Create invoices

Create invoices in HubSpot to collect digital payments through Stripe payment processing or HubSpot payments, or to track payments made outside of HubSpot.

• Directly from a contact, company, deal, or quote record, or from the invoices index page.
• From a published quote, to copy the quote's details into a new invoice.
• Automatically using subscriptions.
• Automatically when payments are made through payment links or quotes.

Before you get started

Before creating invoices, set up the HubSpot invoices tool to configure invoices for your account, including how to customize prefixes, add tax information, and set up invoices for subscriptions. You can also review HubSpot's default invoice properties.

Understand requirements

Understand limitations and considerations

1. You can create and finalize invoices without setting up a payment processor, and proceed to manually collect payments.
2. If you want to accept online payments, you'll need to set up either HubSpot payments (Starter, Professional, or Enterprise only) or Stripe payment processing.
3. The currency of an invoice can be set as any HubSpot supported currency. Learn how to set up currencies for your account.
   • If using HubSpot payments, you can create invoices in any currency, but can only accept online payments in USD. For other currencies, you can record manual payments against the invoice.
   • If using Stripe as your payment processor, you can create invoices in any currency, but can only accept online payments in the supported currencies. For other currencies, you can record manual payments against the invoice.

Create invoices from the index page and from records

Below, learn how to create invoices from the invoices index page, directly from contact, company, or deal records, or from a published quote. Alternatively, learn more about automated invoice creation.

Create an invoice from the index page

1. In your HubSpot account, navigate to Commerce > Invoices.
2. In the upper right, click Create invoice.

Create an invoice from a contact, company, or deal record

1. Navigate to your records:
   • Contacts: In your HubSpot account, navigate to CRM > Contacts.
   • Companies: In your HubSpot account, navigate to CRM > Companies.
   • Deals: In your HubSpot account, navigate to CRM > Deals.
2. Click the name of the record.
   • Contacts and companies: in the right sidebar, in the Invoices section, click Add, then select Create invoice. 

3. • Deals: in the right sidebar, in the Invoices section, click Add, then select one of the following:
     
     • Convert deal to invoice: create an invoice using the deal’s information, including associated line items. If the deal has recurring line items, the option displayed is Convert deal to subscription. Learn more about subscriptions.
     • Create blank invoice: create a new invoice from scratch.
     • Add existing invoice: select an existing invoice to associate with the deal.

4. • • You can also create an invoice from the line item editor of a deal.

Create an invoice from a published quote

1. In your HubSpot account, navigate to Commerce > Quotes.
2. Hover over a quote and click the Preview button.
3. In the right panel, in the upper right, click the Actions dropdown menu.
4. Click Convert to invoice. Convert to a subscription will display instead of Convert to invoice for quotes with recurring line items.

The contact linked to the invoice will be the one most recently associated with the company.

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.

Configure your invoice

After you create your invoice, configure and customize the invoice for your buyer. You can customize the invoice using a preset, or by customizing the contact and company, invoice dates, terms and due dates, line items, payment methods, additional comments, and more.

Select your preset

If you have set up alternative presets to the default invoice preset, you can select which preset the invoice should use:

1. Click the preset name in the upper right.
2. Click the Preset dropdown menu and select your preset.
3. Click Apply.

Set up invoice billing

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

To associate the invoice with a contact:

1. Click Add contact.
2. In the right panel, search for and click a contact to add it to the invoice. Or, click the Create new tab to create a new contact record to use on the invoice. Enter the contact information and click Create.
   
3. To edit the contact's details, hover over the contact and click the edit edit icon. Update the contact information in the right panel and click Save. Editing the contact will update the contact record in the CRM.
   
4. To replace the contact, click the replace replace icon. Select the new contact in the right panel.
   

During creation, each invoice can be associated with one contact. Once created, you can add additional contacts using the associations in the right sidebar.

1. Click Add company.
2. In the right panel, search for and click a company to add it to the invoice. Or, click the Create new tab to create a new company record to use on the invoice. Enter the company information and click Create.
3. To edit the company's details, hover over the company and click the edit edit icon. Update the company information in the right panel and click Save. Editing the company will update the contact record in the CRM.
4. To replace the company, click the replace replace icon. Select the new company in the right panel.
   
5. To delete the company from the invoice, click the delete delete icon.
   

During creation, each invoice can be associated with one company. Once created, you can add additional companies using the associations in the right sidebar.

Please note: if the billing contact association setting is turned on, and you have chosen a company with an associated billing contact, the billing contact will automatically be added to the invoice.

1. If you've selected a company, select the Same as company address checkbox to use the same address as the company record.
2. To add a different address to the company record address, click Edit under Billing address.
3. In the right panel, enter the address information.
4. Click Apply.

