One of the most powerful features of ScaleXP Invoicing is the data that gets sent back to HubSpot about your invoices from your accounting system. This article explains where to find that data on your deals, what the invoicing properties cover, and how to control where they display.
Note: Looking to import historic invoices into HubSpot instead? See ScaleXP Invoicing: importing invoices to HubSpot deals.
Where to find invoice data
When you sync an invoice created using ScaleXP Invoicing, the data is saved to deal properties on your HubSpot deal record and automatically updated from your accounting system.
To make these deal properties visible in your deal card:
- On the left-hand side of your deal record you will see a section named About this deal. At the bottom is a button named View all properties — if you can't see it, scroll within the box to find it.
- Click the button to see the full list of properties that exist on that deal.
- When you install ScaleXP Invoicing, we add a new section named ScaleXP Invoicing — expand it to see a list of the properties ScaleXP Invoicing has filled out for your deal.
- Click Add to your view to pin properties to the About this deal box. This is visible only to you, so see the section below to customize how properties display for everyone.
About invoicing properties
There are over 20 deal properties that ScaleXP Invoicing syncs to your deals, and we are adding new ones all the time. A couple of the most popular are:
- Invoice Status — changes from blank to "Invoices Synced" to "First Invoice Paid" to "All invoices paid", so you can use it to track whether invoices have been created by your team yet, or whether payment has gone through.
- Overdue Invoices — shows whether any of the invoices on the deal are overdue, so you can keep track of late-paying clients.
Others include:
- Recurring revenue: MRR and ARR
- Number of invoices, and number paid
- Next invoice date
- Total of invoices to date
Full list of invoicing properties
| Deal property | HubSpot internal name | Description |
| Invoice Status | is_invoice_status | The current status of invoices linked to this deal |
| Invoice Total ex. tax | is_invoice_total | Total value, excluding tax, of all invoices linked to this deal (excludes deleted and voided) |
| Overdue Invoices | is_overdue | True if any invoice on this deal is past its due date and unpaid. Updated every 5 minutes |
| Number of Invoices | is_number_of_invoices | Number of invoices linked to this deal (excludes deleted and voided) |
| Number of Invoices Paid | is_number_of_invoices_paid | Number of invoices on this deal marked as paid |
| Next Invoice Date | is_next_invoice_date | Invoice date of the earliest unpaid invoice on this deal |
| Next Invoice Due Date | is_next_invoice_due_date | Due date of the earliest unpaid invoice (may be in the past if overdue) |
| Invoice Numbers | is_invoicenumbers | Comma-separated list of invoice numbers for the deal |
| Overdue Total | is_overduetotal | Value of overdue invoices, ex. tax |
| Paid Total | is_paidtotal | Total amount paid, inc. tax (excludes credits and part payments) |
| Invoice Total in Base Currency | is_invoice_total_base | Total ex. tax in your accounting base currency, using the accounting-platform exchange rate |
| Invoices Sent | is_allsent | True if all invoices for this deal have been sent |
| Connection Name | is_connectionname | Name of the Xero or QuickBooks account used to sync invoices |
| MRR | is_mrr | Monthly recurring revenue from repeating invoices |
| ARR | is_arr | Annual recurring revenue from repeating invoices |
| Projected Total (ex. tax) | is_projected_total | Projected ex. tax value of all invoices and repeating invoices (where an end date exists) |
| Contact ID | is_contact_id | Internal reference ID for the invoiced contact in your accounting platform |
| Invoice Link(s) | is_link | Customer-facing invoice link(s), comma-separated. Xero only |
| Overdue Invoice Link(s) | is_overdue_link | Customer-facing overdue invoice link(s), comma-separated. Xero only |
| Credit Total | is_credittotal | Total of all credits applied to invoices on this deal |
| Credit Total exc. tax | is_credittotal_exc_tax | Total of all credits applied, excluding tax |
| Invoice Total inc. tax | is_invoice_total_inc_tax | Total value inc. tax of all invoices (excludes deleted and voided) |
| Paid in Full Date (Most Recent) | is_lastpaymentdate | Last date an invoice was paid (excludes part payments). Not supported by QuickBooks |
| Latest Invoice Date | is_lastinvoicedate | Date of the latest invoice, ordered by invoice date |
| Earliest Invoice Date | is_firstinvoicedate | Date of the earliest invoice, ordered by invoice date |
| Awaiting Approval | is_awaitingapproval | True if any invoices are Draft or Submitted for Approval |
| Last Updated | is_last_updated | When this deal's ScaleXP Invoicing properties were last updated |
| Next Invoice Total exc. tax | is_next_invoice_total | Total ex. tax of the earliest unpaid invoice |
| Next Invoice Number | is_next_invoicenumber | Invoice number of the earliest unpaid invoice |
| Overdue Count | is_overdue_count | Number of overdue invoices |
| Overdue Invoice Numbers | is_overdue_invoicenumbers | Comma-separated list of overdue invoice numbers |
| Overdue Date (Most Recent) | is_overdue_date | Due date of the most recent overdue invoice |
| Paid Invoice Number (Most Recent) | is_paid_invoicenumber | Invoice number of the most recently paid invoice |
| Paid Invoice Total (Most Recent) | is_paid_invoicetotal | Total ex. tax of the most recently paid invoice |
| Paid Invoice Link (Most Recent) | is_paid_invoicelink | Invoice link of the most recently paid invoice |
| Latest Invoice Total (ex. tax) | is_latest_invoicetotal | Total ex. tax of the most recent invoice |
| Latest Invoice Link | is_latest_invoicelink | Invoice link of the most recent invoice |
| Latest Invoice Due Date | is_latest_due_date | Due date of the most recent invoice |
| Latest Invoice Paid Date | is_latest_paid_date | Paid date of the most recent invoice |
| Last email bounced | is_has_bounced | True if the last email sent for this deal bounced |
| End Date | is_end_date | Latest end date of all recurring invoices for this deal |
These properties are kept up to date automatically whenever things change in your accounting platform, so you never need to update them manually. To view a description of a property, hover over it and click details — you will see a description at the top and a list of changes that have been made.
Because these are normal HubSpot properties, you can use them to create workflows to automate your deals, and to create powerful reports and dashboards inside HubSpot.
Control how properties display
To control where properties display:
- Go to HubSpot's Settings (cog at top).
- Select Data Management (left sidebar), then Objects, then Deals.
Here are a few things to try:
- Go to Pipelines, then Cards, to show the invoicing status on your deal pipeline.
- Use Record Customization to create a custom panel on the left sidebar, including all the relevant invoicing data on the left-hand side of your deal.
- Customize the right sidebar to decide where ScaleXP Invoicing shows on your deals.
Next steps
We recommend trying these steps out yourself. Think about which teams need to see invoice properties, where they need to see them, and when. You can use these invoice properties in conjunction with HubSpot automations and ScaleXP reporting to do even more with your invoicing data — see ScaleXP Invoicing: Automating invoice creation with HubSpot workflows.
Related articles
- How to set up ScaleXP Invoicing (Step 1): Installing the invoicing module
- ScaleXP Invoicing: (Step 2) invoicing setup and data mapping with HubSpot invoicing
- ScaleXP Invoicing: importing invoices to HubSpot deals
- ScaleXP Invoicing: Automating invoice creation with HubSpot workflows
- ScaleXP Invoicing: Automate deals when you have multiple pipelines