How to add invoice characteristics and payment status to your deals

One of the most powerful features of ScaleXP Invoicing is the data that gets sent back to HubSpot about your invoices from your accounting system. 

We do that using properties on your HubSpot deal. 

In this article, we'll walk you through how to find those invoicing properties, we'll point out the most useful ones and we'll show you how you can use them throughout your HubSpot account.

Where to find invoice data

The best place to start is to find a deal on HubSpot where you've already created an invoice using ScaleXP Invoicing. 

When you sync an invoice created using ScaleXP Invoicing, the data is saved to Deal Properties on your HubSpot deal record and automatically updated from your accounting system. 

To start with, these properties probably won't be visible when you view your deal, so let's find them.

On the left-hand side of your deal record you'll see a section named "About this deal", at the bottom is a button named "View all properties". If you can't see the button, you may need to scroll within the box in order to find it.

When you click the button you'll see the full list of properties that exist on that deal. 

When you install ScaleXP Invoicing, we'll add a new section named ScaleXP Invoicing - expand it to see a list of the properties ScaleXP Invoicing has filled out for your deal.

You can click "Add to your view" to pin properties to the "About this deal" box - this is visible only to you though, so follow the instructions in the following section to see how to customize how properties display everywhere.

About invoicing properties

There are over 20 deal properties that ScaleXP Invoicing syncs to your deals, and we're adding new ones all the time. 

A couple of the most popular are:

• Invoice Status - This changes from blank to "Invoices Synced" to "First Invoice Paid" to "All invoices paid" - which means you can use it to track whether invoices have been created by your team yet, or whether the payment has gone through
• Overdue Invoices - shows whether any of the invoices on the deal are overdue - meaning you can keep track of late paying clients

Others include:

• Recurring Revenue: MRR and ARR
• Number of invoices, and number paid
• Next invoice date
• Total of invoices to date

These properties are kept up-to-date automatically,  whenever things change in your accounting platform, so you never need to manually update them. To view a description of the property - just hover over it in and click "details" - you'll see a description at the top and also a list of changes that have been made.

Because these are normal HubSpot properties, you can use them to create workflows to automate your deals, and to create powerful reports and dashboards inside HubSpot.

Control how properties display

You can control where properties display by going to HubSpot's settings > Data Management > Deals.

Here are a few things to try:

• Go to Pipelines > Customize deal cards - and show the invoicing status on your deal pipeline
• Go to Record Customization to create a custom panel on the left sidebar to include all the relevant invoicing data on the left hand side of your deal
• Customize the right sidebar to decide where ScaleXP Invoicing shows on your deals. 

Next Steps

We recommend trying these steps out yourself.

Have a think about which teams need to see invoice properties, where they need to see them and when. You can use these invoice properties in conjunction with HubSpot automations and ScaleXP reporting to do even more with your invoicing data.  See ScaleXP Invoicing: Automations with HubSpot workflows.