How to install ScaleXP invoicing in HubSpot

STEP ONE:

Connect your HubSpot account to ScaleXP Invoicing

Go to https://app.scalexp-invoicing.com/register to create an account. 

Choose “Set up a 21-day Trial.”   

• Enter the company information to “Start Trial;”
• Or choose “Join an existing account” if you or a colleague have already set up a trial account. 

Next, simply press the “Connect HubSpot” button and you will be taken to HubSpot.   

First you’ll be asked to log in, and then you’ll see a screen asking you to confirm that you want to grant access to your HubSpot account, along with details. You’ll need to be a Super Admin or have the App Marketplace access permission. 

If you don't have the required permissions, you can invite a user to help you by selecting “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.

STEP TWO: 

Connect your Accounting Platform

Next you need to link your accounting platform.

Select the Connect button on your preferred accounting platform.  

Log in and select the account you wish to link.  (You can also choose to set up a test account on Xero).  

After logging in, you’ll see a screen asking you to confirm you’d like to grant ScaleXP Invoicing access. 

Also like before, you can choose to invite a user to help you by selecting “Invite User” to invite a colleague to log in.  (You don’t need to worry about the account email addresses matching up.)

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 the permission to load your settings and contacts inside the app, create invoices, and to receive updates about invoices and payments. When you connect your accounting platform, no changes are ever made without you taking an action inside the app, such as creating an invoice. 

If you are connecting a consolidated organisation 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 other ones later.

STEP THREE:

Configure ScaleXP Invoicing for your business (Dashboard)

You will be taken to https://app.scalexp-invoicing.com/dashboard.  Here you can configure your setup.

Read more about this in ScaleXP Invoicing: HubSpot Set Up - Step 2 of 2 - Invoicing Setup and Data Mapping. 

Choose invoicing permissions

• Will the Sales Team /HubSpot users just create the invoices, or will they also approve and send them?
  • Select Default to allow the 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 to remain within your accounting platform.

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

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.

Map customers

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

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.

Set up Payment Schedules

• Use this to split an invoice into multiple payments.
• You can have multiple Payment Schedules and your users can choose between them when creating invoices.

Note that you can return to this Dashboard at any time should you wish to adjust these preferences later.  

Just go to https://app.scalexp-invoicing.com/dashboard.

STEP 4:

Find and move the ScaleXP Invoicing card in HubSpot

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

To find it, head back to your HubSpot account and open up any deal.

On the right hand side you’ll see a number of “Cards” for contacts and for other add-ons.   

Look for one called “ScaleXP Invoicing.”

By default, HubSpot places new apps right at the bottom, so just scroll until you find it and drag it right up near the top. 

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

STEP 5:

Start Invoicing

You will see the “Create Invoices” button as part of the card.  

All that’s left is to give ScaleXP Invoicing a go and create your first invoice.

See ScaleXP Invoicing: HubSpot Set Up - Step 2 of 2 - 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 really easy to move deals through your pipeline based on invoice status.   

Just select which deal stage you’d like deals to sit in once invoices are synced, paid or even overdue. 

There are loads more automation options available – see ScaleXP Invoicing: Automate deals when you have multiple pipelines and ScaleXP Invoicing: Automations with HubSpot workflows for information on other more advanced workflows you might want to try.