Read this before you install. Installing takes about 10 minutes when the people and products below are ready.
Connections
- A HubSpot account with your deals, contacts and line items. ScaleXP Invoicing reads them and adds invoicing properties to your deals.
- A Xero or QuickBooks Online organization to invoice from.
- One ScaleXP Invoicing account for them. You create it at app.scalexp-invoicing.com/register with a 21-day trial. Each HubSpot account and accounting organization can only be connected to one ScaleXP Invoicing account, so if you or a teammate has had a trial before, contact [email protected] instead of starting a new one.
- If you invoice from more than one Xero or QuickBooks organization, ask the ScaleXP team to turn on multiple connections first. A standard trial includes one. See How to link multiple Xero or QuickBooks accounts to HubSpot.
Access you need
- A HubSpot user who is a Super Admin or has the App Marketplace Access permission, to install the app. See What level of access do I need to import HubSpot data?
- A Xero or QuickBooks Online user who can connect apps. If you invoice from several organizations, that user needs permission to connect apps to each one. See What level of Xero access do I need to import data? and What level of QuickBooks do I need to import data?
- If you do not have these permissions, invite a colleague who does at each step.
- Your team does not need ScaleXP Invoicing users. Anyone who can see the Create Invoices card on a deal can create invoices, and only admins need the ScaleXP Invoicing dashboard. See ScaleXP Invoicing: Users and permissions and ScaleXP Invoicing: How to add users and give access to the dashboard.
Set up your products first
- Products in your accounting system, with a code you can match to HubSpot. In Xero this is the item Code, and in QuickBooks Online it is the SKU. Set the product to be sold, so it appears in ScaleXP Invoicing.
- A sales account and tax rate on each product, so they fill in on every invoice line.
- The same code as the SKU on each product in HubSpot, under Commerce > Products. Add line items to your deals from that product library.
- You need at least one product in your accounting system to match line items to products. See Step 3: Map HubSpot products to Xero or QuickBooks.
Decide before you start
- How much control finance keeps. Default lets HubSpot users create, approve and send invoices without logging in to Xero or QuickBooks. Strict sends invoices to your finance team to check and send.
- Whether to match line items to products (recommended) or type them in.
- How customers are matched: Individuals by email address, or Companies by company name.
- Any payment schedules you want, as percentages with start dates. See Step 2: Configure ScaleXP Invoicing.
Next step
- Read Start here: Automate invoicing from HubSpot, then begin with Step 1: Install ScaleXP Invoicing in HubSpot.