Customize invoice presets

Use HubSpot invoices to send invoices directly from HubSpot, track receivables, and collect payments using HubSpot payments or Stripe payment processing. This article explains how to customize invoice presets.

Use customizable presets to configure invoices based on different business requirement. For example, you could create a default invoice preset that uses your primary company address, and a different preset that uses a different company address, different regional tax IDs, or different custom properties.

For help with your own HubSpot subscription, learn how to manage your subscription.

Understand invoice presets

A default preset for invoices is automatically set up in your account, which can be edited. You can set up additional, customized invoice presets, and configure the information you collect based on the presets.

The following invoice elements can be edited within the preset:

• Invoice title.
• Custom properties.
• Your company information.
• Net payment terms.
• Default comments.
• Tax IDs.
• Subscription invoice billing periods.

If you've set up HubSpot payments, or Stripe as a payment processing option, they will be available across all presets. You can only have one payment processing option set up in your account.

Please note: recurring invoices created from contracts (if you're enrolled in the Connected CPQ, Billing, and Payments beta) or subscriptions will use the default preset and can't be set to use a different preset.

Create a preset

To create a new preset:

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, in the Data Management section, click Objects.
3. On the Objects page, click the Select an object dropdown menu and select Invoices.
4. At the top, click the Customization tab.
5. Click Create preset.

5. Enter the name of your preset, then click Create. Once created, you can update the elements of the preset.

Edit a preset

You can update the default or customized presets in invoice settings. Click the Preview tab at any time to see a live preview of your changes.

To update the default or customized presets:

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, in the Data Management section, click Objects.
3. On the Objects page, click the Select an object dropdown menu and select Invoices.
4. At the top, click the Customization tab.
5. In the Current view dropdown menu, select the preset you want to edit. For example, select Default to edit the default preset.
6. Make sure the Content tab is selected.

Customize invoice titles

Select the Use custom document title checkbox to set a custom title for the invoice preset. The title will display in the header of invoices for the template.

Please note: you can't update the address of the default preset. It will use your primary company address set in your account defaults. If you need to use a different address, create a new preset.

Configure custom fields

Select up to four custom properties to display on invoices for buyers. To set which custom properties will be visible on the invoice preset:

1. Under Custom fields click Set default custom fields.

2. In the right panel, click add Add custom field.

3. Select existing custom invoice properties from the list, search for the custom property you'd like to use, or, click Create new invoice property to set up a new custom invoice property.

4. To add an additional field, click add Add custom field and select another invoice property. You can add up to four custom invoice properties.

5. Once added, you can click a property dropdown menu to change it to a different property.

6. A live preview displays in the Preview section as you add properties.

7. To remove a property, click the delete delete icon.

8. When you are done, click Save.

Please note: custom properties are not added to recurring invoices created from contracts (if you're enrolled in the Connected CPQ, Billing, and Payments beta) or subscriptions.

9. To allow users to edit the property when creating an invoice using this preset, select the Allow users to override default custom fields checkbox, then click Save. New invoices created after this setting is turned on will show these properties by default. If a property doesn't contain a value, it doesn't display on the invoice.

Please note: if a custom property is deleted, the field will be removed from draft and future invoices that use the preset containing the custom property. Invoices using this preset that are finalized before the deletion, will still contain the custom property.

Configure company information

When editing the default template, the company information can't be changed, and uses the company information in your account settings. Create a custom preset if you'd like to have an invoice template with different company information.

1. Under Invoice defaults, click to expand the Your company info section to view your company information.

2. In the fields provided, enter your company information.

3. Click Save.

Configure net payment terms

Default net payment terms configured in invoice settings will apply only to invoices created manually, not invoices created from contracts (if you're enrolled in the Connected CPQ, Billing, and Payments beta) or subscriptions. In these cases, the net payment terms set when creating the quote the contract is created from, or the payment terms of the subscription will apply to the invoices.

1. Click to expand the Net payment terms section to view net payment terms settings.
2. In the fields provided, set the net payment terms in days that will be available to select on an invoice.
3. Click + Add another net amount to add an additional net payment term.
4. Click delete delete next to a net payment term to remove it.
5. Click the Default net payment term dropdown menu and select the default net payment term that will be set when creating an invoice. If changing this option, the new net payment term will be set as the default for invoices created after the setting is changed.
6. Click Save.

Configure comments

1. Under Comments, in the field provided, add your comments. Use the formatting toolbar to format the text, add a link, or use a snippet.
2. Click Save.

Please note: the comments added will appear for any new invoices created after confirming this setting and will not update existing invoices, even if they are currently in draft.

Configure tax IDs

1. Under Add tax ID to invoices, click Add tax ID.
2. Click the Tax ID type dropdown menu, then select a type.
3. In the Tax ID number field, enter your Tax ID.
4. Repeat these steps if you need to add a second or third tax ID.
5. Click delete delete next to a tax ID to remove it.
6. Click Save.
   
   
   
7. Clear the Include invoice currency and sales tax notice checkbox to hide the currency and sales tax notice on invoices.

Configure subscription invoice settings

Under Subscription invoices, clear the Show billing period on subscription invoices and emails checkbox to hide the billing period of a subscription on invoices.

Rename or delete a preset

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, in the Data Management section, click Objects.
3. On the Objects page, click the Select an object dropdown menu and select Invoices.
4. At the top, click the Customization tab.
5. Click the Current view dropdown menu and select the preset.
6. Next to the Current view dropdown menu, click Actions, then select an option:
   • Rename preset to rename the preset.
   • Delete preset to delete the present. Click Delete preset to confirm. Any draft invoices using this preset must select a new preset.
7. Enter a new preset name, then click Save.

Please note: the default preset can't be renamed.

Next steps

• Learn how to set up and configure invoice settings.
• Learn more about how the Connected CPQ, Billing, and Payments beta creates invoices automatically.
• Learn how to create invoices from scratch.
• Learn how to manage invoices, including sending, editing, tracking, and exporting.
• Learn how to create sequences (Sales Hub and Service Hub Professional and Enterprise only) and invoice-based workflows (Professional and Enterprise only) to automate invoice processes.
• Learn how to use the revenue analytics suite to measure invoice data and performance.