ScaleXP Invoicing is the perfect solution for creating invoices from HubSpot, but what about invoices you created before? 

You might want to include these in reports, or keep track of payments and overdue invoices.

See below for how to do this.

Option 1: Import directly into a HubSpot deal

To import from a deal, just click the "Create Invoices" button to open up ScaleXP Invoicing and look for "Import Existing Invoices" at the bottom of the page. 

If you have line items already, ScaleXP Invoicing may try to create a draft invoice - so make sure to remove this first.

Then you will be able to search your accounting platform for an existing invoice.  You can use the reference field (for Xero) or invoice number (Xero and QuickBooks), and you can check the details before completing the import. ScaleXP Invoicing will check to make sure the currency and contact match what's already on the deal.

You can import invoices whatever status they are in your accounting platform, and even if you already have invoices created on the deal. 

Note that an invoice can only be linked to one deal at a time.

Once imported, your deal properties are updated and your invoice is tracked just as if it was created in ScaleXP Invoicing.

If you’re not a new ScaleXP Invoicing user, you may need to ask us to switch this feature on first — just get in touch at support@scalexp.com.

Option 2: Request a bulk update

If you have a lot of history that you want to import, you can request a builk update from the team at ScaleXP.   

We can match past invoices and existing repeating invoices from your accounting system to deals in HubSpot so that you have once source of truth for all your contracts.  Contact us to find out more.

Because every invoice in ScaleXP Invoicing is linked to a deal, all we need is a CSV file with one column listing the HubSpot Deal ID and another listing the Invoice Number:

If you have multiple invoices for one deal, use a separate line for each invoice number. An invoice can only be linked to one deal at a time. If you have over 1,000 invoices, let us know first. To get started, email your completed file to support@scalexp.com.

Option 3: HubSpot Data Sync

HubSpot’s built-in Data Sync tool can copy Xero invoices into HubSpot’s native Invoices object, and HubSpot’s QuickBooks app works in a similar way. This is compatible with ScaleXP Invoicing, but there are two important limitations:

• Invoices are linked to contacts, not to deals or company records.
• This link is not always reliable and cannot be corrected other than manually.

For these reasons, we don’t usually recommend this option for ScaleXP Invoicing users at this time.

Other articles you may find of interest

• ScaleXP Invoicing: (Step 2) Invoicing Setup and Data Mapping with HubSpot Invoicing 
• HubSpot Invoicing: Adding invoice properties to HubSpot deals.
• ScaleXP Invoicing: Importing historic issued invoice data to HubSpot deals, 
• ScaleXP Invoicing: Automate deals when you have multiple pipelines
• ScaleXP Invoicing: Automations with HubSpot workflows