Manage invoices

Use the invoice index page to manage your buyers' invoices, including editing, tracking, and exporting them. You can also associate invoices with other records in HubSpot to maintain a complete view of customer and payment activity.

Learn more about creating and sharing created invoices.

Before you get started

Understand limitations and considerations

• The following invoices can't be deleted:
  • Invoices part of an active subscription or billing schedule.
  • Invoices associated with a credit memo, online payment or subscription can't be deleted.
• Invoice numbers will continue to increment sequentially from the last created invoice (even if that, or any other invoice has been deleted).
  • Deleting invoices may create permanent gaps 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.

When downloading invoices, keep the following in mind:

• Downloaded invoices are in PDF format and delivered in a ZIP file via email.
• Invoices with a Draft status and non-billable invoices are omitted from the ZIP file. An invoice can only be set as non-billable via the API (e.g., when creating an invoice via the API, or if a third party app syncs invoices to HubSpot).
• Invoices synced via data sync are omitted from the ZIP file.
• If you select more than 500 invoices to download, they will be split into multiple ZIP files. For example, if you download 700 invoices, 500 will be in one ZIP file and 200 will be in a second ZIP file.

Manage invoices

View, filter, and manage invoices from the invoices index page.

1. In your HubSpot account, click More, then navigate to Revenue > Invoices. If More doesn't appear in your account, navigate to Revenue > Invoices directly.
2. To filter invoices, click Advanced filters above the table.
3. In the right panel, click + Add filter. Search for and select the property you want to filter by, then set the filter criteria. To add another filter to the filter group, under and, click + Add filter.
4. To add an additional filter group, under or, click + Add filter group.
5. 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.
6. To use Breeze, HubSpot's AI, to prioritize open invoices (BETA), in the upper right, click Prioritize invoices.
   
   
   
7. Breeze prioritizes based on invoices that are overdue, invoices due soon, highest balance due, and invoices tied to key companies and deals.
   
   
   
8. Respond to Breeze or manage the invoices based on the response. For example, you could ask Breeze for more information on a specific invoice, or ask it to draft emails to send to the invoice contacts.
   
   
   
9. To edit the columns that appear in the table, click Edit columns in the upper right of the table.
10. Click the name of the invoice to view its details in the right panel:
    • View invoice properties: click to expand the About this invoice section to view the invoice properties. To change the invoice owner, click the Owner dropdown menu and select an owner.
    • View invoice history: click to expand the History card to view the invoice's activity history.
    • View payments made: click to expand the Payments card to view payments associated with the invoice. Learn how to record and remove payments.
    • View associations: click to expand an [object] section to view the details of the associated object. Learn more about associating invoices with other objects.

Manage drafted invoices 

1. In your HubSpot account, click More, then navigate to Revenue > Invoices. If More doesn't appear in your account, navigate to Revenue > Invoices directly.
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 open invoices or edit paid invoices has been turned on, you can edit finalized invoices from the invoices index page. You can edit open invoices or paid invoices, based on the configured settings of your account.

• Allow edits on open invoices: edit any fields on open invoices.
• Allow non-financial edits on paid invoices: edit fields that don't change invoice totals. For example, contact and company details, PO numbers, and comments.
• Allow financial edits on paid invoices (may affect reporting): in addition to being able to edit fields that don't change invoice totals, users can edit fields that change totals, taxes, or line items on paid invoices. When users update and confirm changes, the invoice total, balance due, and invoice status are updated to reflect the changes made.

To edit a finalized invoice:

1. In your HubSpot account, click More, then navigate to Revenue > Invoices. If More doesn't appear in your account, navigate to Revenue > Invoices directly.
2. Click the name of the invoice.
3. In the upper right, click Actions and select Edit.
4. Make your updates to the invoice. 
5. If you make changes that change a paid invoice's balance or total, the invoice displays payments already applied, the updated total, and the updated balance due.
   
