This video assumes you have already installed ScaleXP Invoicing and explains how to use it to set up invoicing from HubSpot.  If you have not already completed your installation, see ScaleXP Invoicing: HubSpot Set Up - Step 1 of 2 - Installing. 

Invoice from HubSpot using ScaleXP Invoicing

We recommend watching the setup video first.  Below is a written guide.

Overview

There are two main steps:

1. Map your products
2. Create invoices from a HubSpot Deal

Step 1 - Map your products (Critical Step)

ScaleXP matches HubSpot line items to products in Xero or QuickBooks.

Key to effective matching are:

• SKU codes in your HubSpot line items match the Item Codes inside Xero or Product Codes inside QuickBooks
• Accounts and Tax rates are set on your Xero or QuickBooks products

If SKUs match:

• Products auto-select on invoices
• Correct accounts and taxes are applied automatically

If there is no match to a product, or you need to change the product, you'll be able to search and select the right one from your accounting platform.

Important:  Pricing, description and other details always come from your HubSpot deal or quote. 

Best practice for product setup

If starting fresh, 

1. Create products in Xero or QuickBooks first 
   1. Set GL codes
   2. Set tax rates
2. Create matching products in HubSpot using the same SKU.

You can also:

• Edit HubSpot SKUs to match
• Import products to HubSpot via CSV file
• Create products manually in HubSpot (ensure SKUs match exactly).

For more information on setting up products in your accounting system:

• See Mapping QuickBooks Products With HubSpot;
• See Mapping Xero Products With HubSpot.

Step 2 - Create an invoice from a HubSpot Deal

Every invoice needs to be linked to a HubSpot Deal.

Invoicing Setup

• One deal per contract
• One accounting entity per deal
• Use a separate renewal deal (unless renewals are automatic)

Create the invoice

• Open the Deal
• Access ScaleXP Invoicing in the sidebar (add it via “Customize record” if needed).
• Click “Create Invoices”

ScaleXP Invoicing will:

• Automatically suggest one or more invoices based on your line items;
• Separate one-off items from recurring items;
• Allow multiple invoices per deal, sent at different times and for different amounts.

You can also link existing invoices to HubSpot deals for a complete picture when getting started.

Line Items drive invoices for revenue recognition

Your HubSpot line items control:

• Billing frequency (one-off, monthly, annually)
• Billing term (e.g. 12 months)
• Billing start date
• Unit price

If a Deal Quote is approved, ScaleXP uses that automatically.

Tip: “unit price” is the price per invoice, not total contract value.

Other Invoicing features:

Customer details

• ScaleXP searches your accounting platform for company details
• If not found, it creates the contact in HubSpot

Repeating invoices

• ScaleXP uses native repeating invoices in Xero or QuickBooks so that
  • Your accounting system generates invoices using the usual reporting and numbering systems
  • Draft or auto-send settings (where relevant) remain unchanged

Invoice data syncing

ScaleXP syncs the following information between HubSpot and your accounting system:

• Generated invoices;
• Payments;
• Overdue status.

ScaleXP automatically updates over 20+ HubSpot Deal properties (for use in Workflows, reports, etc).  Here are a few examples:

• MRR and ARR
• Invoice status
• Number of invoices
• Paid / overdue amounts
• Next invoice date
• Total billed to date

Step 4 - Optimize your setup

Once live:

• Test a few invoices;
• Confirm SKU matching;
• Check total contract value reflects expected billing.

Email support@scalexp.com to book an optimization session.

See these articles for more ideas:

• HubSpot Invoicing: Adding invoice properties to HubSpot deals
• ScaleXP Invoicing: Importing historic issued invoice data to HubSpot deals
• ScaleXP Invoicing: Automating Invoice Creation with HubSpot Workflows 
• ScaleXP Invoicing:  HubSpot Workflows and Deal Automation