This video assumes you have already installed ScaleXP Invoicing and explains how to use it to set up invoicing from HubSpot.

If you have not already completed your installation, see ScaleXP Invoicing: HubSpot Set Up - Step 1 of 2 - Installing. 

How to set up invoicing in HubSpot using ScaleXP Invoicing

We recommend that you watch this video which guides you through how to set up ScaleXP Invoicing and set up your first invoice.

This article provides a summary of the information in the video above on how to set up ScaleXP Invoicing, along with some additional information and links to other helpful articles.

Start with a Deal in HubSpot

Every invoice needs to be linked to a deal that you've got within HubSpot.

We recommend that you have a separate deal for every contract that you are setting up.  Best practice is to have a separate renewal deal and pipeline, if your renewals are not automatic.

Try setting up some test invoices to see how this works.  

Find the ScaleXP Invoicing card in the Deal sidebar

Access “ScaleXP Invoicing” from the sidebar of the deal.  

You may need to drag it to the top or go to “Customize record” and add it to the sidebar.   

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

Ensure that a Contact or Company is linked onto the Deal

Typically, in creating an invoice, we will use the company for B2B users and search inside Xero or QuickBooks for that company.  If it's a new account, then we'll use the company plus contact informatioin to populate the name and email address of the new contact.  If you've got different contact details or differnet billing entities iinside your HubSpot deal, you can use HubSpot's Association labels to do this.  Just get in touch with the team and we'll help you get that set up.

Ensure your Line Items are set up as you want them - this is key

Line items on your HubSpot deal represent the products that you are selling as part of this contract.  

Line items work the same way whether you are using them as part of a quote or just putting them directly into the Deal.  

The information from these line items is key to creating invoices in your accounting system and ScaleXP.

Note that if there is an approved Deal Quote in HubSpot, ScaleXP Invoicing will automatically take the information from the Deal Quote.  If you need to have this setting changed, please contact our support team.

Use product mapping

We highly recommend mapping HubSpot products to your accounting system.  See ScaleXP Invoicing: Using Products to save time Invoicing in HubSpot for more information on linking to SKU codes in your accounting system.

You can set billing frequency, term, and unit price to align with each product.  These can then be further modified as required.

This will enable you to automatically align each line item with an appropriate general ledger account code and tax code in your accounting system.

Create one or more invoices from your deal

Once you've installed ScaleXP Invoicing, just click the "Create Invoices" button on your deal from ScaleXP Invoicing in your sidebar. 

For most users, if you've got your HubSpot line items set up correctly, it's just a single click to start up ScaleXP Invoicing with all your invoices ready to go. ScaleXP will automatically suggest one or more invoices based on your line items.

If you have any line items that are set to “one-off”, they will be added to a standalone invoice.  You can also add additional one off invoices manually.

Our platform is flexible enough to handle almost any billing scenario. You can link multiple invoices and repeating invoices to a single deal in HubSpot. So, for example if you have a one-off deposit, and then a monthly recurring fee - that's no problem. 

Create repeating invoices

ScaleXP Invoicing builds upon the native repeating invoice function inside your accounting platform, whether that's Xero or QuickBooks Online. This means that when you create a repeating invoice, you're creating a template that your accounting platform will use to generate the individual invoices on a regular basis. This is ideal because it means you can integrate your billing with HubSpot, without changing your accounting process.

If you're using HubSpot line items or Quotes, ScaleXP Invoicing will pick up the following properties from your line items, and create a mix of invoices accordingly:

• Billing Frequency (e.g. One-off, Monthly, Annually)
• Billing Term (e.g. 12 months)
• Billing Start Date (e.g. 01/01/2024)

Once your repeating invoices are stored in your accounting platform, your accounting platform will then manage generating invoices on the schedule you set. This is an important principle as it means your accounting platform is always in control of your billing. 

Depending on your settings, they are either generated as a Draft Invoice, or can be sent automatically.

Xero or QuickBooks Online will generate invoices on the schedule you decide, and will either create them as draft invoices, or send them out automatically. Because it's your accounting platform doing the work, you can be safe in the knowledge that everything is correct and using the same templates, sign-off processes and reporting that's already in place. 

