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Set up the HubSpot invoices tool (BETA)

Last updated: May 25, 2023

Available with any of the following subscriptions, except where noted:

All products and plans

HubSpot invoices enable your team to send invoices directly from HubSpot, track your receivables, and get paid using HubSpot payments. Using invoices, your buyers can also expect a similar checkout process to payment links and quotes. However, unlike payment links and quotes, invoices track due dates, balances, and can be marked as paid outside of HubSpot payments. They also contain invoice numbers, which may be required by some buyers when requesting payment.

full-invoice invoice-sidebar
Buyer invoice checkout Internal invoice record

Please note: at this time, invoices are only available to HubSpot payments merchants. However, invoices can be marked as paid manually when receiving payment outside of HubSpot payments, such as through check or wire transfer. Learn how to get started setting up the payments tool.

Below, learn how to get set up to start collecting payments with HubSpot invoices.

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

HubSpot invoices will automatically pull in your logo set in your HubSpot brand default settings.


To view your current logo or assign a new one:

  • In your HubSpot account, click the settings settings icon in the main navigation bar.
  • In the left sidebar menu, navigate to Account Defaults.
  • Click the Branding tab. 
  • Click the brand kit you want to edit. 

Please note:

  • Invoices will not reflect brand colors set in your brand default settings.
  • Updating your logo will not update existing finalized invoices, only currently drafted and finalized invoices moving forward.


Set your default payment options

Optionally, you can set which payment methods your invoices will accept by default in your payments settings. Accepted forms of payment include credit or debit card and ACH (bank transfer). You can also customize this on each invoice during creation.

To update your default payment settings:

  • 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.


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 prior to making any changes to ensure it will work with any current systems.

To customize your invoice prefix and starting number:

  • In your HubSpot account, click the settings settings icon in the main navigation bar.
  • In the left sidebar menu, navigate to Objects Invoices.


Connect your domain to HubSpot

By default, HubSpot invoices are hosted on the primary domain connected to your HubSpot account. When creating an invoice, you can also select from any of your connected domains. If haven't yet connected a domain, or would like to connect a separate subdomain for hosting invoices (such as, learn how to connect a domain to HubSpot.

Create and send your first invoice

Depending on your preferred workflow, you can create invoices in a few ways:

  • From the invoices index page by navigating to SalesInvoices.
  • From a contact, company, or deal record.
  • By converting a published quote, copying the quote details to the invoice.

Creating an invoice from a deal or quote will automatically pull in the associated contacts, company, and line items. You can also manually add or remove the associated contacts and company, along with line items, discounts, taxes, and fees during invoice creation. After setting up the invoice's payment terms, and any optional comments for the buyer, you can then preview the invoice and finalize it. Once finalized, the invoice is assigned an invoice number and cannot be edited further. 

After creating an invoice, you can then manually send it to buyers.

Review and manage invoices

To review and manage your invoices, you can navigate to the invoices index page. On this page, HubSpot provides a set of saved views to organize your invoices. These saved views will help you understand:

  • which invoices are overdue.
  • how many overdue invoices you have, and how overdue they are.
  • which invoices are coming due this month.
  • which invoices have been paid.

Using these saved views to identify invoices that need attention, you can then use HubSpot tasks to stay organized, or automate buyer outreach with HubSpot sequences or invoice-based workflows. You can also further customize the invoice index page by using filters to create your own saved views. Learn more about HubSpot's default invoice properties.

To dive deeper into invoice analysis, learn how to build custom reports with HubSpot's custom report builder

Send invoices to your accounting system

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.

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