Create and manage invoices

Create invoices in HubSpot to collect digital payments through the HubSpot payments tool, or to track payments made outside of HubSpot. To get started using invoices, check out the setup guide. You can also review HubSpot's default invoice properties.

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

Below, learn how to create invoices to send to your buyers and manage them after creation.

Create an invoice

Super admins and users with invoices object permissions can create an invoice directly from a contact, company, deal, or quote record, or from the invoices index page. You can also create an invoice from a published quote to copy the quote's details into a new invoice.

Please note: invoices can only be created if your account's default currency is set to USD.

To create an invoice from the index page:

• In your HubSpot account, navigate to Sales > Invoices.
• In the upper right, click Create invoice.

To create an invoice from a contact, company, or deal record:

• Navigate to your records:
  • Contacts: In your HubSpot account, navigate to Contacts > Contacts.
  • Companies: In your HubSpot account, navigate to Contacts > Companies.
  • Deals: In your HubSpot account, navigate to Sales > Deals.
• Click the name of the record that you want to create an invoice from.
• In the right sidebar, locate the Invoices section, then click Add.
  
  
• In the dropdown menu, select Create invoice. In addition to creating an invoice from a CRM record, you can also select one of the following in the dropdown menu:
  
  • Add existing invoice: associate an existing invoice with the record.

• • Convert deal to invoice (deals only): creates an invoice using the deal’s information, including associated line items.

To create an invoice from a published quote:

• In your HubSpot account, navigate to Sales > Quotes.
• Hover over the name of the quote, then click the Actions dropdown menu and select Convert quote to invoice. This will create a new invoice using the quote's information.

You'll then be taken to the invoice editor to configure invoice details.

Please note: by default when creating an invoice, it will use a standardized prefix of INV followed by a number that increases sequentially for each invoice created (for example, INV-1001 then INV-1002). You can update the prefix and starting number of invoices in your settings.

Set up invoice billing

In the Bill to section of the invoice editor, first set up the invoice's associated records, payment terms, and more.

• Each invoice must be associated with at least one contact. To associate the invoice with a contact:
  • Click Add contact.
  • In the right panel, search for an existing contact or create a new one.
  • Click Next and continue to set up any needed association labels.
  • Click Save. 
• Each invoice can be associated with one company. To associate the invoice with a company:
  • Click Add company.
  • In the right panel, search for an existing company or create a new one.
  • Click Next and continue to set up any needed association labels.
  • Click Save.
• To add a billing address to the invoice:
  • Click Edit under Billing address.
  • In the right panel, enter the address information.
  • Click Apply.
• By default, the invoice date will be set to the current day. To update this, click the Invoice date field, then use the date picker to select a new date.
• By default, the invoice payment will be due upon invoice receipt. To select different payment terms, click the Payment terms dropdown menu, then select a payment term. The Due date field will automatically update to match the selected term.
• To add a purchase order number to the invoice, enter the number into the PO number field.

Add line items

In the Line items section, add the items that your buyer will be purchasing.

• To add existing products from your product library (Professional or Enterprise only):
  
  • Click Select from product library.
  • In the right panel, select the checkboxes next to the products that your buyer will be purchasing. Then, click Add.

• To create a custom line item to the invoice: 
  • Click Create custom line item.
  • In the right panel, configure your line item details. The Name and Unit price fields are required. Then click Save.
  • After saving the line item, you can update its details in the line item editor, including increasing the quantity and setting a unit discount (either USD or percentage-based).
• After adding your line items, you can review the subtotal, including any discounts applied, in the Summary section.

Add comments

Optionally, if you want to add any notes for your buyer on the invoice, you can add them to the Comments section. You can use the text options at the bottom of the text field to further format your text, add a hyperlink, or insert a snippet.

Configure billing options

In the Billing section, set which payment options will be available to the buyer, along with whether you want to collect billing and shipping address information. These settings are inherited from your payment checkout settings.

