then be brought to the line item editor.

Please note: the Line items card will only display up to 99 associated line items, even if more line items are associated with the deal record.

• Click Add line item in the upper right, then select one of the following:

  • Select from product library: add a line item based on a product in your product library, including line items created using the HubSpot-Shopify integration. After selecting this option, you can search by product name, product description, or SKU, or click Advanced filters to refine your search. Select the checkboxes in the right panel next to the products you want to base your line item on. Then, click Add.

• • Create custom line item: if you have Create custom line items permissions, this option will create a new custom line item that's unique to this individual deal. After selecting this option, use the right panel to enter your line item details, and choose whether to save the custom line item to your product library. Then, click Save or Save and add another.

• To edit, clone, or delete a line item, hover over the product, click Actions, then select an option:

• • Edit: edit the line item for this deal only. The product library will not be affected.

    • You can also edit individual line item's details in the columns of the line items editor, including the term, unit price, quantity, and discount amount. Enter a new value in the appropriate column. Learn how to add or remove columns.

• • Delete: delete the line item.

  • Clone: create a new line item with the same details.

  • To reorder the line items, click and drag a line item using the dragHandle drag handle.

• Click the Billing frequency dropdown menu to set the billing frequency of the subscription. The frequency can be set to one-time, weekly, every two weeks, monthly, quarterly, semi-annually, annually, every two years, three years, four years, or five years.

• Different deal calculations for the deal amount will display above the line item editor. The Margin and Deal amount will display based on the default deal amount selected in your account settings.
  
  Learn how the deal calculations are calculated.

• By default, billing for recurring line items will start at time of checkout. To charge your buyer for an item at a later date instead, click the Billing start date dropdown menu, then select one of the following options:

  • Custom Date: a specific date in the future. After selecting this option, use the date picker to select the start date, then click Save.

  • Delayed start (days): delay the billing start date by a number of days after checkout. After selecting this option, enter a number into the Delayed billing start by days field in the right panel, then click Save.

  • Delayed start (months): delay the billing start date by a number of months after checkout. After selecting this option, enter a number into the Delayed billing start by months field in the right panel, then click Save.

• When you're done making changes, click Save. In the dialog box, select whether you want to update the deal amount to reflect your new line items, or save the deal without updating its amount.

• You can optionally create a quote, invoice, payment link, or subscription based on the line items you selected from this screen, by clicking Create in the upper right, and then selecting Quote, Invoice, Payment Link or Subscription. Once selected, follow the steps to build your quote, create your invoice, payment link or subscription. 

How deal calculations are calculated

When adding line items to a deal, calculations for TCV, ACV, ARR, and MRR (including margins) are displayed above the line item editor. The tables below explains how each is calculated:

MRR, ARR, TCV

Margin MRR, Margin ARR, Margin TCV

Up to six decimal places are supported when setting a line item's unit price in any currency. MRR, ARR, ACV and TCV is rounded based on currency's precision at checkout. For example, if a line item is $10.34 with a weekly billing frequency and no term, the calculation will be $10.34 * $4.33 = $44.7722. Currency rounding would then make the total $44.77.

Add discounts and taxes to a deal

Discounts and taxes can be added to individual line items.

To add a discount to an individual line item, enter a discount rate in the Unit discount column. If you can't see the Unit discount column, learn how to add columns.

Learn more about discounts.

Before adding taxes to line items, follow these steps to add tax rates to your library.

Please note: while the ability to add a tax, fee, or discount lives in HubSpot, your legal and accounting teams are the best resource to give you compliance advice for your specific situation.

To add tax to a line item:

• Click Select from product library or Create custom line item to add a line item.
• If the columns Tax rate and Tax amount aren’t displayed in the line item table, click Edit columns.
• Search or scroll through the properties and select the Tax rate and Tax amount checkboxes. You can re-order the columns by clicking the dragHandle drag handle next to the property you want to move in the right panel, and dragging it up or down to the position sought.

• Click Save.

• Click the Tax rate dropdown menu and select the tax rate you want to use for the line item.
• The Tax amount will update automatically.
• Under Summary, the one-time line item tax amount will be shown under Subtotal. Click the arrow next to Line item taxes applied to see the total amount applied.

