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How to Create an Invoice in HubSpot

In HubSpot, creating and managing invoices is made easy with built-in tools that allow you to create one-time or subscription-based invoices. Follow this step-by-step guide to create and manage invoices in HubSpot.

Access the Invoices Tool

  • In your HubSpot account, go to Commerce in the top menu and select Invoices.
  • On the Invoices page, click the Create invoice button in the upper right corner.

Select the Type of Invoice

When creating an invoice, you can choose between two types:

  • One-time invoice: For single transactions.
  • Subscription invoice: For recurring billing.

Select the appropriate invoice type for your needs.

Add Invoice Details

You’ll need to fill in the following details for your invoice:

  • Invoice Number: This can be auto-generated or you can manually enter a number.
  • Invoice Date: The date the invoice is issued.
  • Due Date: Specify when the payment is due.
  • Billing Contact: Select the contact who is being billed.
  • Line Items: Add the products or services that you are invoicing for.
  • Payment Terms: Define payment conditions (e.g., Net 30, due upon receipt).
  • Payment Method: Choose between HubSpot Payments or Stripe as the payment method.

Customize the Invoice (Optional)

HubSpot allows customization of your invoice to align with your brand. You can:

  • Add custom fields (e.g., text, checkboxes, or dropdowns).
  • Modify the default invoice template.

To add custom fields:

  • Go to Settings > Objects > Invoices > Templates.
  • Click Set Default Custom Fields.
  • Click Edit default custom fields and then Add custom field.
  • Choose the field type you want to add and save.

Finalize and Send the Invoice

After reviewing all the details:

  • Click Finalize to complete the invoice.
  • You can either:
    • Send via email directly from HubSpot.
    • Download as PDF to manually distribute the invoice.

Managing Invoices

You can manage and track all your invoices from the Invoices page in HubSpot.

  • Navigate to Commerce > Invoices.
  • Click on a specific invoice to view or edit it.
  • Use the Actions dropdown to:
    • Edit invoice details.
    • Download the invoice as a PDF.
    • Clone or delete invoices.
    • Charge the customer’s payment method.
    • Void the invoice if needed.

Automating Invoice Creation (Optional)

HubSpot allows you to automate the creation of invoices, either for one-time payments or subscriptions:

  • Go to Settings > Objects > Invoices > Automation.
  • Toggle on automation for one-time payments and subscriptions.

This will allow HubSpot to automatically generate invoices for payments and recurring subscriptions.