How to Manage Invoices in HubSpot

Managing invoices in HubSpot helps keep your billing, payments, and CRM records aligned in one place. This guide walks you step by step through viewing, editing, sending, and tracking invoices so you can keep your revenue operations organized and transparent.

All instructions in this article are based on the official documentation for managing invoices, available on the HubSpot Knowledge Base at this source page.

Understanding HubSpot Invoice Records

In HubSpot, each invoice is a CRM record that stores billing, payment, and customer details. You can access invoices from the invoices dashboard or through associated records such as contacts, companies, deals, and payments.

An invoice record typically includes:

• Invoice status, amount, due date, and currency
• Customer contact and company information
• Associated deal and payment records
• Timeline events such as sent emails, views, and payments

Depending on your subscription and user permissions, you may also see payment actions and accounting sync information.

How to Access Invoices in HubSpot

You can open invoice records directly from the invoices index page or from related CRM objects.

Open invoices from the HubSpot invoices dashboard

1. In your HubSpot account, navigate to Sales > Invoices (or the equivalent invoices section in your navigation).
2. Use filters at the top of the table to narrow down invoices by status, owner, date, or other properties.
3. Click the name or number of an invoice to open its detailed record panel.

Access invoices via other HubSpot CRM records

You can also reach invoices from contact, company, deal, or payment records:

1. Open a contact, company, deal, or payment record in HubSpot.
2. Locate the Invoices card in the right sidebar.
3. Click an existing invoice to view it, or create a new invoice if that option is available in your account.

This cross-record access keeps your financial and CRM data tightly connected inside HubSpot.

Key HubSpot Invoice Properties and Statuses

Every invoice in HubSpot has core properties that drive reporting and automation. The main details you will see on each record include:

• Invoice status: such as Draft, Pending payment, Paid, Voided, Refunded, or Overdue.
• Issue date and due date.
• Invoice total, taxes, discounts, and line items.
• Customer details and billing address.
• Associated records (contacts, companies, deals, and payments).

Statuses are updated automatically when payments are processed through HubSpot payments, and can also be changed manually where allowed by your permissions and subscription level.

How to Edit Invoices in HubSpot

After you create an invoice in HubSpot, your ability to edit depends on the invoice status, payment activity, and whether it is synced to an external accounting tool.

Edit invoice details before sending from HubSpot

1. Open the invoice record in HubSpot.
2. If the invoice is still in Draft status, click Edit.
3. Update fields such as customer details, line items, tax, discounts, and terms.
4. Review changes, then click Save to store the updated draft.

Draft invoices are the most flexible stage for making changes, so finalize all pricing and customer details before sending.

Update sent or paid HubSpot invoices (where allowed)

In many cases, invoices that have already been sent or paid cannot be fully edited, especially if they are linked to payment processing or accounting sync. However, depending on your configuration you may still be able to:

• Edit certain non-financial properties (for example, internal notes or associations).
• Void an invoice that should no longer be collected.
• Create a corrected replacement invoice when changes are needed.

Always confirm your company’s process and, if applicable, your accounting integration rules before editing a sent invoice in HubSpot.

How to Send Invoices with HubSpot

Once your draft is ready, you can send invoices directly from HubSpot via email or by sharing a link.

Send an invoice email from HubSpot

1. Open the invoice record.
2. Click Send or a similar send action button.
3. Confirm the recipient email address (usually pulled from the associated contact in HubSpot).
4. Customize the email subject and body if needed.
5. Review the preview of the invoice link or PDF.
6. Click Send to email the invoice to your customer.

The email and invoice link will appear on the invoice timeline and on the associated contact record in HubSpot.

Share an invoice link using HubSpot

1. From the invoice record, copy the public invoice link.
2. Share this link with your customer through your preferred channel (for example, chat or a different email client).
3. The customer can view the invoice and, if enabled, pay directly from the hosted invoice page.

Using a shared link is useful when you manage communication outside of HubSpot but still want all billing to run through the platform.

Tracking Invoice Activity in HubSpot

Invoice records in HubSpot include a timeline of events that shows how customers interact with your billing documents.

Use the HubSpot invoice timeline

On the invoice record you can see:

• When the invoice was created and sent.
• When a recipient opened the invoice email.
• When the hosted invoice page was viewed.
• Payment attempts, successful payments, or failures.
• Status changes such as voided, refunded, or overdue.

These same activities can appear on associated contact, company, deal, and payment records, giving you a complete view of customer engagement inside HubSpot.

Reporting on HubSpot invoices

Depending on your subscription, invoice data can be used in reports and dashboards. Common use cases include:

• Tracking total invoiced and total paid amounts over time.
• Monitoring overdue invoices by owner or team.
• Analyzing invoice conversion to payment.

Because invoices live inside the same CRM as your deals and contacts, HubSpot allows revenue teams to align sales and billing reporting more easily.

Managing Payments on HubSpot Invoices

When you use payment tools connected to HubSpot (such as HubSpot payments where available), payments are linked directly to invoices.

On the invoice record you can usually:

• View payment status and transaction history.
• Open associated payment records.
• See refunds or partial payments if supported.

If payments are handled outside HubSpot or through an accounting system, invoice payment details may be synced rather than processed directly.

Exporting and Syncing HubSpot Invoices

To share invoice data with finance teams or external systems, you may want to export or sync your records.

Export invoices from HubSpot

1. Go to the invoices index page in HubSpot.
2. Apply filters to select the invoices you want to export.
3. Click an Export button or menu option if available in your account.
4. Choose the desired file format (for example, CSV).
5. Download the export file and share it with your finance or operations team.

Sync HubSpot invoices with accounting tools

If your organization connects HubSpot to an accounting platform, invoice records may automatically sync between systems. The exact behavior depends on your integration, but typically includes:

• Creating corresponding invoices in your accounting software.
• Updating statuses when invoices are paid or voided.
• Ensuring line item and tax details stay consistent.

Always review your integration documentation to understand which invoice fields are controlled by HubSpot and which are controlled by the accounting system.

Best Practices for Invoice Management in HubSpot

To keep your billing workflow clean and reliable, follow these practices when working with invoices in HubSpot:

• Finalize drafts before sending: Confirm billing details in the draft stage to minimize changes later.
• Use clear naming and numbering: Make invoice identification easy for both your team and your customers.
• Keep associations accurate: Link invoices to the correct contacts, companies, deals, and payments in HubSpot.
• Monitor overdue invoices: Use filters and reports to follow up on unpaid invoices promptly.
• Align with your finance team: Ensure your HubSpot settings match your accounting policies and local regulations.

If you need strategic help implementing CRM and billing processes, you can work with a specialized partner such as Consultevo to optimize your setup.

Learn More About HubSpot Invoices

To deepen your understanding of invoices in HubSpot, visit the official documentation page: Manage invoices in HubSpot. There you will find the latest screenshots, feature availability information, and detailed notes on permissions and subscription requirements.

By following the steps and best practices in this guide, you can confidently manage invoices in HubSpot, keep your revenue data accurate, and ensure a smoother experience for both your team and your customers.

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