This guide covers mapping your HubSpot products to Xero or QuickBooks, creating invoices from a HubSpot deal, and optimizing your setup — if you have not yet installed ScaleXP Invoicing, complete How to set up ScaleXP Invoicing (Step 1): Installing the invoicing module first.

We recommend watching the setup video first. Below is a written guide.

Part 1 — map your products (critical step)

ScaleXP matches HubSpot line items to products in Xero or QuickBooks.

1. Understand how product matching works

Key to effective matching:

• SKU codes in your HubSpot line items match the item codes inside Xero or product codes inside QuickBooks
• Accounts and tax rates are set on your Xero or QuickBooks products

If SKUs match:

• Products auto-select on invoices
• Correct accounts and taxes are applied automatically

If there is no match to a product, or you need to change the product, you will be able to search and select the right one from your accounting platform.

Important: Pricing, description, and other details always come from your HubSpot deal or quote.

2. Set up your products

If starting fresh:

1. Create products in Xero or QuickBooks first, setting GL codes and tax rates.
2. Create matching products in HubSpot using the same SKU.

You can also:

• Edit HubSpot SKUs to match
• Import products to HubSpot via CSV file
• Create products manually in HubSpot (ensure SKUs match exactly)

For more information on setting up products in your accounting system, see Mapping QuickBooks products with HubSpot and Mapping Xero products with HubSpot.

Part 2 — create an invoice from a HubSpot deal

Every invoice needs to be linked to a HubSpot deal.

1. Create invoices from a deal

1. Open the deal.
2. Access ScaleXP Invoicing in the sidebar (add it via Customize record if needed).
3. Click Create Invoices.

ScaleXP Invoicing will:

• Automatically suggest one or more invoices based on your line items
• Separate one-off items from recurring items
• Allow multiple invoices per deal, sent at different times and for different amounts

2. Line items drive invoices and revenue recognition

Your HubSpot line items control:

• Billing frequency (one-off, monthly, annually)
• Billing term (e.g. 12 months)
• Billing start date
• Unit price

If a deal quote is approved, ScaleXP uses that automatically.

Tip: "Unit price" is the price per invoice, not total contract value.

3. Other invoicing features

Invoice details

You are able to edit:

• Currency
• Entity
• Tracking Code/Classes 1
• Tracking Code 2
• Invoicing Theme
• Due Date
• Reference field

Customer details

• ScaleXP searches your accounting platform for company details
• If not found, it creates the contact in HubSpot

Repeating invoices

ScaleXP uses native repeating invoices in Xero or QuickBooks so that:

• Your accounting system generates invoices using the usual reporting and numbering systems
• Draft or auto-send settings (where relevant) remain unchanged

Invoice data syncing

ScaleXP syncs the following information between HubSpot and your accounting system:

• Generated invoices
• Payments
• Overdue status

ScaleXP automatically updates 20+ HubSpot deal properties (for use in workflows, reports, etc.). Here are a few examples:

• MRR and ARR
• Invoice status
• Number of invoices
• Paid / overdue amounts
• Next invoice date
• Total billed to date

Part 3 — optimize your setup

Once live:

1. Test a few invoices.
2. Confirm SKU matching.
3. Check total contract value reflects expected billing.

Email support@scalexp.com to book an optimization session.

Related articles

• How to set up ScaleXP Invoicing (Step 1): Installing the invoicing module
• HubSpot Invoicing: Adding invoice properties to HubSpot deals
• ScaleXP Invoicing: Importing historic issued invoice data to HubSpot deals
• ScaleXP Invoicing: Automating invoice creation with HubSpot workflows
• ScaleXP Invoicing: Automate deals when you have multiple pipelines
• ScaleXP Invoicing: HubSpot and Xero integration best practices