• If adding a tax rate to a recurring line item, the tax amount will apply to the payment due now, and future payments, and will be displayed under Summary. Click the arrow next to Line item taxes applied to see the recurring line item tax.

You can use the Tax amount property in other tools such as lists, reporting, and workflows.

Review the summary of a deal

When setting up your line items, review the Summary section to understand how your buyer will be charged.

• The Subtotal will reflect only the items due at checkout. Any items that'll be charged at a later date will instead appear in the Future payments total. All items, regardless of payment due date will be totaled in the Total contract value.

• An indication that line item discounts and taxes have been applied, will display below the Subtotal. Click the arrows next to each to see the amounts.

Please note: in reports, the currency of the line item's unit price will match the deal amount's currency. If you're using multiple currencies in your account, learn more about using multiple currencies with your line items.

Line items for quotes

While creating a quote, you can add line items, including discounts, taxes, and fees, and payment schedules. 

Any changes made in this section will update the line items listed on the associated deal record. If the deal record is associated with multiple quotes, only the line items from the most recently created quote will appear in the line item card on the deal record.

Add, edit or delete a line item from a quote

• Create a quote.

• Click Next until you reach the Line Items step of the creation process.

• To add a line item, click Add line item in the upper right, then select one of the following:
  • Select from product library: add a line item based on a product in your product library, including line items created using the HubSpot-Shopify integration. After selecting this option, you can search by product name, product description, or SKU, or click Advanced filters to refine your search. Select the checkboxes in the right panel next to the products you want to base your line item on. Then, click Add.

• • Create custom line item: if you have Create custom line items permissions, this option will create a new custom line item that's unique to this individual quote. After selecting this option, use the right panel to enter your line item details, and choose whether to save the custom line item to your product library. Then, click Save or Save and add another.

• To edit, clone, or delete a line item, hover over the product, click Actions, then select an option:

• • Edit: edit the line item for this quote only. The product library will not be affected.

    • You can also edit individual line item's details in the columns of the line items editor, including the term, unit price, quantity, and discount amount. Enter a new value in the appropriate column. Learn how to add or remove columns.

    • If setting a recurring billing frequency (e.g. monthly), a subscription will be created for the customer. Learn more about subscriptions.
      

• • Delete: delete the line item.

  • Clone: create a new line item with the same details.

  • To reorder the line items, click and drag a line item using the dragHandle drag handle.

• Click the Billing frequency dropdown menu to set the billing frequency of the subscription. The frequency can be set to one-time, weekly, every two weeks, monthly, quarterly, semi-annually, annually, every two years, three years, four years, or five years.

Please note: when creating a quote integrated with the payments tool, if you set a line item with a recurring billing frequency's Term value to 0, the subscription will automatically renew until it is cancelled.

• By default, billing for recurring line items will start at time of checkout. To charge your buyer for an item at a later date instead, click the Billing start date dropdown menu, then select one of the following options:

• • Custom Date: a specific date in the future. After selecting this option, use the date picker to select the start date, then click Save.

  • Delayed start (days): delay the billing start date by a number of days after checkout. After selecting this option, enter a number into the Delayed billing start by days field in the right panel, then click Save.

  • Delayed start (months): delay the billing start date by a number of months after checkout. After selecting this option, enter a number into the Delayed billing start by months field in the right panel, then click Save.

Please note: Stripe payment processing can process recurring line items due at a later date, as long as there is at least one line item due at checkout on the quote. For example, line item 1 is due at checkout, and line item 2 is due in 30 days.

Add discounts, fees, and taxes to a quote

In the Summary section, you can add one-time discounts, fees, and taxes for the quote subtotal. These added elements won't be added to the associated deal's Amount property. 

If you want to add tax rates to use across your products and services, rather than adding one-time taxes to your subtotal, refer to this article.

• To add a tax, fee, or discount, click +Add [tax/fee/discount]. Learn more about discounts.
• Enter a name for the tax, fee, or discount and a value in the text field. The tax, fee, or discount value can be based on a specific currency amount or a percentage (%) of the total.

