Create and manage invoices

Create invoices in HubSpot to collect digital payments through Stripe payment processing or HubSpot payments, or to track payments made outside of HubSpot. This setup guide walks through how to configure invoices for your account, including how to customize prefixes, add tax information and set up invoices for subscriptions. You can also review HubSpot's default invoice properties.

You can create and finalize invoices without setting up a payment processor, and proceed to manually collect payments. However, if you want to accept online payments, you'll need to set up either Stripe payment processing (available for all subscriptions) or HubSpot payments (Starter, Professional, or Enterprise only). 

The currency of an invoice can be set as any HubSpot supported currency. Learn how to set up currencies for your account.

Please note: invoice requirements may vary from jurisdiction to jurisdiction. You should consult your legal or tax advisors to determine whether HubSpot Invoices meets your compliance obligations.

Create an invoice

There are a number of ways and invoice can be created:

• Super Admins and users with invoices object permissions can create an invoice directly from a contact, company, deal, or quote record, or from the invoices index page.
• From a published quote, to copy the quote's details into a new invoice.
• Automatically create and send recurring invoices, using subscriptions.
• Invoices are automatically created when payments are made through payment links or quotes.

Create an invoice from the index page

• In your HubSpot account, navigate to Commerce > Invoices.
• In the upper right, click Create invoice.

Create an invoice from a contact, company, or deal record

• Navigate to your records:
  • Contacts: In your HubSpot account, navigate to CRM > Contacts.
  • Companies: In your HubSpot account, navigate to CRM > Companies.
  • Deals: In your HubSpot account, navigate to CRM > Deals.
• Click the name of the record.
  • For contacts and companies, in the right sidebar, in the Invoices section, click Add, then select Create invoice. 

• • For deals, in the right sidebar, in the Invoices section, click Add, then select one of the following:
    
    • Convert deal to invoice: create an invoice using the deal’s information, including associated line items.
    • Create blank invoice: create a new invoice from scratch.
    • Add existing invoice: select an existing invoice to associate with the deal.

• • • You can also create an invoice from the line item editor of a deal.

Create an invoice from a published quote

• In your HubSpot account, navigate to Commerce > Quotes.
• Hover over the name of the quote, click Actions, then select Convert to invoice. This will create a new invoice using the quote's information.

You'll then be taken to the invoice editor to configure invoice details. If your quote has more than one contact, you will be prompted to remove extra contacts in the invoice editor.

Please note: by default when creating an invoice, it will use a standardized prefix of INV followed by a number that increases sequentially for each invoice created (for example, INV-1001 then INV-1002). You can update the prefix and starting number of invoices in your settings.

Set up invoice billing

In the Bill to section of the invoice editor, first set up the invoice's associated records, payment terms, and more.

• During creation, each invoice can be associated with one contact. Once created, you can add additional contacts using the associations in the right sidebar.
  
  To associate the invoice with a contact:
  • Click Add contact.
  • In the right panel, search for an existing contact or create a new one.
  • Click Next and continue to set up any needed association labels.
  • Click Save. 
• During creation, each invoice can be associated with one company. Once created, you can add additional companies using the associations in the right sidebar.
•  To associate the invoice with a company:
  • Click Add company.
  • In the right panel, search for an existing company or create a new one.
  • Click Next and continue to set up any needed association labels.
  • Click Save.
• To add a billing address to the invoice:
  • Click Edit under Billing address.
  • In the right panel, enter the address information.
  • Click Apply.
• To add a shipping address to the invoice:
  • Click add Add shipping address.
  • In the right panel, enter the address information.
  • Click Save.
• By default, the invoice date will be set to the current day. To update this, click the Invoice date field, then use the date picker to select a new date.
• By default, the invoice payment will be due upon invoice receipt. To select different payment terms, click the Payment terms dropdown menu, then select a payment term. The Due date field will automatically update to match the selected term.
• Any custom properties that have been configured in invoice settings will show on the right hand side, under Due date. If the setting to allow users to override these fields has been turned on, you can make changes to them during invoice creation.

Add line items

In the Line items section, add the items that your buyer will be purchasing. Learn how to use line items with invoices.

Add comments

If you want to add any notes for your buyer on the invoice, you can add them to the Comments field. You can use the text options at the bottom of the text field to format your text, add a hyperlink, or insert a snippet. You can add a default comment that will appear on every invoice in the invoice settings.

Configure billing options

In the Billing section, choose if you want to accept online payments, set which payment options will be available to the buyer and choose whether to collect billing and shipping address information. Online payment settings are inherited from your payment checkout settings.

