Collect and create payments

Collect payments in HubSpot using online payment methods, or manually create payment records for payments processed outside of HubSpot. Use revenue tools such as invoices, payment links, quotes, legacy quotes, and subscriptions, to accept payments from buyers and track payment activity in one place.

Payments can be collected and recorded in the following ways:

• Online using HubSpot payments or Stripe as a payment processing option.

• By manually creating or recording payments on invoices.

• Synced using integrations such as QuickBooks Online. 

Collect online payments

To collect online payments, set up HubSpot payments or Stripe as a payment processing option. Learn more about the associated rates and fees when using payments.

Configure revenue tools to collect online payments

Collect online payments using revenue tools in HubSpot. Buyers complete payment through an online checkout:

• Invoices: configure the invoice to collect payments online. Buyers are prompted to pay and redirected to checkout.
• Payment links: create a payment link to collect payments online. Share the link with buyers for them to check out.
• Quotes: configure the quote or legacy quote to collect online payments. Buyers are prompted to pay and redirected to checkout.

• Subscriptions: configure the subscription to collect online payments. Buyers are prompted to pay on the subscription and redirected to checkout. Subscriptions are automatically created when recurring line items are added to payment links, quotes, or legacy quotes.

Please note: if the Automatically create contracts from accepted quotes setting is turned on, and you're enrolled in the Connected CPQ, Billing, and Payments beta, ongoing billing is managed through contracts. Learn more about the setting.

What happens after an online payment is processed

After an online payment is processed, the following notifications and processes take place for you and your buyers.

Notification you receive

Notifications buyers receive

• Buyers receive an email receipt in the language set in their Preferred language contact property.
• If the payment was made against an invoice, or the setting to create invoices is turned on for other payment tools, the receipt includes an invoice PDF attachment. Learn more about the buyer checkout experience.
  
  
  

• • If the Automatically create contracts from accepted quotes setting is turned on, you're enrolled in the Connected CPQ, Billing, and Payments beta, and the quote has a future effective date, a payment authorization email is sent when the buyer authorizes payment before the effective date. A separate email receipt is sent on the effective date.
    
    
    
    
    

Records and activities created

• Contact and company records: payment records are associated with matching contact and company records.
  • If no matching contact exists, a new contact record is created using the buyer’s email address provided at checkout.
  • If your HubSpot account includes marketing contacts, new contacts are automatically set as marketing contacts. You can create a workflow to set existing contacts as marketing contacts, or set contacts as non-marketing to automate this process.
• Deal record: the first payment of a quote or legacy quote is automatically associated with the quote's associated deal.
  • If the quote has recurring line items, future payments are associated with the subscription, which is associated with the deal.
  • If the setting to create deals for payment links is turned on, a deal record is created.
  • Standalone invoices aren't associated with deals.
• Quote record: if the payment is made through a quote, the payment is associated with the quote or legacy quote record.
• Contract record: if the Automatically create contracts from accepted quotes setting is turned on, the payment is associated with the contract created from the quote.
• Subscription record:
  • If the Automatically create contracts from accepted quotes setting is turned off, a subscription record is created to bill recurring line items of invoices, payment links, 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, the contract record is used to manage recurring billing instead of the subscription. A subscription record is still created for reporting purposes. To use subscriptions for recurring billing, turn the setting off. Learn more about the setting.
• Invoice record: if the setting to create invoices is turned on, an invoice record is created. This setting applies to payment links and legacy quotes. For quotes and subscriptions, invoices are created automatically. Configure invoice creation for quotes when building a quote.

• For multiple recurring line items purchased in the same transaction:
  • Items with the same payment frequency and term are grouped into a single subscription record. Items with different frequencies or terms create separate subscription records. The associated subscription properties are updated in HubSpot each billing cycle. Learn more about managing subscriptions.
  • The buyer will be charged and notified on each billing cycle, according to the payment link line item billing settings, quote billing configuration, or legacy quote line item billing settings.
  • You can turn on reminder emails to notify buyers 14 days before their next subscription payment.
  • An invoice is created for each recurring payment.
• Payment activity, such as submitted or refunded payments, appears on associated contact, deal, and company records. Learn more about associating payments to other records.

Manually create payments

Use manual payments to track payments that weren’t processed through HubSpot’s online payments tools.

You can create individual payment records from the payments index page or import multiple payments at once. Once added, you can associate them to other records.

Manually create a payment record

Manually create a payment record from the payments index page to record payments received outside of online payments.

1. In your HubSpot account, click More, then navigate to Revenue > Payments. If More doesn't appear in your account, navigate to Revenue > Payments directly.
2. In the upper right, click Add payments, then select Collect a payment.
3. Click Or create a manual payment.
   
   
   
4. In the right panel, enter the payment details. You can add associations when creating the payment, or associate it with other records later.
5. Click Create payment.
6. You can then manage the payment like other payment record in HubSpot.

Import payments

Import payment records in bulk to HubSpot using the import tool.

1. In your HubSpot account, click More, then navigate to Revenue > Payments. If More doesn't appear in your account, navigate to Revenue > Payments directly.
2. In the upper right, click Add payments, then select Collect a payment.
3. Click Import.
4. Learn how to import files.

Create a payment record using workflows

Use the Create payment workflow action to create a payment record based on workflow enrollment criteria. To set up the workflow:

1. Create a workflow.
2. Configure your enrollment triggers.
3. When adding actions, select the Create payment action.
4. Turn on and publish the workflow. 

The workflow will create a payment record whenever the enrollment criteria is met.

Next steps

• Learn more about collecting payments.
• Manage payments: issue refunds, send receipts, customize refund and receipt emails, get the bank debit transaction authorization, retry a failed subscription payment, request a new payment method, export payments, download payment reports, and more. 
• Manage and respond to payment disputes.
• Use payments data in other HubSpot tools.