Set up invoices for your buyers

Use HubSpot invoices to send invoices, track receivables, and collect payments from your buyers using HubSpot payments or Stripe payment processing. Using invoices, buyers have a similar checkout process to payment links and quotes.

This article explains how to set up invoices that bill your buyers. For help with your own HubSpot invoices, learn how to view, download, and pay for your HubSpot invoice.

Invoices can be created:

• From a contact, company, deal, or quote record, or from the invoices index page.
• From a published quote, to copy the quote's details to a new invoice.
• Automatically when creating subscriptions.
• Automatically when payments are made through payment links or quotes, or legacy quotes.
• If the Automatically create contracts from accepted quotes setting is turned on, and you're enrolled in the Connected CPQ, Billing, and Payments beta, created automatically. Buyers make payments at the invoice level. Net payment terms are set when creating quotes and ongoing billing is managed through contracts. Learn more about the setting.

Unlike payment links and quotes, invoices track due dates, balances, and can be marked as paid outside of your payment processor. They also contain invoice numbers, which may be needed by some buyers when requesting payment.

Buyer invoice checkout	Internal invoice record

Before you get started

Understand limitations and considerations

• If the Automatically create contracts from accepted quotes setting is turned on, and you're enrolled in the Connected CPQ, Billing, and Payments beta, a contract record is automatically created when a quote is accepted by the buyer and the contract is used to manage ongoing billing, invoice creation, and payment collection. Learn more about the setting.
• HubSpot users created before February 9, 2023 have View and Edit permissions for invoices by default. Users created after that date do not have invoice permissions by default.
• 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.

Configure general invoice settings

To get started, configure the following invoice settings:

1. 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. A core or hub seat is required to create or edit invoices. Learn more about seat types.
2. Add a logo and brand colors to your HubSpot brand kit: invoices will automatically use logo and colors set in your HubSpot brand default settings. Updating your logo and colors won't update existing finalized invoices, only currently drafted invoices and invoices created after updating.
3. 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.
4. 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 you haven't yet connected a domain, or would like to connect a separate subdomain for hosting invoices (e.g., billing.website.com), learn how to connect a domain to HubSpot.

Set up invoices

Configure invoice settings via the Set up tab.

Customize your invoice prefix and starting number

To make sure 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 can't be changed or reused.

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

To customize your invoice prefix and starting number:

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, in the Data Management section, click Objects.
3. On the Objects page, click the Select an object dropdown menu and select Invoices.
4. By default, invoices begin with the prefix INV. To change this, on the Setup tab, click Edit prefix. In the dialog box, enter a new prefix and click Save prefix. The prefix can be a maximum of 8 characters.
5. By default, the starting invoice number is 1001. To change this, click Update starting point for invoice numbers. In the dialog box, enter a new starting point number, and click Update starting point.

Allow editing of open invoices

Turn on the option edit open invoices. With the setting turned on, users with Super Admin permissions or Edit permissions for invoices can edit any fields on open invoices. 

This setting doesn't need to be turned on to allow users to edit draft invoices. Learn more about editing finalized invoices.

To turn on the setting:

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, in the Data Management section, click Objects.
3. On the Objects page, click the Select an object dropdown menu and select Invoices.
4. Under Invoice management, select the Allow edits on open invoices checkbox.
5. Click Save.

Allow editing of paid invoices

Turn on the option edit paid invoices. You can choose to allow users to make edits that don't change invoice totals or allow editing of financial edits that change invoice totals, taxes, or line items after payment. With the setting turned on, users with Super Admin permissions or Edit permissions for invoices can edit paid invoices.

This setting doesn't need to be turned on to allow users to edit draft invoices. Learn more about editing finalized invoices.

To turn on the setting:

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, in the Data Management section, click Objects.
3. On the Objects page, click the Select an object dropdown menu and select Invoices.
4. Under Invoice management, select an option:
   • Allow non-financial edits on paid invoices: with this setting on, users can 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): with this setting on, 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. Learn more about editing finalized invoices.
5. Click Save.

