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Set up the HubSpot invoices tool

Last updated: January 29, 2024

Available with any of the following subscriptions, except where noted:

All products and plans

HubSpot invoices enable your team to send invoices directly from HubSpot, track your receivables, and get paid using HubSpot payments. Using invoices, your buyers can also expect a similar checkout process to payment links and quotes. However, unlike payment links and quotes, invoices track due dates, balances, and can be marked as paid outside of HubSpot payments. They also contain invoice numbers, which may be required by some buyers when requesting payment.

full-invoice invoice-sidebar
Buyer invoice checkout Internal invoice record

Please note: invoice features are available in all accounts that use the Quickbooks integration. To create HubSpot invoices manually, you'll need a StarterProfessional, or Enterprise account with the payments tool set up.

Below, learn how to get set up to start collecting payments with HubSpot invoices.

Configure general invoice settings

To get started, configure the following invoice settings:

  • Set up invoice permissions: to control which HubSpot users have access to view, create, and edit invoices, learn how to edit user permissions for existing users, or how to set permissions when adding new users.

    Please note: HubSpot users created before February 9, 2023 have invoice view and edit permissions by default. Users created after that date do not have invoice permissions by default.

  • Add a logo to your HubSpot brand kit: HubSpot invoices will automatically pull in the logo set in your HubSpot brand default settings.
    • Invoices will not use the brand kit's colors.
    • Updating your logo will not update existing finalized invoices, only currently drafted invoices and finalized invoices moving forward.
  • Set default payment options: optionally, you can set which payment methods your invoices will accept by default in your payments settings. You can also customize this on each invoice during creation.
  • Connect your domain to HubSpot: by default, invoices are hosted on the primary domain connected to your account. When creating an invoice, you can also select from any of your connected domains. If haven't yet connected a domain, or would like to connect a separate subdomain for hosting invoices (such as billing.website.com), learn how to connect a domain to HubSpot.

Customize your invoice prefix and starting number

To ensure that HubSpot invoice numbers don't overlap with invoice numbers in your account system, HubSpot invoices have the prefix INV and a starting number of 1001 by default. You can customize the prefix and starting number from your invoice settings. Once an invoice has been finalized and assigned a number, such as INV-1002, that number cannot be changed or reused. 

Please note: before customizing your invoice prefix and starting number, you should consult with your accounting team to ensure it will work with your current systems.

To customize your invoice prefix and starting number:

  • In your HubSpot account, click the settings settings icon in the main navigation bar.
  • In the left sidebar menu, navigate to Objects > Invoices.
  • By default, invoices begin with the prefix INV. To change this, click Edit prefix. Then, in the dialog box, enter a new prefix, and click Save prefix. A prefix can be a maximum of 8 characters.
  • By default, the starting invoice number is 1001. To change this, click Updating starting point for invoice numbers. Then, in the dialog box, enter a new starting point number, and click Updating starting point.

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Add a tax ID

Optionally, you can add a tax ID to appear in the header of each invoice along with your company information. Adding a tax ID will not update existing finalized or drafted invoices, only newly created invoices moving forward.

invoice-tax-id

To add a tax ID:

  • In your HubSpot account, click the settings settings icon in the main navigation bar.
  • In the left sidebar menu, navigate to Objects > Invoices.
  • In the Tax ID section, click Add tax ID.
  • Click the Tax ID type dropdown menu, then select a type.
  • In the Tax ID number field, enter your Tax ID.
  • Click Save.

Create invoices from subscription payments

By default, HubSpot will create invoices for payments on recurring subscriptions. When a customer makes a successful subscription payment, HubSpot will create a paid invoice. When a subscription payment fails, the invoice will be created as open. 

To prevent HubSpot from creating invoices for subscription payments:

  • In your HubSpot account, click the settings settings icon in the main navigation bar.
  • In the left sidebar menu, navigate to Objects > Invoices.
  • Under Subscriptions, click to clear the Create invoices for subscription payments checkbox.
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Next steps

After setting up the HubSpot invoices tool, learn how to:

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