Managing invoices

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

Manage invoices

To manage your invoices:

• 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 created invoices

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

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:

• • 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.

Manually send a one-to-one email with a link to the invoice

To manually send an email with an invoice link:

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.

• 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.

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:

• 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.

Get the link of an invoice to share

To get the link of an invoice to share on your preferred platform:

• 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. 

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.