How to Create and Manage Invoices in HubSpot

Using HubSpot to create invoices lets your sales and finance teams manage billing directly inside your CRM, keeping payments, quotes, and deal data connected in one place. This guide walks through how to create, send, and track invoices step by step.

All instructions here are based on the official HubSpot documentation so you can follow along with confidence.

What You Need Before Creating HubSpot Invoices

Before you start, make sure your account and tools are ready to generate invoices without issues.

Required subscriptions and access

• Access to HubSpot payments or another supported payments provider.
• Permission to create and edit deals, quotes, and invoices in your HubSpot account.
• Billing and company details configured in your account settings.

Recommended setup in HubSpot

For a smoother process, prepare the following:

• Products and line items added to your product library.
• Default tax rates and fees configured, if applicable.
• Company address and branding ready for invoice display.

Taking a few minutes to configure these items in HubSpot will save time every time you generate a new invoice.

Ways to Create Invoices in HubSpot

You can build invoices in several places inside your CRM. The options depend on whether you are invoicing from a deal, from a quote, or from scratch.

Create a HubSpot invoice from a deal record

Creating invoices from deals keeps revenue, line items, and contacts fully aligned.

1. In your HubSpot account, navigate to Sales > Deals.
2. Open the deal record you want to bill.
3. In the right panel, look for the Invoices card.
4. Click Create invoice.
5. Confirm the associated company and contacts for billing and email delivery.
6. Review the line items pulled in from the deal.
7. Adjust quantities, discounts, or taxes as needed.
8. Click Save or move directly to sending the invoice.

This method uses deal data that already exists in HubSpot, reducing manual data entry.

Create a HubSpot invoice from a quote

If you already have an approved quote, you can quickly turn it into an invoice.

1. Go to Sales > Quotes in HubSpot.
2. Open the quote that the customer has accepted.
3. Confirm the quote status is set to accepted or signed.
4. In the actions menu, select Create invoice.
5. HubSpot copies line items, prices, and customer details from the quote.
6. Review payment terms and due date.
7. Make any final edits, then save.

Using this option ensures your invoice exactly matches what the customer agreed to on the quote.

Create a HubSpot invoice from the invoices index

You can also start directly from the invoice dashboard if you are not working from a specific deal or quote.

1. In HubSpot, navigate to Sales > Invoices.
2. Click Create invoice in the upper right corner.
3. Select or create the customer company record.
4. Add associated contacts to receive the invoice by email.
5. Add line items manually or pull them from your product library.
6. Set the issue date, due date, payment terms, and currency.
7. Review tax, fees, and any discounts.
8. Click Create when you are done.

This method is useful for one-off invoices or when you need to bill without a formal deal pipeline.

Configuring HubSpot Invoice Details

Once the invoice is created, you can configure financial and visual details to match your brand and policies.

Set payment terms and due dates in HubSpot

Each invoice allows you to set clear expectations for when payment is due.

• Choose a payment term such as Due on receipt, Net 15, Net 30, or a custom term.
• Adjust the due date if you need to override the default.
• Confirm the issue date reflects when the invoice is being sent.

These values will appear clearly for the customer on the invoice PDF and online view.

Manage taxes, discounts, and fees in HubSpot

On the invoice editing screen, you can fine-tune pricing elements:

• Apply tax rates per line item or at the invoice level, depending on your settings.
• Add percentage or fixed-amount discounts as needed.
• Include additional fees, such as shipping or setup charges.

Consistent configuration inside HubSpot makes your reporting and revenue analytics more accurate.

Customize the invoice appearance

To ensure professional presentation, you can customize how invoices look:

• Include your company name, address, and logo from account settings.
• Add a memo or notes for terms, instructions, or legal language.
• Update the invoice title or number if your accounting policies require a specific format.

These details help customers recognize your brand and understand the invoice at a glance.

Sending HubSpot Invoices to Customers

After configuration, you can send invoices directly from the CRM so all communication is tracked inside HubSpot.

Send invoices by email from HubSpot

1. Open the invoice record in the Invoices tool or from the associated deal.
2. Click Send.
3. Confirm the email recipients. HubSpot will suggest associated contacts, but you can add more addresses.
4. Review the email subject and body text. Customize the message to match your tone.
5. Decide whether to attach a PDF copy along with the online payment link.
6. Click Send invoice.

The system automatically logs the outgoing email and associates it with the contact, company, and deal records.

Share invoice links from HubSpot

You can also copy a direct link to the hosted invoice page:

• Open the invoice record.
• Locate the public invoice link.
• Copy and share it via your preferred communication channel.

This is especially helpful if you manage customer conversations outside standard email, while still tracking transactions in HubSpot.

Tracking Payments on HubSpot Invoices

Once customers start paying, the invoice status and payment details are updated automatically or manually, depending on your payment setup.

View invoice status in HubSpot

From the Invoices index page you can see:

• Open invoices that are awaiting payment.
• Paid invoices with completed transactions.
• Overdue invoices that have passed their due date.
• Voided or canceled invoices, if your process includes those states.

Use filters and views to quickly pull the list of invoices you need to act on.

Work with HubSpot payments and external processors

If you are using HubSpot payments or a connected provider, payment information flows back into your CRM:

• Customers can pay directly from the invoice link.
• Successful payments update the invoice status to paid.
• Payment records are associated with contacts and deals.

If you process payments outside of HubSpot, you can manually update invoice status so your pipeline still reflects accurate revenue.

Best Practices for Managing Invoices in HubSpot

To keep your billing and CRM aligned, follow these practices when working with invoices.

Align HubSpot invoices with your sales pipeline

• Trigger invoice creation from later deal stages to match your sales process.
• Use workflows (if available in your subscription) to remind teams when invoices remain unpaid.
• Report on invoice amounts alongside deals for better revenue forecasting.

Keep data clean across HubSpot records

• Always associate invoices with the correct deal, company, and contact records.
• Standardize product names and prices in your product library.
• Review invoice properties regularly to ensure accurate reporting.

Where to Learn More About HubSpot Invoicing

For detailed, field-by-field behavior and the latest feature updates, refer to the official documentation on how to create invoices in HubSpot. This source includes screenshots, property definitions, and version-specific notes your team may need.

If you want expert help designing a scalable CRM and billing workflow on HubSpot, you can also consult implementation specialists at Consultevo.

By centralizing invoicing in HubSpot, your organization gains a unified view of customers, deals, payments, and revenue, making it easier to automate follow-up, reduce manual errors, and close the loop between sales and finance.

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