   
   
6. In the top right, click Update invoice. If you're updating details that affect the invoice total or balance due, click Update invoice in the dialog box to confirm.
   
   
   
7. If the new total of the invoice is more than the payments applied, the invoice status will update from Paid to Open. For partially paid invoices, the invoice remains Open with an updated due balance.
8. In the send dialog box, choose how to share the updated invoice, or send it later from the invoices index page. 

Manage finalized invoices

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

If you want to refund an invoice payment, learn more about refunding payments. It isn't possible to void invoices with payments made against them. Learn more about voiding invoices, including how to remove a payment associated to an invoice to allow for voiding.

1. In your HubSpot account, click More, then navigate to Revenue > Invoices. If More doesn't appear in your account, navigate to Revenue > Invoices directly.
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. Invoices must be Open with a positive balance due to select this option. After selecting this option:
    • To create a new payment record, in the right panel, add the payment details. Select the Send receipt to customer email checkbox to send a receipt to the select customer email. Click Record payment. The payment will appear on the Payments card. You can also send a receipt later from the payments index page.
    • 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.

Please note: if a payment is already associated with another invoice, it can't be associated with a second invoice.

• • View invoice externalLink: open the invoice in a new 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 by 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 buyer's 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. Invoice deletion is permanent and can't be undone. You can also delete multiple invoices from the index page.
    • If you don't have the option to delete an invoice, make sure the setting to delete invoices has been turned on.
    • To delete an invoice with an associated manual payment, delete the associated payment, then delete the invoice.

• • Void: mark the invoice as void. After marking an invoice as void, you can no longer collect payment on it. This action can't be undone.

Remove a payment from an invoice

To unapply a payment on an invoice, delete the recorded payment. Online payments can't be deleted.

1. In your HubSpot account, click More, then navigate to Revenue > Invoices. If More doesn't appear in your account, navigate to Revenue > Invoices directly.
2. Click the name of the invoice.
3. In the right panel, scroll to the Payments card.
4. Click View associated Payment.
5. On the index page, click the payment amount.
6. In the upper right, click Actions, then select Delete.
7. Click Delete record to confirm.

Export invoices

1. Click Export in the upper right of the table.
2. 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 subscription 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.

Delete and download multiple invoices

You can delete and download invoices in bulk from the index page. Invoice deletion is permanent and can't be undone.

When deleting invoices, keep the following in mind:

• Invoices associated with a credit memo, online payment or subscription can't be deleted. To delete an invoice with an associated manual payment, delete the associated payment, then delete the invoice.
• 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.
• Users who have turned off the setting to delete invoices, can't delete invoices.

To delete or download invoices in bulk:

1. In your HubSpot account, click More, then navigate to Revenue > Invoices. If More doesn't appear in your account, navigate to Revenue > Invoices directly.
2. Filter the index page.
3. Select the checkboxes next to the invoices you want to delete or download. Or select the checkbox at the top of the table to select all invoices shown on the index page.
4. To delete invoices:
   • At the top, click delete Delete.
     
     
     
   • In the dialog box, enter the number of invoices being deleted, then click Delete.
5. To download invoices:
   • At the top, click download Download.
     
     
     
   • In the dialog box, click Download.
   • The ZIP files containing the PDF invoices will be emailed to you.

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, click More, then navigate to Revenue > Invoices. If More doesn't appear in your account, navigate to Revenue > Invoices directly.
2. Click the name of the invoice.
3. Scroll to the History card.
4. Use the search bar to search for activities.

Associate invoices with other records

Invoices can be associated with other records in HubSpot to keep track of the relationships within and between objects.

Automatic associations

• Invoices and their source records: invoices are automatically associated with the record they were created from. If you create an invoice from a contact, company, or deal, or create a quote, the invoice is automatically associated with that record. When an invoice is created from a quote, the quote’s associated contact and company are also copied to the invoice. This keeps the contact, company, deal, quote, and invoice linked. Invoices created automatically from subscriptions are associated with the subscription that generated them (and inherit the same contact, company, and deal relationships as the subscription).

