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.

Just like before, you’ll need to 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. 

STEP THREE

Configure ScaleXP Invoicing for your business (Dashboard)

• Will the Sales Team just create the invoices, or will they also approve and send them?
  • Select Finance Team to limit the control of invoices from within HubSpot and require some to remain within your accounting platform
  • Select Sales Team to allow the invoices to be fully modified, approved, and sent from within HubSpot
• Confirm rules for linking accounting products to HubSpot quotes and line items (required in QuickBooks; optional in Xero)
• Set customer type to determine rules for matching customer names between HubSpot and your accounting system
• Set reference fields to add HubSpot deal properties such as PO numbers, Deal ID, or salesperson to your accounting 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.

Set HubSpot automations for deal stage (optional)

ScaleXP Invoicing makes it really easy to automate your deals.  

Moving deals through your pipeline based on invoice status is a great place to start.   Just select which deal stage you’d like deals to sit in once invoices are synced, paid or even overdue. 

If you’re not ready to try this yet, you can skip and come back to it later – just click “Complete Onboarding.”

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.

STEP FOUR

Find and move the ScaleXP Invoicing card in HubSpot

Finally, 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. 

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

Start Invoicing

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.