At the top of the screen you'll see either a Total (if a repeating invoice is ongoing) or a Projected Total (if you have a fixed term). Then it's just a case of checking the contact, checking the billing details are correct and clicking "Sync". 

The individual invoices are generated on the invoice date, though with QuickBooks Online you can configure the invoice to be created a number of days before. When the invoices are created, the information is copied from the repeating invoice template and they are given a due date and invoice number. 

When those invoices are created by your accounting platform, ScaleXP Invoicing will pick them up and track them in HubSpot, along with any payments or overdue invoices. So, if your 3rd instalment is overdue, you can see this right inside HubSpot.

There are a couple of quirks with how each accounting platform works for repeating invoices - here are a couple to keep an eye out for:

• Xero does not let you change or cancel the templates, so in the background ScaleXP Invoicing will delete and recreate the template, but don't worry this will all be tracked on your HubSpot deal.
• QuickBooks generates repeating invoices overnight, so if you have a repeating invoice that's supposed to start billing today - ScaleXP Invoicing will ask if you'd like to turn that into a one-off invoice for today, and continue billing from the next billing date.

Create one or more single invoices

If you usually have just one invoice per contract, then we suggest contacting us to turn off the “Repeating Invoices” automation for you. 

Review the invoice data

ScaleXP invoicing can automate many fields in your invoices including adding start and end dates to each repeating invoice, references fields, tracking categories, general ledger codes, tax codes, etc. These fields enable both current and future invoices to be set up automatically for the life of the contract. Further, it enables ScaleXP to allocate each invoice to the appropriate period for revenue recognition and MRR.

You can find some examples in the video above, such as:

• Set up fees with Billing Frequency “One-time,” Term “0”, and Billing Start Date “At payment” for an initial fee due upfront;
• Subscription fees with Billing Frequency “Annually.” Term “36 Month” and Billing Start Date “01/06/2025” for a three year contract billed in annual instalments starting on a specified contract term start date.

We recommend you try setting up an invoice to see how this works.  You will likely want to set up your line items to pick up the contract start date from a specified Deal field in HubSpot.  Note that the “Unit Price” reflects the amount per unit per invoice, not in total.

You can check that the line items are set up correctly by reviewing the “Total contract value” towards the bottom; this should reflect the sum of all invoices to be issued over the life of the contract.

How to cancel or change repeating invoices

If you want to make a change to your invoices, for example if a customer churns, or upgrades, you can do this right inside HubSpot. This will update the template so that the next invoice that goes out will have the correct value. And you can see all individual invoices and any changes right inside the ScaleXP Invoicing window. 

Another option, if you don't want your teams to be able to do this inside HubSpot, is to turn off editing capabilities. If you do this, then you can just edit either the template, or even the one-off invoices as you would normally do inside your accounting platform. All these changes will be synced back to HubSpot by ScaleXP Invoicing, so all your data will remain in sync.

How to track payments in HubSpot

If you're collecting payments via auto-pay, your accounting platform will mark your invoices as paid automatically. Or, if you're using manual payments, the invoices will be marked as paid once you reconcile the payment. Either way, once paid, this information will be sent right back to HubSpot by ScaleXP Invoicing.

ScaleXP Invoicing has over 20+ deal properties that are updated automatically, including:

• Recurring Revenue: MRR and ARR
• Invoice Status e.g. All invoices paid
• Number of invoices, and number paid
• Next invoice date
• Total of invoices to date
• Overdue invoices

And of course these are normal deal properties so you can use these in reports and workflows.

Next steps

We suggest you start by mapping your products to SKU codes: ScaleXP Invoicing: Using Products to save time invoicing in HubSpot. 

Then book a session with our support team to ensure your setup is optimized.  

When ready, you can read more about using deal properties created automatically by ScaleXP Invoicing in HubSpot Invoicing: Adding invoice properties to HubSpot deals.

Find out about syncing existing deals and invoices in ScaleXP Invoicing: Importing historic issued invoice data to HubSpot deals,