Set up the HubSpot invoices tool

Using HubSpot invoices you can send invoices directly from HubSpot, track receivables, and get paid using Stripe payment processing or HubSpot payments. Using invoices, your buyers can expect a similar checkout process to payment links and quotes. Yet, 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

Please note: once you have transacted using Stripe payment processing with your connected Stripe account, it is not currently possible to connect an alternative Stripe account, nor set up HubSpot Payments. Similarly, once you have transacted using HubSpot Payments, it is not currently possible to move from HubSpot Payments to Stripe payment processing. If you haven't transacted, and would like to switch, please contact Support.

Below, learn how to get set up to start collecting payments with HubSpot invoices. Before you begin, make sure the user who needs to update any of the following settings has super admin permissions.

Configure general invoice settings

To get started, configure the following invoice settings:

• 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.
  
  

  Please note: HubSpot users created before February 9, 2023 have invoice view and edit permissions by default. Users created after that date do not have invoice permissions by default.

• Add a logo to your HubSpot brand kit: invoices will automatically pull in the logo set in your HubSpot brand default settings.
  • Invoices will not use the brand kit's colors.
  • Updating your logo will not update existing finalized invoices, only currently drafted invoices and invoices created after updating.

• 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.
• 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.

Customize your invoice prefix and starting number

To ensure 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 cannot be changed or reused. 

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

To customize your invoice prefix and starting number:

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, navigate to Objects > Invoices.
• By default, invoices begin with the prefix INV. To change this, on the Setup tab click Edit prefix. Then, in the dialog box, enter a new prefix, and click Save prefix. A prefix can be a maximum of 8 characters.
• By default, the starting invoice number is 1001. To change this, click Updating starting point for invoice numbers. Then, in the dialog box, enter a new starting point number, and click Updating starting point.

Set up a default comment

To add a default message that will appear in the comments field of every invoice: 

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, navigate to Objects > Invoices.
• Click the Invoice template tab.
• Enter the default comment and click Save.

Please note: the default comment will appear for any new invoices created after confirming this setting and will not update existing invoices, even if they are currently in draft.

Add a tax ID

Optionally, you can add up to 3 tax ID's in the header of each invoice along with your company information. Adding a tax ID to your account will not update existing finalized or drafted invoices, only newly created invoices moving forward.

To add tax ID's:

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, navigate to Objects > Invoices.
• Click the Invoice template tab.
• Under Add tax ID to invoices, click Add tax ID.
• Click the Tax ID type dropdown menu, then select a type.
• In the Tax ID number field, enter your Tax ID.
• Repeat these steps if you need to add a second or third tax ID.
• Click Save.

Create invoices from subscription payments

By default, HubSpot will create invoices for payments on recurring subscriptions. When a customer makes a successful subscription payment, HubSpot will create a paid invoice. When a subscription payment fails, it will be created as an open invoice. 

To prevent HubSpot from creating invoices for subscription payments:

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, navigate to Objects > Invoices.
• On the Setup tab, under Subscriptions, click to clear the Create invoices for subscription payments checkbox.

Next steps

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

• Create, manage and send invoices.
• Create sequences (Sales Hub and Service Hub Professional and Enterprise only) and invoice-based workflows (Professional and Enterprise only) to automate invoice processes.
• Build custom reports with HubSpot's custom report builder (Professional and Enterprise only).