• Invoices and payments: when invoices are created from payments on payment links, quotes, or subscriptions, the invoice is automatically associated with the payment record.

• Invoices, contacts, and companies: invoices are automatically associated with the contact and company you add in the Bill to section. When you create an invoice, you can add one primary contact and company. You can add additional associated contacts and companies after the invoice is created.

• Invoices and credit memos: when you apply a credit memo to an invoice, that invoice is associated with the credit memo. Credit memos can only be associated with invoices by applying the credit memo to the invoice.

Manually associate invoices with other records

You can manually associate invoices with records to keep track of the relationships within and between objects. Invoices can be manually associated with:

• Contacts
• Companies
• Deals

Learn more about manually associating records.

Create invoice reports

Create invoice reports using the revenue analytics suite, custom reports, and dashboards, to report on outstanding balances, billing, and revenue information.

• Learn how to use invoice reports in the revenue analytics suite.

• Learn how to create custom reports.

Create an account receivables dashboard

Set up an accounts receivable dashboard with ready-made reports to quickly understand the status of your invoices. The dashboard contains the following reports:

• Expected vs Actual revenue by month.
• Invoices paid on time.
• Balance due over time.
• Open invoices.
• Past due invoices.
• A/R aging summary.
• A/R aging report (Professional and Enterprise subscriptions only).

To set up the dashboard in your account:

1. In your HubSpot account, click More, then navigate to Revenue > Invoices. If More doesn't appear in your account, navigate to Revenue > Invoices directly.
2. In the upper right click View invoice reports.
   
   
   
3. Click the Accounts Receivable dashboard.
   
   
   
4. In the right panel, clear the report checkboxes for reports that you don't want added to the dashboard, then click Next.
5. Choose your dashboard name, set the user access, then click Create dashboard.
6. A prompt will appear at the top of the screen to confirm that the dashboard has been created. Click Go to dashboard to navigate to the new dashboard.

Once you've created your dashboard, you can manage it, add other reports, customize it, and view user activity.

Use invoice data in other HubSpot tools

Use invoice properties in other tools, such as workflows and segments, to automate and organize invoice data across HubSpot.

Identify customers with overdue invoices

Create a segment for invoices that are overdue. Use the segment to create follow-ups, alert an account manager or sales rep, and highlight missing revenue in reports.

1. Create a segment, selecting the Invoices object when creating the segment.
2. Add a filter where the due date is more than seven days ago.
   
   
   
3. Use the segment in a workflow to send reminders, create tasks for your team, or create reports that highlight missing revenue.

Reward high-value buyers

Create a segment to identify contacts or companies with high-value total invoice amounts. Tag them as VIPs to be able to route their queries to a higher tier of support and enroll them in VIP programs and campaigns.

1. Create a custom property for the company or contact to display their total invoice amount:
   1. Create a Rollup property called Total invoice amount. 
   2. Set the Rollup type as Sum.
   3. Set the Number format as Currency.
   4. Set the associated record type as Invoices.
   5. Set the associated record property as Amount paid.
      
      
      
2. Create a custom property to tag the company as a VIP. For example, create a Single checkbox property called VIP.
3. Create a workflow that sets the VIP property to Yes when a company's Total invoice amount is above the value you set. Only include companies whose last invoice date is within a certain period (e.g., 180 days), so you include only active companies.
   
   
   
4. Create a segment, selecting the Companies object when creating.
5. Add a filter where the VIP property is Yes.
   
   
   
6. Use the segment to create views of VIP customers for customer support, enroll those customers in VIP campaigns, and more.

Next steps

• Create contracts to manage your buyers' contract and automate invoicing.
• Use invoices with HubSpot-built accounting integrations such as QuickBooks and Xero.
• Manage payments, including refunds, receipts, reports, payouts, and exports.
• Create and send quotes to your buyers.