1. If you've selected a company, select the Same as company address checkbox to use the same address as the company record.
2. To add a different address to the company record address, click add Add shipping address.
3. In the right panel, enter the address information.
4. Click Save.
5. To edit the shipping address, click Edit.
6. To delete the shipping address, click Delete.
7. By default, the invoice date will be set to the current day. To update it:
   • Click the Invoice date field.
   • Use the date picker to select a new date.
8. The invoice payment terms will be set based on the default net payment terms in settings. To select different payment terms: 
   • In the upper right, click the Payment terms dropdown menu and select a payment term.
   • The Due date field will automatically update to match the selected term. If the setting to send out automated reminder emails has been turned on, the emails will be sent based on this date.
9. Any custom properties that have been configured in invoice settings will show in the upper right, under Due date . If the setting to allow users to override these fields has been turned on, you can make changes to them during invoice creation.

Add line items

In the Line items section, add the items that your buyer will be purchasing. Learn how to use line items with invoices.

Add taxes

You can add taxes in different ways, depending on your requirements:

1. Automate tax calculations (BETA): automatically calculate taxes based on the address of the invoice.
2. Add taxes to individual line items: add line item based taxes from your tax library.
3. Add a one-time tax to the invoice: add a one-time tax to the whole invoice.

You can also include tax ID's in your invoice.

Add comments

If you want to add any notes for your buyer on the invoice, you can add them to the Comments field. For example, you could add payment terms, legal information, or any other important information in the comments. If accepting online payments, you can also add policies that'll appear on the checkout page.

Use the text options at the bottom of the text field to format your text, add a hyperlink, or insert a snippet (you can use snippets to create pieces of text. For example, if you regularly use the same terms on an invoice, you could create it as a snippet to use each time).

You can add a default comment that'll appear on every invoice in the invoice settings.

Configure payment collection

In the Payment collection section, choose if you want to charge a stored payment method, accept online payments, set which payment options will be available to the buyer and choose whether to collect billing and shipping address information. Online payment settings are inherited from your payment checkout settings.

1. To charge a stored payment method, select Charge invoice using a stored payment method. This will automatically charge the buyer using their stored payment method.
2. To send an invoice to request payment from the buyer, select Send invoice to request payment from the customer. 
   • To accept online payments for the invoice, toggle the Accept online payments switch on. If the Accept online payments switch is toggled off, the below options won't be available.
   • Select the checkboxes next to the forms of payment you would like to accept (e.g., Credit or debit card or bank debit payments, such as ACH).
   • 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.
   • Select the Collect your customer's payment details at checkout for future charges checkbox to store the payment method used for future charges.
   • To allow customers to enter a custom amount at the time of payment, select the Allow your customer to pay an amount less than the balance due checkbox. If you want to record a manual or existing payment as a partial payment, you can do this from the invoices index page. Custom payment amounts must be less than the total balance due.

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.

1. 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. Titles, labels, and the invoice currency and sales tax notice will be displayed in the selected language. You can turn off the invoice currency and sales tax notice in invoice settings.
2. 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.
3. 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 Content slug field. A preview of the invoice URL is displayed below the URL fields.

4. If you have Tax ID's set up in your account and want to include them within the invoice, select the corresponding Tax ID checkboxes.

Save and create

1. 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.
2. You can click Preview in the upper right to see how the invoice will appear to the buyer. The invoice will automatically use the logo and colors set in your branding settings.
3. If you're ready to finalize the invoice so that you can send it to the buyer, in the upper right, click Create. 

Send the invoice

After creating the invoice, a dialog box will appear with options for sending the invoice to your buyer through email or via a link or PDF. You can close the prompt by clicking the X, and send it later. Reminder emails are managed through your invoice settings.

Send the invoice via email

1. 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 after sending.
2. To add an email address to the Cc field, click Add Cc recipients. Click the dropdown menu, select the contacts, or enter email addresses. You can add up to nine email addresses in the CC field.
3. 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.
4. Click Generate to generate the email message automatically using Breeze, HubSpot's AI.
5. As you update the fields, a live preview will display in the right panel. 
6. To send the email, click Send invoice email to send the email as displayed. 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.
7. To instead manually compose a one-to-one email with a link to the invoice, click Create custom email in your CRM.

Send the invoice via a link or PDF

To copy a link to send the invoice, or download a PDF version of the invoice:

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.

1. Click the Copy link, download PDF tab. A preview of the invoice will display in the right side of the window.
2. Click Copy link to copy a link to the invoice.
3. Click Download PDF to download a PDF version of the invoice.
4. Click the X in the upper right, or Close in the bottom left when you are done.

Automated invoice creation

Automatically create and send recurring invoices, using subscriptions

You can send invoices to customers on their subscription billing date.

View invoices created automatically from payments through payment links, quotes or subscriptions

When an invoice is automatically created from a payment on a payment link or quote, the invoice will be associated to the payment.

You can view the invoices from the invoices index page, or, you can view the associated invoice from the payment record itself. The invoice isn't sent to the buyer automatically. If you'd like to send the invoice, follow these steps.

Next steps

Learn how to manage created invoices.