Allow invoice deletion

Allow the deletion of invoices that aren't associated with a credit memo, payment, or subscription. Draft invoices can be deleted when this setting is off. Invoice deletion is permanent and can't be undone.

To turn on the setting:

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, in the Data Management section, click Objects.
3. On the Objects page, click the Select an object dropdown menu and select Invoices.
4. Under Invoice management, select the Allow invoice deletion checkbox.
5. Click Save. 

Set the billing contact association

Automatically associate the company's billing contact when converting deals and quotes into invoices. To turn on the setting:

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, in the Data Management section, click Objects.
3. On the Objects page, click the Select an object dropdown menu and select Invoices.
4. Under Billing contact association, select the Use company's billing contact association for all invoices checkbox.
5. Click Save.

Set a default email address to send invoices from

Set a default email address for invoice emails. The default email address can be a team email address or a personal email address. If no default email is set, the invoice will be sent from the personal or team email address that the user chooses when sending the invoice.

To set a default email address:

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, in the Data Management section, click Objects.
3. On the Objects page, click the Select an object dropdown menu and select Invoices.

3. Under Email settings, click the Default from address dropdown menu and select the email address you would like to use as the default.
4. If you want to allow users to manually send invoices from their personal email address, or other team email addresses they have access to, select the Allow sending from other email addresses checkbox.
5. Click Save.

Automatically create invoices for payments

Choose whether to automatically generate invoices from one-time payments of payment links or legacy quotes. This setting is on by default.

To turn off automated invoices for payments on payment links and legacy quotes:

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, in the Data Management section, click Objects.
3. On the Objects page, click the Select an object dropdown menu and select Invoices.
4. At the top, click the Automation tab.
5. Clear the One-time payments checkbox to turn off automated invoice creation for payments on payment links and quotes, then click Save.
6. Clear the Automatic subscription payments checkbox to turn off automated invoice creation for payments made on subscriptions, then click Save. Invoices are still created for subscriptions for payments due.

Send reminders to customers to pay their open invoices

Configure invoice email reminders to notify buyers who have an open invoice. Reminders can be scheduled to send before, on, and after the due date and can have a maximum of ten contacts added to them (1 contact in the To field and 9 contacts in the CC field). Reminder emails are sent to invoice contacts as follows:

• To field: the first contact sorted alphabetically by last name, first name, email address.

• CC field: all remaining associated contacts with email addresses.

Please note: invoices must be created for reminders to be sent. For example, if a reminder is set to send 2 days before an invoice due date, the invoice must be in the Open status for the reminder to send. In this scenario, the reminder for invoices that are set to be created automatically on a future date (e.g., invoices created from subscriptions), won't be sent, as the invoice won't be created until the subscription date.

To turn on email reminders:

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, in the Data Management section, click Objects.
3. On the Objects page, click the Select an object dropdown menu and select Invoices.
4. At the top, click the Automation tab.
5. Under Templated automations, toggle the Send reminders to customers to pay their open invoices switch on. Emails will be sent from noreply@hubspot.com, unless a default from address has been set in invoice settings. 
6. By default, the Reminder schedule will have three reminders (on due date, seven days after due date, and fourteen days after due date). To edit the reminders:
   
   • Click the reminder dropdown menu and select a due date option.
   • If selecting days after due date or days before due date, enter the number of days next to the due date option.
7. Click + Add reminder to add another reminder.
8. Click delete delete to delete a reminder.
9. Click the Reminder send time dropdown menu and select the time that the reminder email will be sent.
10. Click Preview email to see what the email will look like when sent.
11. When you have set your automation options, click Save.

Next steps

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

• Customize invoice presets to build different invoice configurations to use when creating an invoice.
• Learn more about how the Connected CPQ, Billing, and Payments beta creates invoices automatically.
• Learn how to create invoices from scratch.
• Learn how to manage invoices, including sending, editing, tracking, and exporting.
• Learn how to create sequences (Sales Hub and Service Hub Professional and Enterprise only) and invoice-based workflows (Professional and Enterprise only) to automate invoice processes.
• Learn how to use the revenue analytics suite to measure invoice data and performance.