This article is a quick tour of ScaleXP Invoicing for HubSpot: what the product does, how invoices are created from your deals, how contacts, products, accounts, and taxes map to Xero or QuickBooks Online, and which detailed guide to read next for each task.

What ScaleXP Invoicing does

ScaleXP Invoicing lets you create and send invoices directly from your HubSpot deals, without leaving HubSpot. It connects your CRM to your accounting platform, Xero or QuickBooks Online, so the invoice you raise from a deal is created in your accounts with the correct contact, line items, tax rates, and ledger accounts already in place.

Because the invoice is built from data that already lives on the deal, sales and finance work from a single source of truth. You raise the invoice once, and the same information flows to your accounting system and back onto the deal so everyone can see its status. Manage your account and settings at any time at app.scalexp-invoicing.com.

Creating invoices from HubSpot deals

The deal already holds the customer, the amounts, and the products being sold, so creating an invoice is a matter of confirming those details in the ScaleXP Invoicing card and clicking Sync to push the invoice to your accounting system.

To get installed and connected, start with How to set up ScaleXP Invoicing (Step 1): Installing the invoicing module and How to set up ScaleXP Invoicing (Step 2): Invoicing setup and data mapping with HubSpot. Then follow the guide for your accounting platform to raise your first invoice: Create a Xero invoice from HubSpot or Create a QuickBooks Online invoice from HubSpot.

How your data maps: Contacts, products, accounts, and taxes

An invoice is only correct if the underlying data is correct, so ScaleXP Invoicing maps four key records between HubSpot and your accounting system.

• Contacts - the customer the invoice is billed to. The HubSpot contact or company is matched to the customer record in Xero or QuickBooks Online.
• Products - the items and services sold. HubSpot products are mapped to the equivalent products in your accounting system, which sets the description, price, and ledger account on each line.
• Accounts - the income accounts revenue is posted to, so each line lands in the right place in your chart of accounts.
• Taxes - the tax rates applied to each line, so VAT or sales tax is calculated consistently with your accounting setup.

For a worked example, see Mapping Xero products with HubSpot.

Automating invoices with workflows

Once you are comfortable creating invoices manually, let HubSpot workflows raise them for you, for example when a deal moves to Closed Won. You can also set up repeating invoices for subscription and retainer customers. See ScaleXP Invoicing: Automating invoice creation with HubSpot workflows and ScaleXP Invoicing: How to create recurring invoices in HubSpot.

Sending invoices and getting paid

Send invoices to customers directly from HubSpot using branded email templates, manually or automatically. Delivery, opens, and clicks are tracked on the deal, and every email links to a branded payment portal where customers can pay online through Stripe, GoCardless, PayPal, and other providers. See ScaleXP Invoicing: How to send invoices in HubSpot.

Invoice data on your deals

Every invoice writes its details back onto the HubSpot deal as properties such as Invoice Status, Number of Invoices, and Next Invoice Due Date. The ScaleXP Invoicing card gives your team an at-a-glance view of what has been invoiced and what is outstanding, and the same properties can drive further workflows and reporting. See ScaleXP Invoicing: Data fields synced back to HubSpot and ScaleXP Invoicing: Managing app cards in HubSpot.

Bringing in your existing invoices

If you have already raised invoices in your accounting system, you can attach that history to your HubSpot deals so they reflect the full picture from day one. See ScaleXP Invoicing: Importing invoices to HubSpot deals.

Related articles

• How to set up ScaleXP Invoicing (Step 1): Installing the invoicing module
• How to set up ScaleXP Invoicing (Step 2): Invoicing setup and data mapping with HubSpot
• ScaleXP Invoicing: Automating invoice creation with HubSpot workflows
• ScaleXP Invoicing: How to send invoices in HubSpot
• ScaleXP Invoicing: Importing invoices to HubSpot deals
• ScaleXP Invoicing: Users and permissions