• Remove any taxes, fees, or discounts by clicking the delete delete icon next to the currency field.
• By default, the published quote will only display the total that's due at checkout, meaning that any line items due in the future won't be included in the total. To display the total contract value, including future-dated line items, select the Display total contract value on the published quote checkbox. You can configure the default behavior in your quote settings.

Add a payment schedule to a quote

Turn on payment scheduling to split payments over time. When turned on, each payment will have its own due date, amount, and name. For example, a $5,000 quote for consultation services can be structured into three payments over six months of $1,000, $1,500, and $2,500.
When collecting payment using HubSpot payments or a connected Stripe account, the first installment is payable through the quote and all other installments will be created as invoices.

Please note: payment schedules can't be configured on quotes with recurring line items or future billing start dates.

To set up a payment schedule:

• Under Payment Schedule toggle the Payment Schedule switch on.

• Choose whether to split the installment by amount or percentage by clicking the Amount dropdown menu, and choosing Amount or Percentage (%).

• Enter an installment name, amount or percentage, and due date.
  • The first payment is due upon receipt. You can amend the text in the Due Date box.
  • To set a future payment to be due on a specific date, use the date picker.
  • To set a payment to be due based on a milestone, click the Specific date dropdown menu, then select Milestone, and enter a milestone in the text field.
• Add another payment installment by clicking + Add another installment.

• When viewing the quote, the buyer will see the total and each installment, along with when they are due.

• When the buyer pays for the quote:
  • The invoices for the following payments will be created in the Draft status in your account. The invoices won't automatically be sent to the buyer, and future payments won't be automated. Learn how to manage draft invoices. 
  • A subscription record will be created.

Review the summary of a quote

When setting up your line items, review the Summary section to understand how your buyer will be charged, including discounts, fees, and taxes.

• The Subtotal will show only the items due at checkout. Any items that'll be charged at a later date will instead appear in the Future payments total.
• All items, regardless of payment due date, will be totaled in the Total contract value.
• One-time discounts, fees, and taxes will only be applied to items due at checkout, not to items charged at a later date.

To proceed to configuring the quote's signature and payment options, click Next.

Line items for invoices

While creating an invoice, you can add line items, including discounts, taxes, and fees.

Add, edit, or delete a line item from an invoice

• Create an invoice.
• If you're using Stripe payment processing, you can configure the invoice's currency using the Currency dropdown menu. Learn more about the currencies supported by Stripe payment processing.

• To add a line litem:
  • Click Add line item in the upper right, then select one of the following:
    • Select from product library: add a line item based on a product in your product library, including line items created using the HubSpot-Shopify integration. After selecting this option, you can search by product name, product description, or SKU, or click Advanced filters to refine your search. Select the checkboxes in the right panel next to the products you want to base your line item on. Then, click Add.

• • • • If adding a product with a recurring billing frequency, the billing frequency will be changed to one-time. The products in your product library won't be affected.
    • Create custom line item: if you have Create custom line items permissions, this option will create a new custom line item that's unique to this individual invoice. After selecting this option, use the right panel to enter your line item details, and choose whether to save the custom line item to your product library. Then, click Save or Save and add another.

• To edit, clone or delete a line item, hover over the product, click Actions , then select an option:

• • Edit: edit the line item for this invoice only. The product library will not be affected.
    • You can also edit individual line item's details in the columns of the line items editor, including unit price, quantity, and discount amount. Enter a new value in the appropriate column. Learn how to add or remove columns. 

• • Delete: delete the line item.
  • Clone: create a new line item with the same details.
  • To reorder the line items, click and drag a line item using the dragHandle drag handle.

Add discounts, fees, and taxes to an invoice

In the Summary section, you can add one-time discounts, fees, and taxes for the invoice subtotal.

If you want to add tax rates to use across your products and services, rather than adding one-time taxes to your subtotal, refer to this article.

• To add a one-time tax, fee, or discount, click +Add [tax/fee/discount]. Learn more about discounts.
• Enter a name for the tax, fee, or discount and a value in the text field. The tax, fee, or discount value can be based on a specific currency amount or a percentage (%) of the total.

