Use the line item editor for deals, quotes, invoices, credit memos, payment links, and subscriptions

Use the line item editor to configure details for product-based line items and custom line items, such as price, discount, and billing terms across deals, invoices, payment links, quotes, legacy quotes, and subscriptions. 

After a buyer makes a purchase, you can report on line items using the report builder, as well as use Line item workflow enrollment triggers for automation in deal, quote, invoice, payment, subscription, order, and cart-based workflows.

Please note: any user can view and edit line items but you must have Create custom line items permissions to create new custom line items when using the line item editor.

Line items for deals

Once a deal has been created, you can add or edit line items associated with the deal using the line item editor. 

In addition to adding line items based on existing products in your product library, you can associate line items to deals in bulk via an import or require that users add associated line items when creating new deals.

Please note: when importing line items, the associated deal amount will not be updated. If you want to update the deal amount based on a line item, manually associate the line item with the deal following the instructions outlined below.

Add, edit or delete a line item from a deal

1. In your HubSpot account, navigate to CRM > Deals.

2. Click the name of a deal.

3. To add a line item, in the right panel, in the Line items section, click Add to add line items to a deal without line items, or click Edit to edit existing line items. You'll then be brought to the line item editor.

Please note: the Line items card, and editor, will only display up to 200 associated line items, even if more line items are associated with the deal record.

4. Select one of the following:
   • Select from product library: add a line item based on a product in your product library, including line items created using the HubSpot-Shopify integration. After selecting this option, you can search by product name, product description, or SKU, or click Advanced filters to refine your search. Select the checkboxes in the right panel next to the products you want to base your line item on. Then, click Add.
   • Create custom line item: if you have Create custom line items permissions, this option will create a new custom line item that's unique to this individual deal. After selecting this option, use the right panel to enter your line item details. Click the More options tab to add the product type, URL, image and Shopify information, if applicable. Select the Save line item to the product library checkbox to save the custom line item to your product library. Then, click Save or Save and add another.
5. To edit, clone, or delete a line item, hover over the product, click Actions, then select an option:
   • Edit: edit the line item for this deal only. The product library won't be affected.
     • You can also edit individual line item's details in the columns of the line items editor, including the term, unit price, quantity, and discount amount. Enter a new value in the appropriate column. Learn how to add or remove columns.
   • Delete: delete the line item.
   • Clone: create a new line item with the same details.
   • To reorder the line items, click and drag a line item using the dragHandle drag handle.
6. Click the Billing frequency dropdown menu to set the billing frequency of the line item. The frequency can be set to one-time, weekly, every two weeks, monthly, quarterly, semi-annually, annually, every two years, three years, four years, or five years.
7. Different deal calculations for the deal amount will display above the line item editor. The Margin and Deal amount will display based on the default deal amount selected in your account settings. Learn how deal calculations are calculated.
8. By default, billing for recurring line items will start at time of checkout. To charge your buyer for an item at a later date instead, click the Billing start date dropdown menu, then select one of the following options:
   • Custom Date: a specific date in the future. After selecting this option, use the date picker to select the start date, then click Save.
   • Delayed start (days): delay the billing start date by a number of days after checkout. After selecting this option, enter a number into the Delayed billing start by days field in the right panel, then click Save.
   • Delayed start (months): delay the billing start date by a number of months after checkout. After selecting this option, enter a number into the Delayed billing start by months field in the right panel, then click Save.
9. When you're done making changes, click Save. In the dialog box, select whether you want to update the deal amount to reflect your new line items, or save the deal without updating its amount.
10. You can optionally create a quote, invoice, payment link, or subscription based on the line items you selected from this screen, by clicking Create in the upper right, and then selecting Quote, Invoice, Payment Link or Subscription. Once selected, follow the steps to build your quote, create your invoice, payment link or subscription. 