• To accept online payments, toggle the Checkout switch on. If the checkout switch is toggled off, the below options will not be available.
  • Select the checkboxes next to the forms of payment you would like to accept (e.g., Credit or debit card or bank debit payments, such as ACH).
  • To collect billing address information at checkout, select the Collect billing address for credit card purchases checkbox.
  • To collect shipping address information at checkout, select the Collect shipping address checkbox. When the buyer enters their shipping information, they'll only be able to select from the countries you've set in your payment settings.
  • To allow customers to enter a custom amount at the time of payment, select the Allow your customer to pay an amount less than the balance due checkbox. If you want to record a manual or existing payment as a partial payment, you can do this from the invoices index page. Custom payment amounts must be less than the total balance due.

Advanced settings

In the Advanced settings section, you can customize the language and locale of the invoice, as well as the invoice URL. To access advanced settings, click Advanced settings.

• By default, the language used for titles and labels on the page is set to English. To update this to another language, click the Language dropdown menu then select a language.
• By default, the date and address format will use United States format. To update this to another format, click the Locale dropdown menu then select a locale.
• To set a custom invoice URL using any of your connected domains, click the Domain dropdown menu, then select a domain. You can also enter a custom slug at the end of the URL by entering a value into the Content slug field. A preview of the invoice URL is displayed below the URL fields.
• If you have Tax ID's set up in your account and want to include them within the invoice, select the corresponding Tax ID checkboxes.

Save and finalize

At any point during invoice creation, you can click Save in the upper left to save the invoice as a draft. You can come back to a drafted invoice at any time to edit or delete it. You can also click Preview in the upper right to see how the invoice will appear to the buyer.

If you're ready to finalize the invoice so that you can send it to the buyer:

• In the upper right, click Finalize. Once finalized, an invoice can't be deleted.

• In the dialog box, review the disclaimer, then click Finalize.

Send the invoice

After finalizing the invoice, a dialog box will appear with options for sending the invoice to your buyer through email. You can close the prompt by clicking the X, and send it later. Reminder emails are managed through your invoice settings.

• First, set up your email address fields:
  • The To field will automatically be filled with the email address of the contact associated with the invoice. To change this address, click the dropdown menu and select a contact. You can also enter a new email address and HubSpot will automatically create a contact record for them after sending.
  • To add an email address to the Cc field, click the dropdown menu, select the contacts, or enter custom email addresses. You can add up to nine email addresses in the CC field.
  • If a default email address has been set up in the invoice settings, the From field will automatically be filled with the default email address. Otherwise, it'll be filled with your personal email address. If a default email has been set, but the setting to allow users to send invoices from their personal email or other team emails they have access to has been turned on, you'll be able to select a different email.
    • If no default email address has been set, the email address you select will become the default address for future invoice sends, but can be changed before each send.
    • Replies to this email will be routed to the From address. If you select an email address that's being used for a connected inbox, including shared team email inboxes, you can manage follow-up in HubSpot's conversations inbox. 
• Click Send invoice. The buyer will then receive an email containing the invoice details with a link to view the invoice in their browser, along with a PDF version of the invoice as an attachment.
• To instead manually compose a one-to-one email with a link to the invoice, click Write email manually.

Automated invoice creation

Automatically create and send recurring invoices, using subscriptions

To automate invoicing based on a subscription, follow these steps.

View invoices created automatically from payments through payment links or quotes

When an invoice is automatically created from a payment link or quote, the invoice will be associated to the payment.

You can view the invoices from the invoices index page, or, you can view the associated invoice from the payment record itself. The invoice isn't sent to the customer automatically. If you'd like to send the invoice, follow these steps.

Manage invoices

After creating invoices, you can manage them from the invoice index page, like managing other CRM records.

• In your HubSpot account, navigate to Commerce > Invoices.
• Click the name of the invoice.
• In the right panel, you can set the invoice owner using the Owner field, view its properties, view payments made, and manage the invoice's associations, including adding additional contacts and companies.

Manage drafted invoices 

• Edit: continue setting up the invoice.
• View property history: check the past property values for the invoice.
• Clone: create a new invoice with the same details.
• Delete: delete the invoice draft. 

Manage finalized invoices

For finalized invoices, you can access the following options by clicking the Actions dropdown menu in the upper right:

• Edit: if the setting to edit invoices has been turned on, Super Admins and users with the edit permission for invoices can edit finalized invoices from the invoices index page. Once changes have been saved, it's recommended that communication is sent to the customer to inform them that the invoice has changed, including details of the changes.

