How to Set Up HubSpot Invoices Step by Step

Setting up invoices in HubSpot lets you create, send, and track payments directly from your CRM, so your sales and billing teams stay aligned and your revenue data remains accurate.

This guide walks you through every step to configure the invoices tool, connect payments, and prepare your account to start collecting money from customers.

Before you start: HubSpot invoices requirements

Before turning on the invoices tool, confirm you meet the core technical and account requirements. These ensure that your invoices work correctly and that payments are properly processed.

• You must have access to the payments configuration tools in your HubSpot account.
• Your user must be assigned adequate permissions to create and manage invoices and payment links.
• You need to have a connected payments solution supported by HubSpot for your region.
• Your company details and default currency should be fully configured in your CRM settings.

If you manage multiple brands, confirm which brand settings you will use to issue invoices.

How to enable the HubSpot invoices tool

Once your account meets the prerequisites, you can switch on the invoices feature from your account settings. The specific menus may differ slightly depending on your subscription tier, but the overall flow is similar.

1. Sign in to your account and open the main settings area.

2. In the left sidebar, navigate to the section for tools and features related to payments and quotes.

3. Locate the option for invoices. Turn on the invoices feature by enabling the toggle or confirmation control presented.

4. Review any prompts explaining how invoices interact with payments and quotes, then confirm your choice.

After enabling the tool, new invoice options will appear in the deal and contact records as well as within the sales tools menu.

Connect payments for HubSpot invoice collection

To collect money with your invoices, you must connect a payment solution that is compatible with the HubSpot billing tools. Without a connected payment method, you can still create invoices but customers will not be able to pay online.

1. From settings, open the payments or payments setup section.

2. Follow the guided flow to connect a supported payments provider.

3. Enter required business information, such as legal entity name, banking details, and tax information.

4. Configure which payment methods you will accept, such as credit card, bank transfer, or other available options.

After approval, your account will be able to add payment terms and links directly to invoices issued from within the CRM.

Core configuration steps for HubSpot invoices

With payments connected, you can configure key defaults that control how invoices behave. This setup saves time for your team and keeps billing consistent across deals.

Set default company information for HubSpot invoices

Your business information appears on every invoice you send, so it must be accurate and complete.

1. Open account settings and go to the brand or account details section.

2. Enter or confirm the following:

   • Legal business name
   • Registered address
   • Primary email and phone number for billing inquiries
   • Website URL and brand information

3. Make sure these details match any legal or tax records your finance team maintains.

Configure currency and tax for HubSpot invoices

Proper currency and tax settings ensure accurate totals and compliance in your region.

1. In settings, open the currency and tax configuration area.

2. Select your default currency for new invoices.

3. If you bill in multiple currencies, enable additional currencies as needed.

4. Configure tax rules, such as VAT or sales tax, and define whether line items include or exclude tax by default.

Work with your finance or accounting team to validate that tax rates and treatments are set accurately.

Customize numbering and branding for HubSpot invoices

Consistent numbering and branding help customers easily recognize your invoices and help your internal teams track payments.

1. Open the invoice configuration area within settings.

2. Define your invoice numbering logic, such as a prefix, starting number, and any desired pattern.

3. Upload or select your company logo and brand colors to display on invoice PDFs and web views.

4. Set default footer text, such as payment instructions or legal language.

These branding settings are applied automatically when you create new invoices from deals, quotes, or contact records.

How to create your first HubSpot invoice

With your configuration complete, you can start issuing invoices from your existing sales data, which keeps information consistent and minimizes manual entry.

Create an invoice from a deal record in HubSpot

1. Open the deal you want to bill.

2. In the right panel, look for the invoices section or the create invoice button.

3. Select the option to create a new invoice.

4. Confirm the associated contact and company that should receive the invoice.

5. Review line items that were pulled from the deal or quote and adjust quantities, discounts, or taxes if required.

6. Set payment terms, such as due upon receipt or net days.

7. Save and preview the invoice before sending.

Once saved, the invoice becomes linked to the deal and contact record, helping your team track payment status as part of the sales process.

Send and share HubSpot invoices with customers

After creating your invoice, you can send it directly to your customer and provide them with convenient payment options.

1. From the invoice record, select the option to send via email.

2. Choose the primary recipient and any additional stakeholders who need a copy.

3. Review the email template content, which typically includes a secure link to view and pay the invoice online.

4. Make any edits to the subject or body, while preserving the payment link.

5. Send the email to deliver the invoice to your customer.

You can also copy the invoice link and share it manually through another communication channel if needed.

Track invoice status and payments in HubSpot

After sending invoices, you can monitor key billing and collection metrics directly from your CRM, keeping sales and finance aligned.

• Status tracking: View whether invoices are open, paid, or past due.
• Payment details: Review payment method, transaction dates, and amounts collected.
• Deal alignment: Confirm that invoice payments sync with the respective deals and revenue reports.
• Customer history: See complete invoice and payment history within contact and company records.

This centralized tracking helps teams follow up on outstanding invoices and maintain accurate forecasting.

More resources on HubSpot invoices setup

For the most detailed, up-to-date instructions and feature notes, you can review the official documentation on how to set up the invoices tool at this HubSpot knowledge base article.

If you need strategic help aligning your CRM, billing workflows, and revenue reporting, consider working with a specialist. You can learn more about professional implementation and optimization services at Consultevo.

By properly configuring invoices, payments, and branding, you ensure your teams can create and manage invoices from one place, keep records accurate, and provide a smoother payment experience for your customers.

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