HubSpot Invoicing Simplified

Samuel Salimon • Last Modified: December 29th, 2022

Hubspot Invoicing

The daily functioning of a business demands many things, tasks, and activities that are proven to ensure that the company becomes a success when checked off successfully for business growth. 

This task ranges from sales and marketing and a couple of other things that happen in the background, which can be overwhelming for big and small firms. HubSpot makes all of these less overwhelming for your team. 

According to Statista, HubSpot leads in the market share of the marketing automation solution providers in the United States as of June 2021. On the list are Adobe Experience Cloud, Oracle Marketing Cloud, Active Campaign, among others. 

Hubspot Invoincing provides a large opportunities to gain insights.

Table of Contents

Hubspot as a Robust Marketing Solution

HubSpot is a subscription-based marketing solution utilized by organizations to oversee different parts of the business, including marketing and sales. It’s viewed as a pioneer in working with numerous solutions for managing email campaigns, potential customers, managing projects, and CRM. 

HubSpot permits clients to work with data from other platforms in a single space instead of letting you move from one app to another.

While HubSpot is a superb solution for marketing insights, website page building, and sales pipeline management, it doesn’t really offer all you may require – for instance, invoicing. 

Invoicing is an essential piece of any business, yet it shouldn’t take your time to be better utilized to grow your business. HubSpot doesn’t presently have full invoicing features. To help with Hubspot Invoicing, they offer invoice templates that you would then send manually by email.

By joining every one of the advantages of HubSpot with the additional 3RP boost, you can use Hubspot Invoicing productively directly through the platform and save time for other income-creating activities.

Hevo is one of the best CRMs you can integrate with HubSpot. However, in this post, we will be talking about HubSpot invoicing integration with QuickBooks. This option is for the sake of people that use QuickBooks as their accounting software package. 

You can make use of QuickBooks Online integration with HubSpot for generating Hubspot Invoicing directly from the deal record, view invoice information, and view payment events on the deal timeline.

Learn more about Hubspot.

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Install QuickBooks integration for Hubspot Invoicing

This section will take you on a journey to integrate your HubSpot with QuickBooks for Hubspot Invoicing automatically instead of generating it yourself. 

  • The first step is to go to the Marketplace icon on your HubSpot account, and the Marketplace icon is located in the main navigation bar. Proceed to select App Marketplace
  • Make use of the search bar to find and select the QuickBooks Online integration.
  • Look at the upper right corner of the page, and you will see a button to install the application.
  • The next thing is to log in with your QuickBooks Online details and proceed to the next stage. 
  • After the QuickBooks online integration is completely connected, it will be listed in your Connected Apps section. Check your connect Apps section to be sure, then let’s move to the next step. 
  • Please note that many accounts can be connected by navigating to the Marketplace icon in the main navigation bar. In the Marketplace, you will see Manage; under Manage, select connected apps.
  • Choose the QuickBooks Online, and click Connect QuickBooks account in the upper right-hand corner of the page. In addition, you can likewise disconnect your QuickBooks account by selecting Disconnect.

Using QuickBooks Integration for Hubspot Invoicing

The QuickBooks Online integration makes it easier for Hubspot Invoicing from your deal record. Because we understand that HubSpot doesn’t allow for automatic invoicing, you can easily use alternative accounting software for invoicing. This also allows you to view invoice information as well as status. You can likewise see payment events on the deal record timeline. 

However, you need to know that QuickBooks products cannot be used as line items on a deal record in HubSpot; to make use of QuickBooks products, it is advisable that you manually add these products yourself. 

Please note that;

  • If an invoice in QuickBooks is different from the HubSpot account’s company currency, HubSpot will not sync the invoice data from QuickBooks to the deal properties.
  • Only invoices created in HubSpot will be automatically visible in your HubSpot account. To view invoices created in your QuickBooks account, they must be added to HubSpot.

Create Hubspot Invoicing with QuickBooks

This section will touch base on performing Hubspot Invoicing after integrating your QuickBooks account with your HubSpot account. 

  • From your HubSpot account, proceed to Sales > and then Deals.
  • Click the name of a deal record.
  • From the right panel, in the Invoices section, click Create Invoice.
Hubspot Invoicing: Create Invoice
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  • In the event that you have various accounts, select a QuickBooks account from the list, and click next.
  • Select assuming you need to make your Invoice from an existing quote or create from scratch.

