This guide covers connecting your HubSpot account to ScaleXP Invoicing, connecting Xero or QuickBooks, configuring the dashboard, adding the invoicing card to your HubSpot deals, and creating your first invoice.

What you need to get started

1. A HubSpot login with permission to connect apps (Super Admin or App Marketplace access permission)
2. A Xero or QuickBooks login with permission to connect apps

Part 1 — Connect your accounts

1. Connect your HubSpot account to ScaleXP Invoicing

1. Go to app.scalexp-invoicing.com/register to create an account.
2. Choose Set up a 21-day Trial, then enter your company information and select Start Trial. If you or a colleague have already set up a trial account, choose Join an existing account instead.
3. Press the Connect HubSpot button and you will be taken to HubSpot.
4. Log in, then confirm that you want to grant access to your HubSpot account. You will need to be a Super Admin or have the App Marketplace access permission.

Important: if you or a teammate have ever had a ScaleXP Invoicing trial, contact support@scalexp.com instead of starting a new one. Each HubSpot account and each accounting platform can only be connected to one ScaleXP Invoicing account at a time, and duplicate trials are the most common cause of set-up problems.

If you don't have the required permissions, select Invite User to invite a colleague with the required access to join the account. They will get an email invite which will redirect them to this screen to enable the connection so that you can continue the process.

What this does: This gives ScaleXP Invoicing information about your deals such as the contact, line items, and quotes. It also automatically creates a set of ScaleXP Invoicing deal properties which you can easily view and build upon within HubSpot.

2. Connect your accounting platform

1. Select the Connect button on your preferred accounting platform.
2. Log in and select the account you wish to link. (You can also choose to set up a test account on Xero.)
3. After logging in, confirm that you would like to grant ScaleXP Invoicing access. As before, you can select Invite User to invite a colleague to log in — the account email addresses do not need to match.
4. Once connected, you will be redirected to the onboarding screen. Click Next Step to set up your preferences in the ScaleXP Invoicing dashboard.

What this does: This gives ScaleXP permission to load your settings and contacts inside the app, create invoices, and receive updates about invoices and payments. No changes are ever made without you taking an action inside the app, such as creating an invoice.

If you are connecting a consolidated organization which invoices deals from multiple accounting entities, choose one to connect now and see Linking multiple Xero or QuickBooks accounts to HubSpot for how to connect the others later.

Part 2 — Configure ScaleXP Invoicing for your business

You will be taken to app.scalexp-invoicing.com/dashboard, where you can configure your setup. You can return to the dashboard at any time to adjust these preferences later. For full details on each option, see ScaleXP Invoicing: (Step 2) invoicing setup and data mapping with HubSpot invoicing.

1. Choose invoicing permissions

Decide whether the sales team / HubSpot users will just create invoices, or also approve and send them:

• Select Default to allow invoices to be fully modified, approved, and sent from within HubSpot.
• Select Strict to limit the control of invoices from within HubSpot and require some actions to remain within your accounting platform.

Default is recommended to enable a full three-way sync between HubSpot, ScaleXP, and your accounting system. If you are keen to retain full control of invoicing solely within the finance team, the Strict setting may be for you.

2. Map to accounting products

Mapping HubSpot products to QuickBooks or Xero products is highly recommended. This enables you to automatically fill invoice line item descriptions and account codes using HubSpot quotes.

3. Map customers

Select how HubSpot customers are matched with customers in your accounting system: choose between email address ("Individuals") and company name ("Companies").

4. Set invoice fields

Set reference fields to add HubSpot deal properties such as PO numbers, deal ID, or salesperson to your accounting invoices. Use deal properties to make these fields dynamic.

5. Set up payment schedules

Use payment schedules to split an invoice into multiple payments. You can have multiple payment schedules, and your users can choose between them when creating invoices.

Part 3 — start invoicing in HubSpot

1. Find and move the ScaleXP Invoicing card

The ScaleXP Invoicing card is your key to using ScaleXP Invoicing from within HubSpot.

If you can’t see the card, an admin may need to grant access to it. In HubSpot, go to Settings → Connected Apps → ScaleXP Invoicing → App Cards and use Manage Locations to make the Create Invoices card available.

1. Head back to your HubSpot account and open any deal.
2. On the right-hand side you will see a number of cards for contacts and other add-ons. Look for the one called ScaleXP Invoicing.
3. By default, HubSpot places new apps at the bottom, so scroll until you find it and drag it up near the top.

We also recommend editing the sidebar to hide HubSpot's built-in invoicing tools like Payments, Subscriptions, and Invoices, to avoid confusion.

2. Create your first invoice

You will see the Create Invoices button as part of the card. All that is left is to give ScaleXP Invoicing a go and create your first invoice. See ScaleXP Invoicing: (Step 2) invoicing setup and data mapping with HubSpot invoicing for instructions on how to set up your first invoices.

Other automations you may want to try

ScaleXP Invoicing automates deal properties connected to your invoices and makes it easy to move deals through your pipeline based on invoice status. Just select which deal stage you would like deals to sit in once invoices are synced, paid, or even overdue. For more advanced workflows, see ScaleXP Invoicing: Automate deals when you have multiple pipelines and ScaleXP Invoicing: Automations with HubSpot workflows.

Related articles

• ScaleXP Invoicing: (Step 2) invoicing setup and data mapping with HubSpot invoicing
• Linking multiple Xero or QuickBooks accounts to HubSpot
• ScaleXP Invoicing: Automating invoice creation with HubSpot workflows
• ScaleXP Invoicing: Automate deals when you have multiple pipelines
• ScaleXP Invoicing — Salesforce installation guide