Manage invoices

After creating invoices, manage, edit, and track them from the invoice index page, like managing other CRM records. In this article, learn how to update payment statuses, send, export, void your invoices, and more.

Manage invoices

1. In your HubSpot account, navigate to Commerce > Invoices.
2. Click the name of the invoice.
3. In the right panel, edit the invoice details:
   • Set an owner: click to expand the About this invoice section. Under Owner, click the dropdown menu and select an owner.
   • View invoice properties: click to expand the About this invoice section to view the invoice properties.
   • View invoice history: click to expand the History section to view a timeline of history for the invoice.
   • View payments made: click to expand the Payments section to view payments against the invoice.
   • View associations: click to expand an [object] section to view the details of the associated object. Learn more about adding and removing associations.

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. 

Edit finalized invoices

If the setting to edit invoices has been turned on, you 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.

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 Edit.
4. To edit the contact details, hover over the contact and click the edit edit icon. Update the contact details in the right panel and click Save. Editing the contact details will update the contact record in the CRM.
5. To replace the contact, click the replace replace icon. Select a new contact in the right panel.
6. To edit the company details, hover over the company and click the edit edit icon. Update the company information in the right panel and click Save. Editing the company will update the company record in the CRM.
7. To replace the company, click the replace replace icon. Select the company in the right panel.
8. To add a different billing address, click Edit under Billing address. In the right panel, enter the address details and click Apply.
9. To add a different shipping address, click Edit under Shipping address. In the right panel, enter the address details and click Apply.
10. To change the invoice date, click the Invoice date field. Click the date picker and select a date.
11. To change the payment terms, in the upper right, click the Payment terms dropdown menu and select a payment term. The Due date field will automatically update to match the selected term. If the setting to send out automated reminder emails has been turned on, the emails will be sent based on this date.
12. Any custom properties that have been configured in the invoice settings will show on the right, under Next invoice number. Edit the custom property values. If the setting to allow users to override these fields has been turned on:
    
    1. Click add Add custom field. Select existing custom invoice properties from the list, search for the custom property you'd like to use, or, click Create new invoice property externalLink to set up a new custom invoice property.
    2. Click the delete delete icon next to a custom property to delete it from the invoice.
13. Update the line items.

14. Edit any taxes:

    • Automate tax calculations (BETA): automatically calculate taxes based on the address of the invoice.
    • Add taxes to individual line items: add line item based taxes from your tax library.
    • Add a one-time tax to the invoice: add a one-time tax to the whole invoice.

15. Add or edit credit memo to adjust the balance of an invoice with a credit (BETA). Learn more about credit memos.

    • To change the credit memo applied to an invoice, click the Credit memo dropdown menu and select a credit memo. In the Amount applied field, enter the amount of credit.
    • To delete an existing credit memo, click the delete delete icon next to the credit memo.
      
      
    • To add a credit memo, in the Summary table, under Total, click + Add available credit.
      
      
    • Click the Credit memo dropdown menu and select a credit memo.
    • In the Amount applied field, enter the amount of credit.
16. In the Comments field, update or add your comments.
    • Use the text options at the bottom of the text field to format your text, add a hyperlink, or insert a snippet (you can use snippets to create pieces of text. For example, if you regularly use the same terms on an invoice, you could create it as a snippet to use each time you're adding comments to an invoice). 
    • You can add a default comment that'll appear on every invoice in the invoice settings.
17. In the Payment collection section, update any payments settings. Learn more about configuring payment collection.
18. To access advanced settings, click Advanced settings. You can customize the language and locale of the invoice, as well as the invoice URL. Learn more about advanced invoice settings.
19. Click Update invoice in the top right. In the dialog box, click Update to confirm. 

Manage finalized invoices

Manage finalized invoices from the index page, including recording manual payments, manually charging a stored payment method, voiding and deleting invoices, and more.

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:

• • 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, in the right panel, add the payment detail fields, then click Record payment. The payment will appear on the Payments card when viewing the invoice details.
    • To apply an existing payment to the invoice, in the right panel, click the Apply existing tab. 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 appear on the Payments card when viewing the invoice details.

• • • To unapply the payment on the invoice, delete the recorded payment:

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

• • View invoice externalLink: open the invoice in a separate browser tab.
  • View property history externalLink: view 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 buyers stored payment method. Both you and the buyer will receive a receipt via email.
  • Clone: create a new invoice with the same details.

• • Delete: delete the invoice. If you can't delete, make sure the setting to delete invoices has been turned on. 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 compliance 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 action 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 at the top of 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 filters. 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. To export a CSV, XLS, or XLSX file of your invoices:
   
   • Click Export in the upper right of the table. In the dialog box:
     • In the Export name field, enter an export name.
     • Click the File format dropdown menu, and select a format.
     • Click the Language of column headers dropdown menu and select a language.
     • Click to expand the Customize section to customize the export further:
       • Under Properties included in export select 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 inserting invoices while composing messages in CRM records, and the conversations inbox.

Learn more about automating invoices.

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 by email.
4. In the Send invoice email tab, set up your email:
   • The To field will automatically be filled with the email address of the contact associated with the invoice. To change this email 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 after sending.
   • To add an email address to the Cc field, click Add Cc recipients. Click the dropdown menu and 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 address has been set, but the setting to allow users to send invoices from their personal email or other team emails is turned on, you can select a different email address.
   • 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.
   • Edit your subject.
   • Add your email message body.
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 send the invoice via a link, 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:
   • Copy link: copy the invoice link.
   • 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 your HubSpot account, navigate to CRM > Inbox.
2. In the bottom-left, click Compose.
3. In the message composer, click Insert, then select Invoices.
4. Select an invoice or click Manage to navigate to the invoices index page.

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

Review edit history

You can view the history of edits to an invoice, including any status changes, 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. Scroll to the History card.
4. Use the search bar to search for activities.

Next steps

• Use invoices with HubSpot-built accounting integrations such as QuickBooks and Xero.
• Manage your payments.
• Create and send quotes.
• Create subscriptions.