• Record payment: manually mark the invoice as paid by creating a new payment record or applying an existing one. After selecting this option:
  • To create a new payment record, fill out the payment detail fields in the right sidebar, then click Record payment. The payment will then appear under Payments when viewing the invoice's details.
  • To apply an existing payment to the invoice, in the right sidebar click the Apply existing tab. Then, search for a payment record by the payment amount, ID, or contact email address associated with the payment. Select the payment, then click Apply payment. The payment will then appear under Payments when viewing the invoice's details.

Please note: when manually marking the invoice as paid, contacts will not receive a receipt automatically. If a receipt is required, you can send one to the contact from the payments index page.

• • To delete a payment:

• • • In your HubSpot account, navigate to Commerce > Invoices.
    • Click the name of the invoice.
    • In the right sidebar, in the Payments section, click View associated Payment. 
    • Click the payment amount.
    • Click the Actions dropdown menu in the upper right, then click Delete.
    • Click Delete record to confirm.

• View invoice: open the invoice in a separate browser tab.
• View property history: check the past property values for the invoice.
• Copy link: copy the invoice URL to send to a buyer.
• Send: send the invoice through an email. Learn more about sending invoice emails.
• Download: download a PDF of the invoice.
• Clone: create a new invoice with the same details.

• Delete: if the setting to delete invoices has been turned on, Super Admins and users with the edit permission for invoices can delete unpaid finalized invoices from the invoices index page. Invoice deletion is permanent and can't be undone.

Please note: invoice numbers will continue to increment sequentially from the last created invoice (even if that, or any other invoice has been deleted). Thus, invoice deletion may create a permanent gap in invoice numbering. Numbering can only be reset if all invoices are deleted (but paid invoices can't be deleted). You should consult with your accounting team to ensure it will work with your current systems.

• Void: mark the invoice as void. After marking an invoice as void, you can no longer collect payment on the invoice or void it. This can't be undone.
  • If an online payment has been made against the invoice, it isn't possible to void the invoice, even if a refund is issued.
  • If a manual payment has been recorded against the invoice, the payment must be deleted before you can void the invoice.

Filter and export invoices

• Click Advanced filters in the upper left.
• In the right panel, click + Add filter to set up a new filter.
• Search for and select the property you want to filter by, then set the filter criteria.
• To select another property, click AND or OR. Learn more about setting up filters and saving views.
  
  
• To edit the columns that appear in the table, click Edit columns in the top right of the table.
• Click Export in the top right of the table to export all of your invoices, or select the checkboxes next to the invoices you'd like to export, then click Export. Learn more about exporting records.

Send invoices

After creating an invoice, you can share it through a direct link or email, or insert invoices while composing messages on CRM records and in the conversations inbox.

To send the invoice in an email:

• In your HubSpot account, navigate to Commerce > Invoices.
• Click the name of the invoice.
• In the right sidebar, click Actions, then select Send.
• In the dialog box, configure your email address fields, then click Send invoice.

• The buyer will then receive an email containing the invoice details with a link to view the invoice in their browser, along with a PDF version of the invoice as an attachment.

You can also manually send an email with an invoice link, or insert the link into messages.

Please note: if you send an invoice in a manually written email or by inserting a link, the Last sent date property will not be updated. Learn more about invoice properties.

To manually send a one-to-one email with a link to the invoice:

• In your HubSpot account, navigate to Commerce > Invoices.
• Click the name of the invoice.
• In the right sidebar, click Actions, then select Send.
• In the dialog box, click Write email manually. You'll then be redirected to the deal record that's associated with the invoice where you can compose your email. A link to the invoice will automatically be included in the email body.
• After composing your email, click Send.

To share a direct link to an invoice:

• In your HubSpot account, navigate to Commerce > Invoices.
• Click the name of the invoice.
• In the right sidebar, click Actions, then select Copy link.

• You can then insert the link into your preferred messaging platform, and the buyer can click the link to view the invoice at the URL you configured during invoice creation. 

To insert an invoice into a one-to-one email or message in the conversations inbox:

• In the message composer, click Insert, then select Invoices.
• Select an invoice or click Manage to navigate to the invoices index page.

After selecting an invoice, a hyperlink will be added to the message using the invoice number.

Review edit history

You can view the history of edits to an invoice, including any status changes, and when invoice emails were sent, which users performed the action, and the date and time an action occurred.

• In your HubSpot account, navigate to Commerce > Invoices.
• Click the name of the invoice.
• In the right panel, scroll down to the history panel.

Please note: currently, HubSpot-built account integrations, such as Quickbooks Online and Xero, don't support syncing invoices from HubSpot. However, you can export your invoice records and upload them to your accounting system. You can subscribe to updates about new invoice integration features, such as invoice sync, by filling out this form.