Understanding Hubspot Default Invoice Properties

When you start using Hubspot invoices inside your CRM, it helps to understand every default invoice property so you can track billing, reporting, and revenue data accurately.

This guide explains each default invoice property from the official documentation and shows how to use them in real workflows.

What Are Default Invoice Properties in Hubspot?

Default invoice properties are system fields that come preconfigured on every invoice record. You can view and edit them from your Hubspot data model settings, but some values are read-only because they are controlled by the system or by connected tools.

These properties power:

• Billing and payment tracking
• Invoice status updates
• Revenue reporting and finance summaries
• Workflow automation and CRM segmentation

The reference information below is based on the official property list at Hubspot’s default invoice properties documentation.

Key Hubspot Invoice Identity Properties

Identity properties uniquely identify each invoice so that integrations, automation, and reports stay accurate.

Core Identity Fields in Hubspot

• Invoice name: Human‑friendly label you use to recognize the invoice in lists and record views.
• Invoice ID: Unique internal identifier created by the system; used for internal references and APIs.
• Invoice number: The formal number that appears on the PDF or shared invoice, often required for accounting.
• Created by user ID: Identifies which user created the invoice in the CRM.
• Last modified date: Indicates when the invoice record was last updated.

Association Identity Properties

Invoices are tightly linked to other CRM objects. Typical default properties include:

• Customer association: Links the invoice to a company or contact record.
• Deal association: Connects the invoice to a specific deal for revenue reporting.
• Owner: User who owns or manages the invoice record.

By understanding these identity fields, you can maintain clean data relationships across your Hubspot CRM.

Hubspot Invoice Status & Lifecycle Properties

Status and lifecycle properties show where an invoice sits in its journey—from draft to paid or canceled.

Standard Status Values in Hubspot

Default invoice properties commonly include status‑related fields such as:

• Invoice status: High‑level state such as draft, sent, viewed, paid, overdue, void, or canceled.
• Due date: Date payment is expected; used for aging reports and reminders.
• Invoice date: Date the invoice was issued.
• Payment date: Date when payment was fully completed.
• Last payment status: Reflects whether a payment is pending, failed, completed, or partially paid.

Lifecycle and Timing Fields

Additional lifecycle‑oriented properties help you understand the history of the invoice:

• Created date: When the invoice record itself was first created.
• Sent date: When the invoice was sent to the customer.
• Viewed date: When the recipient opened the invoice link, if tracked.
• Overdue status: Indicates whether the invoice is overdue based on the current date and due date.

Using these lifecycle properties in Hubspot reports makes it easier to manage cash flow and follow up with customers.

Hubspot Financial & Amount Properties

Financial properties describe the monetary value of each invoice and how it is calculated.

Core Amount Fields

• Invoice amount: Total amount billed on the invoice.
• Subtotal: Sum of line items before tax, discounts, or fees.
• Tax amount: Combined taxes applied to the invoice.
• Discount amount: Any discount applied at the invoice level.
• Shipping or fees: Optional charges that appear on the invoice.
• Amount due: Remaining balance that the customer still needs to pay.

Currency & Localization Properties

For businesses operating in multiple regions, these default fields are important:

• Currency: ISO currency code used on the invoice (for example, USD, EUR, GBP).
• Exchange rate or currency symbol: Used to display localized values in the interface and on the document.

With these properties set consistently, finance teams can reconcile Hubspot invoice data with their accounting tools more easily.

Hubspot Payment & Integration Properties

When you connect payment providers or use integrated billing tools, several read‑only properties sync automatically.

Payment Provider Fields

• Payment method: Indicates whether the customer paid by card, bank transfer, or another method.
• Payment link: URL where the customer can view and pay the invoice.
• Transaction ID: Identifier from the payment processor for reconciliation.
• Payment provider: Name of the provider (for example, Stripe or another connected tool).

Integration and Sync Properties

Some default invoice properties exist purely for syncing and should not be edited manually:

• External system ID: Unique ID from an external system or integration.
• Sync status: Shows whether the invoice is successfully synced with a connected system.
• Last sync date: When the record was last updated from the integration.

Because these properties are managed by integrations, Hubspot generally treats them as read‑only to avoid conflicts.

Hubspot Line Item and Detail Properties

Line item properties describe what exactly is being billed.

Invoice Line Item Defaults

• Line item name: Name or description of the product or service.
• Quantity: Number of units billed.
• Unit price: Price per unit before discounts or tax.
• Line item amount: Calculated total for each line, usually quantity multiplied by unit price.
• Line item discount: Discount applied to a specific line.
• Line item tax: Tax amount per line, if applicable.

These properties roll up into the financial fields described earlier, so accurate values here ensure that overall invoice totals are correct.

How to Use Hubspot Default Invoice Properties Effectively

To get the most value from invoice data, configure your CRM around these properties.

1. Review Properties in Settings

1. Open your CRM settings.
2. Navigate to Objects and select Invoices.
3. Review each default property and its type (text, number, date, dropdown, etc.).

Compare what you see with the official list on the Hubspot default invoice properties page to understand how each field is intended to work.

2. Align Properties With Your Process

• Define when each status should change in your billing process.
• Ensure owners and teams know which properties are editable and which are read‑only.
• Map invoice properties to your accounting system for easier reconciliation.

3. Build Reports and Workflows

Use properties such as amount due, due date, and invoice status to:

• Trigger reminder workflows for overdue invoices.
• Segment customers based on unpaid balances.
• Report on revenue, collection times, and payment performance.

If you need help designing scalable reporting and automation around these properties, consider working with a CRM and analytics partner such as Consultevo.

Best Practices for Managing Hubspot Invoice Properties

You can keep invoice data reliable and easier to use by following a few best practices.

• Protect read‑only fields: Do not try to override sync or integration properties.
• Standardize naming and numbering: Define clear rules for invoice names and numbers.
• Train users: Document which properties must be filled before sending an invoice.
• Audit regularly: Review invoice records periodically to confirm that status, dates, and amounts are consistent.

Managing these default properties carefully ensures that your Hubspot invoice data stays clean, reliable, and ready for advanced reporting or automation.

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