• Remove any taxes, fees, or discounts by clicking the delete delete icon next to the currency field.

Review the summary of an invoice

After adding your line items, you can review the subtotal, including any discounts applied, in the Summary section.

Line items for payment links

While creating a payment link, you can add line items, including discounts, taxes, and fees.

• Create a payment link.
• If you're using Stripe payment processing, you can configure the payment link's currency using the Currency dropdown menu. Learn more about the currencies supported by Stripe payment processing.

• To add a line litem:
  • Click Add line item in the upper right, then select one of the following:
    • Select from product library: add a line item based on a product in your product library, including line items created using the HubSpot-Shopify integration. After selecting this option, you can search by product name, product description, or SKU, or click Advanced filters to refine your search. Select the checkboxes in the right panel next to the products you want to base your line item on. Then, click Add.

• • • • If adding a product with a recurring billing frequency, the billing frequency will be changed to one-time. The products in your product library won't be affected.
    • Create custom line item: if you have Create custom line items permissions, this option will create a new custom line item that's unique to this individual payment link. After selecting this option, use the right panel to enter your line item details, and choose whether to save the custom line item to your product library. Then, click Save or Save and add another.

• To edit, clone or delete a line item, hover over the product, click Actions , then select an option:

• • Edit: edit the line item for this payment link only. The product library will not be affected.
    • You can also edit individual line item's details in the columns of the line items editor, including unit price, quantity, and discount amount. Enter a new value in the appropriate column. Learn how to add or remove columns.
    • If setting a recurring billing frequency (e.g. monthly), a subscription will be created for the customer. Learn more about subscriptions.

• • Delete: delete the line item.
  • Clone: create a new line item with the same details.
  • To reorder the line items, click and drag a line item using the dragHandle drag handle.

• Click the Billing frequency dropdown menu to set the billing frequency of the subscription. The frequency can be set to one-time, weekly, every two weeks, monthly, quarterly, semi-annually, annually, every two years, three years, four years, or five years.

• By default, billing for recurring line items will start at time of checkout. To charge your buyer for an item at a later date instead, click the Billing start date dropdown menu, then select one of the following options:

  • Custom Date: a specific date in the future. After selecting this option, use the date picker to select the start date, then click Save.

  • Delayed start (days): delay the billing start date by a number of days after checkout. After selecting this option, enter a number into the Delayed billing start by days field in the right panel, then click Save.

  • Delayed start (months): delay the billing start date by a number of months after checkout. After selecting this option, enter a number into the Delayed billing start by months field in the right panel, then click Save.

Add discounts, fees, and taxes to a payment link

In the Summary section, you can add one-time discounts, fees, and taxes for the payment link subtotal. 

If you want to add tax rates to use across your products and services, rather than adding one-time taxes to your subtotal, refer to this article.

• To add a tax, fee, or discount, click +Add [tax/fee/discount]. Learn more about discounts.
• Enter a name for the tax, fee, or discount and a value in the text field. The tax, fee, or discount value can be based on a specific currency amount or a percentage (%) of the total.

• Remove any taxes, fees, or discounts by clicking the delete delete icon next to the currency field.

Review the summary of a payment link

When setting up your line items, review the Summary section to understand how your buyer will be charged, including discounts, fees, and taxes.

• The Subtotal will show only the items due at checkout. Any items that'll be charged at a later date will instead appear in the Future payments total.
• All items, regardless of payment due date, will be totaled in the Total. This amount can’t be calculated for recurring line items with no number of payments set. You can set the number of payments by clicking the dropdown menu in the Billing terms column.

• One-time discounts, fees, and taxes will only be applied to items due at checkout, not to items charged at a later date.

Line items for subscriptions

When a buyer uses a payment link or quote to purchase a line item with a regular billing frequency (also known as a recurring line item), or you create a subscription to automatically send recurring invoices to a customer, HubSpot creates a subscription to automatically charge or invoice the buyer at the specified frequency. This means that you don't need to manually create multiple payment links, quotes, or invoices to charge a buyer for products or services that renew regularly. Learn more about subscriptions.