How deal calculations are calculated

When adding line items to a deal, calculations for TCV, ACV, ARR, and MRR (including margins) are displayed above the line item editor. The tables below explains how each is calculated:

MRR, ARR, TCV

Margin MRR, Margin ARR, Margin TCV

Up to six decimal places are supported when setting a line item's unit price in any currency. MRR, ARR, ACV and TCV is rounded based on currency's precision at checkout. For example, if a line item is $10.34 with a weekly billing frequency and no term, the calculation will be $10.34 * $4.33 = $44.7722. Currency rounding would then make the total $44.77.

Add discounts and taxes to a deal

Discounts and taxes can be added to individual line items.

Add discounts

To add a discount to an individual line item:

1. Enter a discount rate in the Unit discount column. If you can't see the Unit discount column, learn how to add columns.
2. Under Summary, the one-time line item discount amount will be shown under Subtotal. Click the arrow next to Line item discounts applied to see the total amount applied.
   
   

Learn more about discounts.

Add taxes

Before adding taxes to line items, add tax rates to your library.

Please note: while the ability to add a tax, fee, or discount lives in HubSpot, your legal and accounting teams are the best resource to give you compliance advice for your specific situation.

To add tax to a line item:

1. Click Select from product library or Create custom line item to add a line item.
2. If the columns Tax rate and Tax amount aren’t displayed in the line item table, click Edit columns.
3. Search or scroll through the properties and select the Tax rate and Tax amount checkboxes. You can re-order the columns by clicking the dragHandle drag handle next to the property you want to move in the right panel, and dragging it up or down to your preferred position.
   
   
4. Click Save.

5. Click the Tax rate dropdown menu and select the tax rate you want to use for the line item.
6. The Tax amount will update automatically.
7. Under Summary, the one-time line item tax amount will be shown under Subtotal. Click the arrow next to Line item taxes applied to see the total amount applied.
   
   
8. If adding a tax rate to a recurring line item, the tax amount will apply to the payment due now, and future payments, and will be displayed under Summary. Click the arrow next to Line item taxes applied to see the recurring line item tax.

You can use the Tax amount property in other tools such as segments, reporting, and workflows.

Review the summary of a deal

When setting up your line items, review the Summary section to understand how your buyer will be charged.

• The Subtotal will reflect only the items due at checkout. Any items that'll be charged at a later date will instead appear in the Future payments total. All items, regardless of payment due date will be totaled in the Total contract value.

• If line item discounts and taxes are applied, they'll be indicated below the Subtotal. Click the arrows next to each to see the amounts.

Please note: in reports, the currency of the line item's unit price will match the deal amount's currency. If you're using multiple currencies in your account, learn more about using multiple currencies with your line items.

Line items for quotes

While creating a quote, you can add line items of your products to the quote.

Learn how to add line items to quotes.

Line items for invoices

While creating an invoice, you can add line items of your products to the invoice.

Learn how to add line items to invoices.

Line items for credit memos (BETA)

While creating a credit memo, you can add line items, including discounts, taxes, and fees.

Learn how to add line items to credit memos.

Line items for payment links

While creating a payment link, you can add line items, including discounts, taxes, and fees.

Learn how to add line items to payment links.

Line items for subscriptions

When a buyer uses a payment link or quote to purchase a line item with a regular billing frequency (also known as a recurring line item), or you create a subscription manually, HubSpot creates a subscription record to automatically charge or invoice the buyer at the specified frequency. This means that you don't need to manually create multiple payment links, quotes, or invoices to charge a buyer for products or services that renew regularly. 

• Learn how to add line items to subscriptions.
• Learn how to add recurring line items to payment links.
• Learn how to add recurring line items to quotes.

Edit the columns of the line item editor

To edit the columns that appear in the line item editor for deals, payment links, quotes, and subscriptions:

1. Navigate to the line items editor on a deal, payment link, quote, or subscription.
2. In the upper right of the line item editor, click Edit columns. 
3. In the dialog box, search or browse through properties on the left.
4. Select the checkbox next to a property to add it to your selected columns.
5. To remove columns, click the X to the right of the property in the Selected columns section.
6. To reorder columns, click and drag a property using the dragHandle drag handle.
7. To restore the columns to their default state, click Restore default columns.
8. After making your changes, click Save.