Use HubSpot's commerce tools to manage the payment process from quote to collection within HubSpot. Learn how you can use the tools for your business.
Solo operator: collect one-time payments
Business scenario: you sell individual services or small projects (for example, a freelance designer or consultant) and want a quick way to take online payments without managing separate billing tools or complex subscriptions.
- Payment links: create reusable payment links for your typical offers (for example, One-hour consulting session or Website review). Share them via email, on your website, or in meeting follow-ups.
- Invoices: when a customer needs a formal document for their accounting or to match a purchase order. Share it directly from HubSpot.
- Records: payments and invoices sync back to the CRM, allowing you to view payment status for all customers in a single place.
- Reports: use payments and invoice reports to check which customers have paid this week or month, and follow up with anyone who's overdue.
This setup keeps the billing process lightweight, while still giving you a clear record of revenue and customer history in HubSpot.
Small services team: manage retainers and ongoing work
Business scenario: you run a small agency or services team with ongoing retainers (for example, monthly marketing services or IT support). You need predictable, recurring billing that offers customers different payment options.
- Quotes: create a quote for a lead that lists the services and billing frequency (for example, monthly).
- Invoices and subscriptions: when the lead signs and pays the first invoice from the quote, HubSpot creates a subscription that'll bill them every month, either by:
- Records: Monitor active, canceled, or overdue subscriptions and payments in HubSpot.
- Reports: use commerce analytics reports to track monthly recurring revenue (MRR), upcoming renewals, and churned subscriptions to follow up early and avoid downgrades or cancellations.
This setup reduces manual billing work for your team and make revenue more predictable, while meeting customer payment preferences.
Larger organization: standardize quote-to-cash across a sales team
Business scenario: you have a growing sales team selling multi-line deals or packages (for example, software plus services). You want a consistent quote-to-payment process with approvals, clear terms, and reliable reporting across invoices, payments, and subscriptions.
- Quotes: sales reps create quotes from deals using pre-built templates that include your company's standard terms, branding, and line items from the product library.
- Invoices, payments, and subscriptions: for simple, one-time deals, the quote collects a single payment and automatically creates an invoice and payment record in HubSpot. For multi-phase or recurring deals, quotes generate one-time invoices (e.g., for implementation) and subscriptions (e.g., for ongoing licenses or retainers).
- Quote approvals: if a quote includes a large discount or an unusual term, it triggers quote approvals before sending, ensuring required review by finance teams or sales leadership.
- Commerce tools: connect quotes to payments, invoices, and subscriptions, to enable the quote-to-payment process in HubSpot.
- Reports: combine payments, invoice, quote, and subscription reports to understand how your sales pipeline converts into actual revenue.
- Commerce analytics: tevenue operations and finance teams can use commerce analytics to compare metrics, such as quotes sent vs accepted, billed vs collected revenue, and new vs churned subscriptions over time.
This gives you a single, consistent process from quote creation to payment collection. This also provides clearer insights into how closed-won deals generate real revenue.
Payments
Seats required for certain features