• In your HubSpot account, navigate to Commerce > Subscriptions.
• Click Create subscription.

• Choose one of the following collections methods: 
  • Use payment link to charge a subscription automatically: this will direct you to the payment link line item editor. Learn how to add line items to a payment link.
  • Automatically send recurring invoices to customers: this will bring you to the subscription editor. Continue the subscription creation process using the steps below.

• To add a line litem:
  • Click Add line item in the upper right, then select one of the following:
    • Select from product library: add a line item based on a product in your product library, including line items created using the HubSpot-Shopify integration. After selecting this option, you can search by product name, product description, or SKU, or click Advanced filters to refine your search. Select the checkboxes in the right panel next to the products you want to base your line item on. Then, click Add.

• • • Create custom line item: if you have Create custom line items permissions, this option will create a new custom line item that's unique to this individual subscription. After selecting this option, use the right panel to enter your line item details, and choose whether to save the custom line item to your product library. Then, click Save or Save and add another.

• To edit, clone or delete a line item, hover over the product, click Actions , then select an option:

• • Edit: edit the line item for this payment link only. The product library will not be affected.
    • You can also edit individual line item's details in the columns of the line items editor, including unit price, quantity, and discount amount. Enter a new value in the appropriate column. Learn how to add or remove columns.

• • Delete: delete the line item.
  • Clone: create a new line item with the same details.
  • To reorder the line items, click and drag a line item using the dragHandle drag handle.

• Click the Billing frequency dropdown menu to set the billing frequency of the subscription. The frequency can be set to one-time, weekly, every two weeks, monthly, quarterly, semi-annually, annually, every two years, three years, four years, or five years.

• By default, billing for recurring line items will start at time of checkout. To charge your buyer for an item at a later date instead, click the Billing start date option, then select a start date.

Add discounts and taxes to a subscription

Discounts and taxes can be added to individual line items.

To add a discount to an individual line item, enter a discount rate in the Unit discount column. If you can't see the Unit discount column, learn how to add columns.

Learn more about discounts.

Before adding taxes to line items, follow these steps to add tax rates to your library.

Please note: while the ability to add a tax, fee, or discount lives in HubSpot, your legal and accounting teams are the best resource to give you compliance advice for your specific situation.

To add tax to a line item in your subscription:

• Click Select from product library or Create custom line item to add a line item.
• If the columns Tax rate and Tax amount aren’t displayed in the line item table, click Edit columns.
• Search or scroll through the properties and select the Tax rate and Tax amount checkboxes. You can re-order the columns by clicking the dragHandle drag handle next to the property you want to move in the right panel, and dragging it up or down to the position sought.

• Click Save.

• Click the Tax rate dropdown menu and select the tax rate you want to use for the line item.
• The Tax amount will update automatically.

• The tax amount will apply to the payment due now, and future payments, and will be displayed under Summary. Click the arrow next to Line item taxes applied to see the recurring line item tax.

You can use the Tax amount property in other tools such as lists, reporting, and workflows.

Review the summary of a subscription

When setting up your line items, review the Summary section to understand how your buyer will be charged, including discounts, fees, and taxes.

• The Subtotal will show only the items due at checkout. Any items that'll be charged at a later date will instead appear in the Future payments total.
• All items, regardless of payment due date, will be totaled in the Total. This amount can’t be calculated for recurring line items with no number of payments set. You can set the number of payments by clicking the dropdown menu in the Billing terms column.

• An indication that line item discounts and taxes have been applied, will display below the Subtotal. Click the arrows next to each to see the amounts.

Edit the columns of the line item editor

To edit the columns that appear in the line item editor from deals, quotes, and payment links:

• Navigate to the line items editor on a deal, quote, or payment link.
• In the upper right of the line item editor, click Edit columns. 
• In the dialog box, search or browse through properties on the left.
• Select the checkbox next to a property to add it to your selected columns.
• To remove columns, click the X to the right of the property in the Selected columns section.
• To reorder columns, drag and drop properties in the Selected columns section using the dragHandle drag handle. 
• To restore the columns to their default state, click Restore default columns.
• After making your changes, click Save.