Manage invoices

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

Learn how to edit and manage draft and finalized invoices including updating payment statuses, sending, exporting, and voiding.

Manage invoices

To manage your invoices:

1. In your HubSpot account, navigate to Commerce > Invoices.
2. Click the name of the invoice.
3. 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 

1. In your HubSpot account, navigate to Commerce > Invoices.
2. Click the name of the invoice.
3. In the upper right, click Actions and select an option:
   
   • Edit: continue setting up the invoice.
   • View property history externalLink: 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

1. In your HubSpot account, navigate to Commerce > Invoices.
2. Click the name of the invoice.
3. In the upper right, click Actions and select an option:
   
   • Edit: if the setting to edit invoices has been turned on, 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 on the Payments card in the right panel, when viewing the invoice's details.

• • • To delete a payment:

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

• • View invoice externalLink: open the invoice in a separate browser tab.
  • View property history externalLink: check the past property values for the invoice.
  • Copy link: copy the invoice URL to send to a buyer.
  • Send by email: send the invoice through an email. Learn more about sending invoice emails.
  • Download: download a PDF of the invoice.
  • Edit reminders: delete an upcoming invoice reminder.

• • Charge payment method: charge the invoice to a customer's stored payment method. Both you and the customer will receive a receipt via email.
  • Clone: create a new invoice with the same details.

• • Delete: if the setting to delete invoices has been turned on, 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). Therefore, 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

1. In your HubSpot account, navigate to Commerce > Invoices.
2. Click advancedFilters Advanced filters above the table.
   
   
3. In the right panel, search for and select the property you want to filter by, then set the filter criteria.
4. To select another property to add to the filter, click + Add filter.
5. To filter by the property you've selected, or another filter, under OR, click + Add filter group.
6. Click the X in the upper right of the panel when you've set up your filter. Learn more about setting up filters and saving views.
7. To edit the columns that appear in the table, click Edit columns in the upper right of the table.
8. Click Export in the upper rightof the table to export all of your invoices. In the dialog box:
   • Enter an export name in the Export name text box.
   • Click the File format dropdown menu, and select a format.
   • Click the Language of column headers dropdown menu and select a language.
   • Click Customize to customize the export further:
     • Under Properties included in export select an option for which properties to include in the export.
     • Under Associations included in export, select the Include associated record name checkbox to include associated record names (e.g., the invoice name).
     • Under Associations included in export, select whether to include up to 1,000 associated records, or all associated records.
   • Click Export. Learn more about exporting records.

Send created invoices

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

If you want to automate the sending of invoices, follow these steps.

Send the invoice via email

To send the invoice via email:

1. In your HubSpot account, navigate to Commerce > Invoices.
2. Click the name of the invoice.
3. In the upper right, click Actions, then select Send.
4. In the Send invoice email tab, 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 Add cc recipients. 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.
5. As you update the fields, a live preview will display to the right of the fields. To send the email:
   • Click Send invoice email to send the email as displayed. 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 Create custom email in your CRM.

Send the invoice via a link or PDF

To copy a link to send the invoice, or download a PDF of the invoice:

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

1. In your HubSpot account, navigate to Commerce > Invoices.
2. Click the name of the invoice.
3. In the upper right, click Actions, then select an option:
   1. Copy link: copy a link to the invoice.
   2. Download: download a PDF version of the invoice.

Insert an invoice into a one-to-one email or message in the conversations inbox

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

1. In the message composer, click Insert, then select Invoices.
2. 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.

1. In your HubSpot account, navigate to Commerce > Invoices.
2. Click the name of the invoice.
3. In the right panel, scroll down to the history card.
4. Use the search bar to search for activities.
5. Click the Create activities dropdown menu and select an activity to create an activity to associate with the invoice. For example, you could create a task, or a note.

Next steps

• Use invoices with HubSpot-built accounting integrations such as QuickBooks and Xero.
• Learn more about quotes.
• Learn more about subscriptions.