• To set the allowed payment methods, select the checkboxes next to Credit or debit card and ACH (bank transfer). 
• To collect billing address information at checkout, select the Collect billing address for credit card purchases checkbox.
• To collect shipping address information at checkout, select the Collect shipping address checkbox. When the buyer enters their shipping information, they'll only be able to select from the countries you've set in your payment settings.

Advanced settings

In the Advanced settings section, you can customize the language and locale of the invoice, as well as the invoice URL. To access advanced settings, click Advanced settings.

• By default, the language used for titles and labels on the page is set to English. To update this to another language, click the Language dropdown menu then select a language.
• By default, the date and address format will use United States format. To update this to another format, click the Locale dropdown menu then select a locale.
• To set a custom invoice URL using any of your connected domains, click the Domain dropdown menu, then select a domain. You can also enter a custom slug at the end of the URL by entering a value into the Content slug field. A preview of the invoice URL is displayed below the URL fields.

Save and finalize

At any point during invoice creation, you can click Save in the upper left to save the invoice as a draft. You can come back to a drafted invoice at any time to edit or delete it. You can also click Preview in the upper right to see how the invoice will appear to the buyer.

If you're ready to finalize the invoice so that you can send it to the buyer:

• In the upper right, click Finalize. Once finalized, an invoice cannot be edited or deleted.

• In the dialog box, review the disclaimer, then click Finalize.

Send

After finalizing the invoice, a dialog box will appear with options for sending the invoice to your buyer through an email.

• First, set up your email address fields:
  • The To field will automatically be filled with the email address of the first contact that was associated with the invoice. To change this address, click the dropdown menu, then search for and select a contact. You can also enter a new email address and HubSpot will automatically create a contact record for them after sending.
  • The Cc field will automatically be filled with the addresses of any other contacts that were associated with the invoice on creation. To add more addresses to this field, click the dropdown menu, then search for and select the contacts, or enter custom email addresses.
  • The From field will automatically be filled with your connected email address, but you can select from any email address that's connected to the account.
    • 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.
• To instead manually compose a one-to-one email with a link to the invoice, click Write email manually.

The buyer will then receive an email containing the invoice details along with a link to view the invoice in their browser.

You can also send the invoice at a later time from the invoices index page, where you can also manage your existing invoices. Learn more about managing and sharing invoices below.

Manage invoices

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

• In your HubSpot account, navigate to Sales > Invoices.
• Click the name of the invoice.
• In the right panel, you can set the invoice owner using the Owner field, view its properties, and manage the invoice's associations.
  • For drafted invoices, you can access the following options by clicking the Actions dropdown menu in the upper right:
    • Edit: continue setting up the invoice.
    • Delete: delete the invoice draft.To view an invoice's details, click the invoice name, then view its details in the right panel.
    • Clone: create a new invoice with the same details.
      
      
  • For finalized invoices, you can access the following options by clicking the Actions dropdown menu in the upper right:
    • 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.
    • Mark paid: mark the invoice as paid and set the payment date. After marking an invoice as paid, you can no longer collect payment on the invoice or void it. This can't be undone. 
    • 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.
    • Clone: create a new invoice with the same details.
      
      
• To filter the index page by specific invoice properties:
  • 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 and click Apply filter.
  • To set up multiple filters, click AND or OR depending on how you want to group them. Learn more about setting up filters and saving views.
    
    
• To export your invoices, click Export in the top right of the table. Learn more about exporting records.
• To edit the columns that appear in the table, click Edit columns in the top right of the table.

Send invoices

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

To send the invoice in an email:

• In your HubSpot account, navigate to Sales > Invoices.
• Click the name of the invoice.
• In the right sidebar, click the Actions dropdown menu, then select Send.
• In the dialog box, configure your email address fields, then click Send invoice.

To manually send a one-to-one email with a link to the invoice:

• In your HubSpot account, navigate to Sales > Invoices.
• Click the name of the invoice.
• In the right sidebar, click the Actions dropdown menu, 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.

To share a direct link to an invoice:

• In your HubSpot account, navigate to Sales > Invoices.
• Click the name of the invoice.
• In the right sidebar, click the Actions dropdown menu, 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. 

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. You can also 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.

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.