If you select Create from quote, HubSpot will match your quote details to your QuickBooks records. If no matching customer can be found, you can choose a customer from the dropdown or click create a new QuickBooks customer.

If you select Create from scratch, HubSpot will match your deal details to your QuickBooks records. If no matching customer can be found, you can choose a customer from the dropdown or click create a new QuickBooks customer.

  • Click Next.
Hubspot Invoicing: choose an existing customer
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  • Click Add products from QuickBooks to select existing products from QuickBooks to add to your Invoice. Once you have added your products, click next.
Hubspot Invoicing: Add products from quickbooks
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Please note: For non-US QuickBooks accounts, tax codes are required for every line item when creating an invoice. Tax codes do not need to be sent for US QuickBooks accounts, as QuickBooks will add them on their end.

  • Select the Payment terms; Invoice creates date and Invoice due date for your Invoice.  
  • In the Write, a message to your customer section, write the text that will appear on your customer’s Invoice, then click next.
Hubspot Invoicing: select date range
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  • Review your invoice details. Click Previous to go back and edit your invoice details. 
  • To create your Invoice in QuickBooks, click Create draft invoice.
  • Click the name of the Invoice in the Invoices section to view a preview of your Invoice.
  • Your Invoice is now ready to be sent from your QuickBooks account.

Once your Invoice has been created, it will be tagged with one of the below stages:

  • Waiting to be sent: The Invoice has not been sent to the customer.
  • Sent to a customer: The Invoice has been sent to the customer.
  • Partial payment: the Invoice has been partially paid.
  • Paid in total: the Invoice has been paid in full.
  • Overdue: the Invoice is past its payment date and is now due.

Add an existing invoice

  • In your HubSpot account, navigate to Contacts, Companies or Deals.
  • Click the name of a record.
  • In the right panel, in the Invoices section, click Add existing invoice.
Hubspot Invoicing: Add existing invoice
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  • If you have multiple accounts, select a QuickBooks account from the dropdown, and click next.
  • Search for and select the checkbox to the left of the Invoice. Click Add.
  • The invoices associated with the record are listed in the Invoices section on the record.
Hubspot Invoicing: existing invoices image
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Trigger workflows and create custom reports

When the QuickBooks Online integration is installed, you can create workflows using the new invoice deal properties listed below. For example, create a workflow that sends a follow-up email to customers who have not paid their Invoice by their due date. Or, build a workflow that sends a Slack message to your team each time you collect a payment. 

New deal properties include:

  • Invoice amount billed
  • Invoice recipient
  • Invoice number
  • Invoice status 
  • Invoice due date

Use the new invoice deal properties to create custom reports to have complete visibility into your team’s income for the business.

Please note: when syncing multiple invoices to HubSpot to the same deal record, the properties above will be updated by the most recently updated Invoice in QuickBooks.

Use QuickBooks advanced features

If you have integrated your QuickBooks advance account to HubSpot, you can also send your Invoice directly to the QuickBooks task manager, create QuickBooks workflows and access additional reporting.

Send invoices to the QuickBooks task manager

When a user creates an invoice and sends it to QuickBooks in advance, the data from the quote or deal will be sent to the QuickBooks task manager. To access the task manager in your QuickBooks account:

  • Login to your QuickBooks Online account.
  • In the left panel, click HubSpot.
  • In the To-Do section, click View tasks.
Hubspot Invoicing: To Do list

Here you can approve draft invoices or create new tasks.

Learn more about QuickBooks.

Set up workflows in QuickBooks to automate tasks

In the Task Manager section, you can set up workflows to automatically create tasks when an action needs to be completed. There are four standard workflows to choose from:

  • Payment due reminder
  • Pay vendor reminder
  • Bank deposits reminder
  • Unsent invoices reminder


Auto-invoicing on HubSpot isn’t yet a feature available for users on the HubSpot platform. However, with QuickBooks integration, you can easily create and perform Hubspot Invoicing. There is another alternative to integrate HubSpot, like using Hevo. Yet, for the sake of people who have QuickBooks accounts, you can easily integrate the account on HubSpot for Hubspot Invoicing.

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