Set up the payments tool

With the payments tool, you can collect one-time and recurring payments from customers in your CRM using quotes or payment links. Payment links can be shared directly with your customers via email or chat, or added directly to your website pages.

You can manage your customer's buying experience by providing quick refunds, payment notifications, and receipts. After collecting payments, manage subscriptions created for recurring payments, review your transaction history, download payment and payout reports, trigger workflows, and create custom reports without leaving HubSpot.

Payments tool setup requirements

Please note the following before setting up the payments tool:

• To set up the payments tool, you must be a super admin.
• Currently, payments is only available to businesses or organizations located in the US that have a US bank account and are using a paid version of HubSpot.
• HubSpot payments is powered by Stripe. You cannot use an existing Stripe account with the payments tool, and a HubSpot account can only be integrated with one Stripe account.
• Payments is designed for customers selling non-physical goods (ex: software, services, events, courses, content, donations, etc.) and is less suitable for those shipping physical goods, as HubSpot does not calculate taxes or shipping fees at this time.
• The payments tool is not supported in sandbox accounts, and should only be set up in standard production accounts. Trying to set up payments in a sandbox account will result in your payments application being rejected. In addition, payment links created in sandbox accounts will appear in the production account instead and cannot be used for collecting payments.

Set up payments

To activate the payments tool in your account, you will need to complete an application process in HubSpot and verify your identity with HubSpot's payment partner, Stripe. HubSpot's risk assessment and underwriting team will review your application within two to three business days. Once your application is approved, you can start collecting payments from your customers.

Before starting the application, make sure you have your company's tax identification information, ownership information, and US bank account information ready.

• In your HubSpot account, navigate to Sales > Payments.
• Click Set up payments.
• In the Before you start, is your company located in the United States? section, select Yes. If your company is not located in the US, let HubSpot know where you want to use payments.
• Review the Terms & Conditions and select the checkboxes to confirm you meet the other eligibility requirements.
• Click Next.

• Click Start.
• Enter the owner's first name, last name, email address, and phone number.
• In the How long has your company been in business? section, select a time range.
• Enter information about the products and services you plan to sell using the payments tool so HubSpot can best support you.

• Click Next.
• In the Average transaction amount section, select the average amount you expect a customer to pay per transaction.
• In the Monthly transaction volume section, select the estimated range of cumulative payments you expect to collect during one month via the payments tool.
• In the After your customers pay, how long will it usually take for them to receive their goods or services? section, select a time range option. For subscriptions, use the time from the initial payment to the first delivery.

• Click Next.
• Enter an email address and phone number for your support team.
• In the Bank statement description field, enter the name that will appear next to the charge on a customer's bank statement. Make sure to use a name that they'll recognize to prevent chargebacks.
• Click Submit.

Add and edit bank account information

After your account has been verified and activated, enter the details of the US bank account where your daily cumulative payments, or payouts, will be deposited. You can add one bank account per HubSpot account. You can also review your current payment processing rates and fees. Only users with super admin permissions can make changes to the bank account information. HubSpot will send an email confirmation to each super admin in the account whenever the bank account information is updated.

If you need to update the name of your company or the authorized representative for your account, contact paymentsunderwriting@hubspot.com. To make other changes to your payments account settings, or to close your payments account, contact HubSpot Support.

To add a bank account, or update the existing one:

• In your HubSpot account, click the settings settings icon in the main navigation bar.
• In the left sidebar menu, navigate to Payments.
• On the Payouts tab, click Add or Edit next to the bank account information section.

• In the right panel, enter the following information:
  • Account holder name: the owner of the bank account, which can be a person or a company.
  • Routing number: the number that identifies the bank or financial institution in a monetary transaction.
  • Account number: the number used to identify the account at a bank or brokerage
  • Confirm account number: when first entering new bank account information, confirm the number that you entered in the previous field to make sure it is accurate.
• Click Save.

Once your account has been activated and your bank information has been updated, you can start to create and share payments links, or integrate payments with your quotes.

Set the default payment method and shipping information

When creating new payment links and quotes, the payment method defaults that you select in your payment settings will automatically apply. These preferences are also used when a customer updates their payment information for subscriptions. Changing the default payment method will not impact any existing payment links or quotes, and you can override these settings on an individual payment link or quote.

• In your HubSpot account, click the settings settings icon in the main navigation bar.
• In the left sidebar menu, navigate to Payments.
• Click the Checkout tab.
• In the Billing information section, select the checkboxes next to your preferred form of payment.
• To require a billing address for credit card purchases, select the Collect billing addresses for credit card purchases checkbox. 

Set up policies

You can configure the buyer checkout page to include a link to your company's terms of service agreement, as well as require the buyer to acknowledge the terms of service before purchasing.

To configure your policies:

• In your HubSpot account, click the settings settings icon in the main navigation bar.
• In the left sidebar menu, navigate to Payments.
• Click the Checkout tab.
• In the Policies section, click to toggle the Terms of service switch on. Once turned on, you'll then be able to configure the terms of service URL and checkbox acknowledgement options.

• In the Link to hosted terms of service field, enter the terms of service URL. Buyers who click the terms of service hyperlink on the checkout page will be taken to this URL.
• In the Cancellation policy field, enter your company's cancellation policy, up to 3,000 characters.
• In the Refund policy field, enter your company refund policy, up to 3,000 characters.
• To require the buyer to select an acknowledgement checkbox before they can purchase, click to select the Checkbox acknowledgement checkbox. When this setting is not enabled, the checkout page will instead display a generic terms of service agreement statement below the checkout button. 

• Click Save.

Manage payment notifications

Set up the notifications that you and your customer receive.

Your notifications

By default, you will receive an email notification when you receive a payment or a payout is sent to the bank account listed. Transactions will be automatically deposited to your bank account within two business days for card payments and within three business days for ACH payments. The deposit will appear on your bank statement as HUBSPOT PAYMENTS.

Please note: only users with super admin permissions will receive payment notifications.

If you do not want to receive payment or payout email notifications from HubSpot, turn off these notifications in your settings.

• In your HubSpot account, click the settings settings icon in the main navigation bar.
• In the left sidebar menu, navigate to Notifications.
• Click to expand the Payments notification settings, then clear the Payment received or Payout created checkbox.

• Click Save.

Customer notifications

To manage the notifications that customers receive:

• In your HubSpot account, click the settings settings icon in the main navigation bar.
• In the left sidebar, navigate to Payments.
• Click the Notifications tab.
• In the Customer emails section, configure the emails customers will receive:
  • Payment failed: to email customers a link to update their payment method when their payment fails, click to toggle the switch on.
  • Upcoming payment reminder: to email customers a reminder 14 days before an upcoming recurring payment, click to toggle the switch on.
    
    
• In the Public business section, you can also update your support phone number and email. To make changes to the statement descriptor that appears on customers' bank statements, contact paymentsrisk@hubspot.com.