Configure invoices and subscriptions

Invoices and subscriptions close the loop between sales and finance. Once a quote is signed, the next step is billing. HubSpot can generate invoices from deal data, track payment status, and automate reminders for overdue payments.

For retainer or subscription clients, recurring billing eliminates the monthly admin of creating and sending invoices manually. Set it up once, and HubSpot handles the rest.

This chapter covers configuring invoices, subscriptions, and the payment collection flow.

Enable HubSpot payments

Go to Settings, then Payments. Connect HubSpot Payments (available in the US) or Stripe (available globally). Follow the authentication flow to link your payment processor to HubSpot.

Once connected, HubSpot can process credit card and ACH payments directly from quotes and invoices. Payment status, transaction history, and receipts are logged on the deal and company records automatically.

Create invoice templates

Go to Settings, then Payments, then Invoices. Configure your default invoice template: add your company logo, address, payment terms, bank details (for wire transfers), and any tax registration numbers required in your jurisdiction.

Set the default payment terms (net 15, net 30, net 60). Choose whether to allow partial payments. Configure automatic invoice numbering: HubSpot generates sequential invoice numbers, or you can set a custom prefix (e.g., "INV-2024-001").

Generate invoices from deals

Open a deal record and click "Create invoice". HubSpot pre-fills the invoice with the deal's line items, contact details, and company information. Review and adjust if needed: verify the billing contact is correct, line items match the signed quote, and the due date aligns with your payment terms.

Send the invoice directly from HubSpot. The recipient gets an email with a link to view and pay the invoice online (if payment processing is enabled). HubSpot tracks when the invoice is viewed, paid, or overdue.

Set up recurring invoices

For subscription or retainer clients, configure recurring invoices. When creating an invoice, toggle on "Recurring" and set the frequency (monthly, quarterly, annually). Set the start date, end date (or leave open-ended), and payment method.

HubSpot automatically generates and sends invoices on the schedule you set. Each recurring invoice appears in the deal timeline, and payment status updates automatically when the client pays.

Automate payment reminders

Go to Automation, then Workflows. Create a workflow triggered when an invoice becomes overdue (past due date, payment status = unpaid). Send an automated email reminder on day 1 past due, day 7, and day 14. After 30 days overdue, create a task for the account owner to follow up personally.

Escalate to finance or leadership for invoices overdue by 60+ days. These thresholds depend on your business, but the pattern is the same: automated reminders first, human follow-up for persistent non-payment.

Track payment performance

Build a report that shows: invoices outstanding (by age bucket: current, 1 to 30 days, 31 to 60 days, 60+ days), payment collection rate (percentage of invoices paid on time), and average days to payment. Add this to a finance dashboard.

If you see a pattern of late payments from specific clients or regions, adjust your payment terms or require upfront payment for those segments.