Automating Invoicing in HubSpot Using Workflows

ScaleXP Invoicing allows you to automatically create invoices from HubSpot deals using HubSpot workflows. 

When a deal meets your chosen criteria, the workflow can automatically create an invoice using the deal’s customer details, products, taxes, and pricing.

Step 1: Create a Deal-Based Workflow

Go to Automation → Workflows in HubSpot.

Create a Deal-based workflow.

Choose your enrollment trigger.

Common triggers include:

• Deal stage becomes Closed Won
• A custom property is set (e.g. “Ready to Bill” = Yes)
• A contract is signed
• A subscription start date is reached

Choose the trigger that reflects when billing should begin in your process.

Step 2: Add the ScaleXP Invoicing Action

Within the workflow:

• Click + Add action
• Select the relevant ScaleXP Invoicing action
• Configure your invoice settings if required

The invoice will automatically use:

• HubSpot line items
• Customer details
• Currency
• Taxes
• Payment terms (based on your setup)

Once triggered, the invoice is created and synced to your connected accounting system.

Step 3: Optional – Add conditions and branching

You can use HubSpot’s branching logic to control different billing scenarios.

For example:

• If deal amount > £10,000 → require approval before invoicing
• If Product Type = Subscription → create recurring invoice
• If Pipeline = Enterprise → apply different billing logic

This gives you full flexibility across customer segments or pricing structures.

Other Automations

When ScaleXP Invoicing is installed, additional invoice-related properties become available inside HubSpot deals, such as:

• Invoice Status
• Overdue Invoice Count
• Number of Invoices
• Next Invoice Due Date

These properties update automatically and can be used for further workflow automation or reporting.

See ScaleXP Invoicing:  Using HubSpot Workflows to automate Deal Properties including Stage and Pipeline for other automation options.

Example Automations

Example One:

• Trigger: Deal stage = Closed Won
• Action: Create invoice automatically
• Result: Finance receives a fully populated invoice in the accounting system immediately

Other examples:

• Notify the deal owner when an invoice is overdue
• Move a deal to "Closed Won" when the deposit is paid
• Transfer the deal to Customer Success when the invoices are paid
• Notify the finance team when invoices are synced

See also these articles:

• ScaleXP Invoicing: HubSpot Set Up - Step 2 of 2 - Invoicing Setup and Data Mapping. 
• HubSpot Invoicing: Adding invoice properties to HubSpot deals.
• ScaleXP Invoicing:  HubSpot Workflows and Deal Automation